Amendment_1__Questions_and_Answers_RFP_75N94023R00007_0001.pdf

RFP No. 75N94023R00007

NIAAA Alcohol Epidemiologic Data System (AEDS)

Amendment 1 – Ques�ons & Answers

Statement of Work and Deliverables Ques�ons and Clarifica�ons (RFP Atachments 3 and 4):

1) Atachment 3, Statement of Work, page 5, Sec�on 3.B.1. states “Within four (4) weeks of contract award, the Contractor and appropriate Contractor staff shall meet in-person at NIAAA with the CO and COR and appropriate NIAAA staff…” yet Atachment 4, Repor�ng Requirements and Deliverables, under the Planning Mee�ng Agenda’s descrip�on states “The Contractor and appropriate Contractor staff shall meet virtually (or in person at NIAAA, at the discre�on of the COR)…”. Please clarify whether this mee�ng is indeed expected to be virtual but could be moved to in-person at the COR’s request.

Addi�onally, language in Atachment 3, Statement of Work, Sec�ons 3.B.1 and 3.B.2 indicate due dates “within [number] weeks of contract award”, yet corresponding language for the associated deliverables in Atachment 4, Repor�ng Requirements and Deliverables, indicate “within [number] weeks of/a�er contract start date”. Please clarify as the contract may be awarded on a date earlier than the contract start date.

ANSWER:

With regard to the Planning Mee�ng on page 5, Atachment 3, Statement of Work, the mee�ng is indeed expected to be virtual (but could be moved to in-person at the discre�on of the COR) as described in Atachment 4. The language in the Statement of Work regarding “shall meet in person” has been modified to reflect the language in Atachment 4. Most likely all administra�ve/planning mee�ngs will be virtual, but some NIAAA researchers may request occasional in-person mee�ngs with AEDS contractor staff for their par�cular projects (e.g. “ad-hoc” mee�ngs referenced in the Statement of Work). For contract budget proposal purposes, please follow the travel cost assump�ons provided in RFP Atachment 6, “Addi�onal Proposal Informa�on and Instruc�ons” [and assume the Planning Mee�ng on page 5 of the Statement of Work will be conducted virtually].

All references in Atachment 3, Statement of Work, regarding “within [days/weeks] of contract award” are intended to relate to the effec�ve start date of the contract period of performance [9/27/2023].

2) Atachment 3, Statement of Work, pages 7-8, are Technical Requirement “E. Other Reports” and “F. Storage of Reports” intended to be part of Task 1 and therefore be numbers 3 and 4?

ANSWER:

The language “Task 1” and “Task 2” associated with the �tles for Technical Requirements D. and G., respec�vely, is removed for clarity. There are Technical Requirements A through H.

3) Atachment 3, Statement of Work, page 5, B).2., for the 6 one-day ad-hoc mee�ngs each year, are these mee�ngs with NIAAA staff or broader mee�ngs that require mee�ng planning support?

ANSWER:

These mee�ngs are to be with NIAAA staff and are not an�cipated to require mee�ng planning support (as for a broader mee�ng). For budge�ng purposes, please u�lize the travel cost assump�ons provided in RFP Atachment 6, “Addi�onal Proposal Informa�on and Instruc�ons”.

4) Atachment 3, Statement of Work, pages 8-10, Technical Requirement G, for addi�onal technical support when a number of outputs per year is indicated should we assume equal distribu�on throughout the project year? Is there a rela�ve priority for the addi�onal technical support items or any guidance on rela�ve effort requirements among these tasks?

ANSWER:

Precise effort needs per year among technical requirements cannot be predicted in advance and may vary each year. To assist with prepara�on of your budget proposal, general guidance as to effort assump�ons is provided in RFP Atachment 6, “Addi�onal Proposal Informa�on and Instruc�ons”. These general effort es�mates are based on prior experience with this project for aggregate effort needed for all technical requirements (and by general labor category). The effort es�mates provided are not prescrip�ve and offerors should propose effort in accordance with their technical approach. In prac�ce, work will be assigned in accordance with current needs throughout the contract period of performance, subject to the limita�ons of the awarded budget.

5) Atachment 3, Statement of Work, for ad-hoc requests or addi�onal technical requests including literature reviews, prepara�on of slides, etc. are there expected numbers of instances or hours required per month? Should these be priced as a flat rate per instance to be billed later, or as part of the exis�ng budget?

ANSWER:

Please see answer to Ques�on 4, above. As this contract will be a cost plus fixed fee type contract, there is no fixed billing amount per month. Monthly invoices should reflect actual effort/costs incurred for that month with an itemiza�on of effort for each staff that month and suppor�ng cost informa�on to support the billed charges. Please see RFP Ar�cle G.4. “Contract Financial Report” and RFP Atachments 14 – 16 (links provided in Sec�on J, page 61) for further informa�on.

6) Atachment 3, Statement of Work, page 3, Project Management Item 2, ”In addi�on, the Contractor may be expected to provide responses to intermitent requests (about 40 per month) for quan�ta�ve informa�on from NIAAA and outside requestors”. Can you provide an example of the “intermitent requests” expected during the contract period to inform effort es�mates (e.g. average effort per “intermitent request”)?

ANSWER:

Please see answer to Ques�on 4, above. The an�cipated effort for intermitent requests/data inquiries related to surveillance ac�vity/tracking of selected data to assess progress toward reaching na�onal objec�ves related to alcohol is included in the aggregate effort es�mates provided in RFP Atachment 6, “Addi�onal Proposal Informa�on and Instruc�ons”, for general guidance purposes.

7) Atachment 3, Statement of Work, page 7, Technical Requirement D)2., Alcohol Epidemiologic Data Directory. Is there an exis�ng data directory that will need to be transferred from the incumbent to a new contractor [if not awarded to the incumbent]?

ANSWER:

The Alcohol Epidemiologic Data Directory is hosted by NIAAA and is accessible via the NIAAA public website at Publica�ons | Na�onal Ins�tute on Alcohol Abuse and Alcoholism | Alcohol Epidemiologic Data Directory (nih.gov)

Any files and/or accesses necessary to perform the Alcohol Epidemiologic Data Directory update required in year 4 of the AEDS contract will be provided by NIAAA to the contractor. It is not an�cipated that any data sets will need to be acquired by the contractor to perform the update to the Data Directory in year 4 of the contract. The contractor does not maintain/store any datasets/materials for this performance requirement.

8) Atachment 3, Statement of Work, pages 10-11, Technical Requirement G)8.d., linking exis�ng datasets with data from the NIAAA Alcohol Policy Informa�on System. Is there any technical informa�on on the requirements for data linkage between the AEDS contract and the Alcohol Policy Informa�on System contract? Is technical approach on linkage between these databases requested with the RFP?

ANSWER:

Live or ongoing connec�ons with the APIS website are not an�cipated to be needed, but rather occasional transfers of sta�c data to the APIS team. In general, please provide your proposed technical approach to perform all technical requirements contained in the Statement of Work.

9) Atachment 3, Statement of Work, page 8, Technical Requirement F, Storage of Prior Reports [hard copies of publica�ons]. Is there an es�mate of the weight or space/square footage required for storage of prior reports? Are there any other restric�ons on the storage facility for these reports?

ANSWER:

https://pubs.niaaa.nih.gov/orderform/encform/data_directory/?_gl=1*cqwnnn*_ga*MTMzNDgxNjQwNS4xNjYyNDYzMDc5*_ga_E2D8B2PVE9*MTY4MzYzODEyOS44LjEuMTY4MzYzODEzMy4wLjAuMA..

https://pubs.niaaa.nih.gov/orderform/encform/data_directory/?_gl=1*cqwnnn*_ga*MTMzNDgxNjQwNS4xNjYyNDYzMDc5*_ga_E2D8B2PVE9*MTY4MzYzODEyOS44LjEuMTY4MzYzODEzMy4wLjAuMA..

It is es�mated that approximately 750 square feet of storage space is needed for the hard copy publica�ons. Storage of these reports must be in compliance with Federal/NIH Informa�on Security requirements as described in RFP Ar�cle H.14. “Storage Facility Requirements and Cer�fica�on” and applicable access provisions of RFP Ar�cle H.11.1. “Informa�on Security and/or Physical Access Security”.

10) Atachment 4, Repor�ng Requirements and Deliverables, pages 5-6, Informa�on Security deliverables. RFP Ar�cle H.11.1 -5. Roster (page 25 of RFP) states that “any revisions to the roster as a result of staffing changes must be submited within two (2) calendar days of the change”, however Atachment 4 indicates this needs to be done “within 5 working days” [for Roster of Employees Requiring Suitability Inves�ga�on deliverable] and “within 5 days” [for Repor�ng of New and Depar�ng Employees deliverable]. Can the Government please clarify which �meline is correct?

ANSWER:

The correct repor�ng �meline for roster changes is “within two (2) calendar days of the change” [language contained in Ar�cle H.11.1.]. Atachment 4 is modified to match the language in Ar�cle H.11.1. (page 25 of RFP).

11) Atachment 4, Repor�ng Requirements and Deliverables, page 7, Annual Inven�on U�liza�on Report. Ar�cle C.3. (page 10 of RFP) indicates the first Annual Inven�on U�liza�on Report is due on or before September 26, 2024 (and annually therea�er on or before the last calendar day following the repor�ng period), however Atachment 4 indicates this report is due on December 31 of each contract year. Can the Government please clarify which �meline the contractor is to follow for submission of the report?

ANSWER:

The correct repor�ng �meframe is contained in Ar�cle C.3. (page 10 of the RFP). Atahment 4 is modified to match the language contained in Ar�cle C.3. [e.g. first report due on or before September 26, 2024; subsequent reports due annually on or before September 26 of each contract year].

Proposal Prepara�on Ques�ons

12) Is there a preference for technical proposal structure? Should this be structured as in Technical Instruc�ons (i.e. Objec�ves, Approach, Methods, Schedule, or in order of the Technical Requirements in the SOW)?

ANSWER:

A detailed work plan must be submited indica�ng how each aspect of the Statement of Work is to be accomplished. The Technical Requirements in the SOW would be addressed under “approach”, “methods”, “schedule” as described in Sec�on L of the RFP.

When addressing the items listed in the Technical Proposal Instruc�ons in Sec�on L of the RFP, it is highly recommended that offerors reference the Technical Evalua�on Criteria contained in Sec�on M of the RFP, as the Sec�on M Technical Evalua�on Criteria will be u�lized for the Peer Review of Technical Proposals. While following the proposal instruc�ons contained in Sec�on L of the RFP, please also ensure that all aspects of the Sec�on M Technical Evalua�on Criteria are addressed and are clearly labeled in the Technical Proposal Table of Contents to ensure the informa�on to be evaluated in accordance with the Sec�on M Technical Evalua�on Criteria can be easily found.

Addi�onal guidance is also provided in RFP Atachment 6, “Addi�onal Proposal Informa�on and Instruc�ons”. For instance, a Proposed Model Monthly Progress Report should be provided with the Technical Proposal as this will be evaluated as part of the “Technical Approach” technical evalua�on criterion contained in Sec�on M of the RFP. Likewise, Wri�ng Samples for certain proposed personnel should be provided with the Technical Proposal (see Sec�on L, page 77 of RFP and also RFP Atachment 6) as these will be evaluated as part of the “Personnel” technical evalua�on criterion contained in Sec�on M of the RFP.

Please be sure to include recent related organiza�onal experience with your Technical Proposal as this will be evaluated as part of the “Organiza�onal Experience, Capability and Facili�es” Technical Evalua�on Criterion found in Sec�on M of the RFP. By “recent” organiza�onal experience we mean organiza�onal experience in performing similar work requirements of comparable scien�fic/technical complexity as described in the technical requirements of the Statement of Work within the past 3 to 5 years. “Organiza�onal Experience” is defined on page 87 of the RFP.

13) Is there a requirement for relevant past work aside from in Atachment 8 (Summary of Related Ac�vi�es, htps://oamp.od.nih.gov/sites/default/files/DGS/contrac�ng-forms/summary-related-ac�vi�es.pdf? If so, where should this informa�on be included?

ANSWER:

Yes. For the Technical Proposal, in addi�on to Atachment 8, please provide informa�on as to recent (within the past 3 to 5 years) organiza�onal experience in performing similar work requirements of comparable scien�fic/technical complexity as described in the technical requirements of the Statement of Work. “Organiza�onal Experience” is defined on page 87 of the RFP (overall offeror or corporate experience, but not the experience and/or past performance of individuals who are proposed as personnel).

For the Business Proposal (separate document), please follow the instruc�ons contained in Sec�on L, General Instruc�ons Item 13. “Past Performance Informa�on” (RFP pages 72-73) and Sec�on L, Business Proposal Instruc�ons, Item 8, “Qualifica�ons of Offeror” (RFP pages 86-87).

https://oamp.od.nih.gov/sites/default/files/DGS/contracting-forms/summary-related-activities.pdf https://oamp.od.nih.gov/sites/default/files/DGS/contracting-forms/summary-related-activities.pdf

14) Sec�on L, page 77 of the RFP states that resumes are required for all key personnel, but Sec�on M, page 90, Technical Evalua�on Factors, states resumes are required for all personnel. Are resumes required for key personnel only or all personnel proposed?

ANSWER:

Please provide resumes/C.V.’s/Biosketches for all personnel proposed for the contract, inclusive of any subcontractor personnel and/or consultants.

15) Sec�on M, page 92, “Organiza�onal Experience, Capability and Facili�es” technical evalua�on criterion. For the dura�on requirements for organiza�onal experience, the RFP page 92 states that it is 3 – 5 years. Can it be current or is it limited to 3 – 5 years?

ANSWER:

The “Organiza�onal Experience, Capability and Facili�es” criterion states:

“The proposal must document that the offeror has established management infrastructure and recent successful organiza�onal experience (e.g. 3-5 years) in performing similar work requirements of comparable scien�fic/technical complexity as described in the technical requirements of the Statement of Work.”

By “recent” organiza�onal experience we mean organiza�onal experience within the past 3 to 5 years (which would include current experience). Organiza�onal Experience is defined on page 87 of the RFP.

16) How does the COR determine the principal inves�gator is commited on federal grants and contracts for more than 100% of their �me? Is this based solely on expected hours of each project? Are there �me restric�ons for other personnel, i.e. someone serving as an addi�onal inves�gator?

ANSWER:

The intent is to ensure the availability of all proposed staff for this project for the effort proposed for all personnel. Please ensure that all proposed personnel would indeed be available for the effort proposed (e.g. inclusive of their �me for this project, be sure they are not commited to over 100% of their �me when factoring in their required work for other projects).

Business Proposal Ques�ons:

17) Is there a preference for the structure of the Business Proposal e.g. by deliverable or by categories such as labor, materials etc.

ANSWER:

Please follow the Business Proposal Instruc�ons contained in Sec�on L, RFP pages 79 – 88, making sure all listed items are addressed and labeled clearly in the Business Proposal table of contents. Please also u�lize the guidance provided in RFP Atachment 6, “Addi�onal Proposal Informa�on and Instruc�ons”. The budget proposal should u�lize the Excel spreadsheet provided via link in the Business Proposal Atachments listed in Sec�on J of the RFP (and please complete and return all other Business Proposal Atachments listed in Sec�on J).

Suppor�ng budget narra�ve and/or price quote documenta�on should be provided for each cost element and any subcontract proposals should provide informa�on in the same level of detail as for the prime contractor.

Other Ques�ons:

18) Do all atachments (including informa�onal atachments) need to be submited with the proposal?

ANSWER:

From RFP Sec�on J, List of Atachments, Atachment 5, “Sec�on K – Representa�ons, Cer�fica�ons, and Other Statements of Offerors” (provided in hard copy with the RFP Atachments) needs to be completed and returned as part of the Business Proposal.

All atachments listed under “Technical Proposal Atachments” need to be completed and made part of the Technical Proposal.

All atachments listed under “Business Proposal Atachments” need to be completed and made part of the Business Proposal (with the excep�on of Atachment 18 – Roster).

None of the “Informa�onal Atachments” need to be returned. They are purely for informa�onal purposes.

Please note that there is a requirement for separa�on of the Technical and Business Proposals (rather than one large document incorpora�ng both).

RFP ATTACHMENT 3, Statement of Work, is amended to reflect answers to ques�ons 1) and 2) above.

RFP ATTACHMENT 4, Repor�ng Requirements and Deliverables, is amended to reflect answers to ques�ons 10) and 11) above.