Responses to Questions.pdf

Responses to Questions: Solicitation 75N95024R00043

# Reference Question Response

1 N/A We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services.

The current contractor is IQ Solutions.

2 N/A If not brand new, could you please provide the current / previous contract number?

The current contract number is

HHSN263201800055I/75N95020F00001.

3 The pricing table includes Year 1. Is this intentional or intended to be Year 2?

Column C should reflect Year 2. This has been updated in Amendment 01.

4 Will the IDIQ be listed as Task Orders with CLINs to be billed under?

The IDIQ will be established with an overall ceiling. NIH intends to request a quote for each new task order.

Regarding access to government social media accounts, will this be through private secured contractor equipment?

Yes.

The contractor is to provide equipment, however, is there any GFE provided that must be accounted for in regards to operating certain web or software features owned by the government?

Contractor employees working in certain web systems will need government-furnished computers and PIV cards to access the systems. NIA anticipates the need for three to six government-furnished computers and six PIV cards.

7 To what extent will government personnel be managing or directing contractor personnel?

The contractor is responsible for managing and directing their personnel. This is not a personal services contract.

Is the first year of the contract intended to be the "start-up" followed by option years that are "maintenance" based?

No. There is an incumbent in place. The first task order contract will involve transition activities; however, every task order year will involve meeting the requirements outlined in the SOW.

9 SOW Section 1.5

On page 5 of the SOW under section 1.5 Training and Quality Control, the requirements state that “Prior to assigning any new personnel to such positions, the contractor shall submit to the COR a request with supporting information to allow evaluation of that person’s qualifications against the minimum requirements for the stated position.” Will the contractor be required to follow this process only when replacing staff members?

Or will the process be required to be followed at the onset of the contract – to fill the original positions after the contract award? Basically, when the contract starts, will the contractor be required to follow this process to fill all the positions?

Key personnel should be clearly identified in the proposal. If there are any changes to key personnel after award, then the contractor must follow the process detailed in the "Key personnel" section on page 43. This only applies to key personnel; other staffing changes do not require this approval during the course of the contract.

10 SOW Section 1.5.3

On page of the SOW, under section 1.5.3 Continuing Education, the requirement states that “To maintain high-quality responses to inquiries, the Contractor staff shall have regular continuing education, quarterly or more frequently”. Will this training be conducted during normal business hours? And if the training is not conducted during normal business hours, this requirement might impact on the delivery of services since the contractor staff might request to be compensated for using their free time.

This training should be conducted during normal business hours.

11 SOW Task 2

Is the contractor expected to host the NIA public websites on their own platform? On Page 7 of the SOW, under Task 2. Website & Database Management and Maintenance, the requirements state that “The Contractor shall: Host, design, manage, support.....”; subtask 2.1 Ongoing Management and Maintenance states “The Contractor shall provide ongoing secure hosting,.....”. Does this requirement seek contractor web hosting and security services?

Please provide additional information about hosting requirements that the contractor must consider meeting the government operational, compliance, governance, and security requirements.

The contractor shall provide web hosting and security services.

For more information about federal requirements, see Section

2.7 as well as page 44 of the SOW.

12 N/A

Please provide some additional information on how the contractor will be reimbursed for material printing services, warehousing/materials storage, and distribution services

Costs should be submitted as part of the monthly invoice provided by the contractor.

13 SOW Subtask 3.7

On page 5 of the SOW, under subtask 3.7 Translation Services, the requirement states that “The Contractor shall translate content into Spanish and other languages, as needed...” Which other languages are anticipated? This information will be helpful for resource planning and staffing needs.

In addition to Spanish, translations may be needed in Simplified Chinese, Traditional Chinese, and other languages as determined by user needs and NIA priorities. In addition, occasionally the IRC receives public inquiries in languages that must be translated in order to provide a response.

14 SOW Subtask 4.1

On page 20 of the SOW, under subtask 4.1 Inquiry Tracking System, the requirement states that “The Contractor shall maintain an electronic system to record and track all inquiries...” Will the contractor be required to provide an electronic system, and the licensing of the same? Will this system be required to be FedRAMP compliant it hosted on

The electronic system for inquiry tracking is an existing custom-built solution currently in Drupal 10. However, NIA is open to cost-effective, innovative solutions proposed for inquiry tracking.

the cloud environment? Or does the government have any preferred solution(s)?

Will the government reimburse the contractor for using the contractor's toll-free text telephone/telecommunications device for the deaf? Please provide additional information on the reimbursement process, including how this will be handled during the transition-out process.

Costs should be submitted as part of the monthly invoice provided by the contractor. The contractor may submit an invoice for costs incurred during the task order.

16 SOW Section 4.3

On page 38 of the SOW, under the Facilities Deliverables, 4.3 refers to “Toll-free telephone lines with voicemail boxes” to be ““Transferred and operational within three business days post award”. Will the contractor be required to procure”. Will the contractor be required to procure the toll-free telephone lines with voicemail boxes in advance so that they will be able to transfer the same to the government in a reasonable time?

The contractor shall arrange for the transfer of the toll-free phone lines from the incumbent (page 31 under 9.1 Initial Transition Plan).

17 SOW Subtask 8.2.1

On page 29 of the SOW, under subtask 8.2.1 Inventory Control System, the requirement states, “The Contractor shall implement an electronic inventory control system to manage the receipt, storage, and distribution of materials for both Information Centers”. Is the contractor required to procure the licensing of the same? If so, how will this be handled during the transition-out period?

There is an existing custom-built system that assists with some inventory control tasks; however, NIA is open to cost-effective, innovative solutions for the receipt, storage, and distribution of materials. If a new solution is proposed and accepted by NIA, the contractor will be responsible for acquiring licensing, if needed, and that licensing would need to be transitioned to NIA or a new successful offeror during the transition-out period.

18 SOW Task 10

For Task 10: Special Projects, is the contractor expected to hire additional resources to perform this work? Or is the level of effort and resources for this effort included in the “Level of Effort” table provided on page 32 of the SOW?

A modification to the contract will be made if additional resources are required.

We request the government to consider adding more hours for the IT Project Manager role; up to 1,888 hours per performance period. There are a lot of IT related activities for this project, and in order to guarantee successful service delivery, it would be paramount for this resource to be available and fully dedicated during the whole period of performance of the project.

Offerors can submit the number of hours that they feel are appropriate for their solution.

What is the estimated total travel budget for each performance period? While the following requirements provided in the SOW are helpful, it would be important to have deeper insight into the estimated cost for each performance period.

Extract from page 43 of the SOW “Total expenditures for domestic travel (transportation, lodging, subsistence, and incidental expenses) incurred in direct performance of this contract shall not exceed $15,000 without the prior written approval of the Contracting Officer.”

Travel costs should not exceed $15,000 per contract year. NIA estimates that contract staff will travel to 4-6 meetings per year. For more details, please see the meetings specified on pages 42-43.

Does the government anticipate the content referenced in this statement (from page 8) "Designing, producing, writing, editing, and maintaining NIA content, publications, and graphics in HTML, image, video, and PDF formats and ensuring that all content and graphics are compliant with Section 508 requirements." is in addition to the content produced in Task 3? If yes, can the government anticipate the types and quantities of content developed monthly?

No.

Understanding the LOE table provided is identified as “for planning purposes,” the government has identified a need for 508 compliance and accessibility considerations throughout the SOW without identifying an LCAT for accessibility or 508 compliances. Can the government provide an estimated LOE and LCAT for 508 compliance and accessibility work?

Accessiblity considerations and requirements cross over many task areas in the SOW and fall under the responsibily of several labor categories. This expertise should be reflected in the staffing plan.

Understanding the LOE table provided is identified as “for planning purposes,” can the government provide an estimate of the current LOE for graphic design services?

The LOE table includes estimated hours for a Graphic Design Manager and Graphic Designer.

24 SOW Section 2.1

Will the Government supply the full Adobe Creative Suite including PDF and video editing software, for Contractor use during the Period of Performance?

The contractor must provide their own software.

25 SOW Section 7.1.1

Are costs associated with boxes, packaging materials, and crating reimbursed by the Government?

Yes.

26 SOW Section 7.1.3

What vehicle size/type is required to transport exhibits, materials, brochures, and mailings within the Washington, DC metropolitan area?

The contractor must demonstrate that services procurred for shipping are the best quality and price for the government, but the government does not have requirements for the required vehicle size or type.

27 SOW Section 8.1

What level of markings are required on each stored box (i.e., asset tag, bar code, paper sleeve, etc.)?

Warehouse materials must be clearly marked. The contractor may make a recommendation to the COR on the level of markings.

28 SOW Section 8.1

The SOW states - “The expected initial requirements are for the storage of about 60 titles on 314 pallets (approximately 4,500 square feet).”

Does this mean NIA expects to require more warehouse space beyond the 4,500 feet as the contract evolves?

NIA does not anticipate additional warehouse space as the contract evolves.

29 SOW Section

8.1 Can the pallets be double stacked?

Materials must be maintained in such a way that prevents any damage or deterioration while in storage, but the contractor may make a recommendation on how best to utilize warehousing space.

30 SOW Section 8.2.1

Does the “electronic inventory control system” and “publications ordering system” described in the SOW need to be within the same WMS?

There is currently a custom-built system that supports inventory control and publications ordering. NIA is open to cost-effective, innovative solutions that are compatible to manage these tasks.

31 SOW Section 8.2.3

Please confirm that the 4,500-foot calculation includes the storage of archives inventory. Yes.

32 SOW Section 8.3

What are the daily/weekly averages of outgoing mailings?

The NIA IRC distributes roughly 1.5 million publications a year and processes approximately 500-600 mailings a week.

33 SOW Section 8.3

Will the Contractor have access to the Government’s Postal, FedEx, UPS, and DHL accounts? Or will they be required to pay for shipping and then bill NIA for those services?

Publications are mailed through the NIH Mailroom. When shipping other items, the contractor will be required to pay for shipping and include costs for shipping in the monthly invoice.

34 SOW Section 8.3

The contractor is required to fill out USPS mail forms. Can you expand on the various classes of mail processed? For example, is there any mail processed on G indicia permit requiring sortation?

Most mail is processed through the NIH Mailroom, which uses USPS for PO Box items and envelopes. NIA does not anticipate mail processed on G indicia permit requiring sortation.

35 SOW Section 8.4

What is the expected largest delivery for courier service? Would a cargo van suffice for deliveries or would a vehicle with a lift gate be required?

Typically, the largest delivery would be NIA's exhibit booth (62lbs).

Attachment 1, SOW, Delivery of Deliverables, Task C8 and 2.7, Information systems security plan, page 34 of 47. Will the Government confirm that the Draft information systems security plan be included as an appendix?

Yes, this can be an appendix.

Attachment 1, SOW, Delivery of Deliverables, Task C8 and 2.7, PII security plan, page 35 of 47. Will the Government confirm that the Draft PII security plan be included as an appendix?

Yes, this can be an appendix.

Attachment 3, Volume I –

Technical Approach, Is the Government only requesting resumes for key personnel? Yes.

Attachment 3, Volume II

– Past Performance, Can the Government please clarify whether offerors may submit 3 additional past performances for major subcontractors (for a total of 6 — 3 from the prime and 3 from a subcontractor)?

Offerors may submit up to three past performance examples for each major subcontractor, in addition to the three examples for the prime contractor.

Attachment

3, FAR

52.212-2 Evaluation, Can the Government provide a numerical scoring rubric or describe the total number of potential points for each factor and subfactor?

This requirement will not be evaluated using a numerical scoring system. It will utilize the evaluation method described in Attachment 3 of the solicitation.

41 Attachment

Can the Government provide preferred/required qualifications for required labor categories (other than key personnel)?

The offeror must demonstrate in the staffing plan the quality, depth, and recency of the experience, education, and training of personnel assigned to the project. Offerors should discuss how the proposed staffing plan will ensure that the work is conducted by individuals with a mastery of the technical requirements and subject matter of the SOW.

Attachment 3, Volume II

– Past Performance, Can the Government clarify what portion of a past performance needs to have occurred during the past 3 years? Does it fully need to have been during this timeframe, or is an effort that began/end during this time considered relevant?

Past performance does not have to be fully contained within the past 3 years. Past performance occurred anytime during this time period is acceptable.

Attachment

3, Price Evaluation

Can the Government confirm if it’s evaluating the Master IDIQ contract rates, the Task Order price, or both?

The Government will be evaluating rates for the full ordering period.

44 SOW Travel,

p. 42

Can the Government confirm if all travel outlined is travel applicable to Task Order 1?

Yes, travel outlined on pages 42-43 may be applicable to Task Order 1.