Amendment 3_Q&A_12_27_19_Final.pdf

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Amendment 3

Questions and Answers to RFP No. 75N96020R00004

“Science, Translation, Analysis and Research Support (STARS)”

1. Question: For the past performance information required by this RFP response – Article L.13 specifies providing “the last THREE (3) contracts completed during the past two (2) years, and the last TWO (2) CONTRACTS AWARDED currently being performed that are similar in nature to the solicitation workscope.”

Please verify this is a total of five projects required? Do those five (5) total referenced projects all need to come from the prime offeror, and not from subcontractor related projects or key personnel? If projects related to proposed subcontractors or key personnel are submitted, is that past performance information in addition to the five (5) projects called for in this article?

Answer: Article L.13 of the solicitation has been revised to refer to Attachment 8. Past Performance information is to be submitted in Volume I – Overall Technical Proposal and Past Performance Information.

Offerors shall submit a minimum of three (3) references with whom like or similar services has been provided within the past three (3) years. Contracts listed may include those entered into by the Federal Government, agencies of state and local governments and commercial concerns. Offerors may also submit past performance information regarding predecessor companies, key personnel who have relevant experience or subcontractors that will perform major or critical aspects of the requirement when such information is relevant to the instant acquisition.

2. Question: Will the government provide the contract number(s) for any contract where portions of the work outlined in Service Area 1, have been previously provided under such contracts?

Answer: Areas of work outlined in Service Area 1 of the Statement of Work have been provided under Contract No. GS-00F-0001S/HHSN273201400061U.

3. Question: Will the government provide the contract number(s) for any contract where portions of the work outlined in Service Area 2, have been previously provided under such contracts?

Answer: Please refer to question #2 herein.

4. Question: Will the government provide the contract number(s) for any contract where portions of the work outlined in Service Area 3, have been previously provided under such contracts?

Answer: Please refer to question #2 herein.

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5. Question: Are any portion of the requirements outlined in Service Area 1 currently being performed under an active contract? If yes, will the government provide the contract number(s)?

Answer: Please refer to question #2 herein.

6. Question: Will the government consider removing the hardcopy submission requirement and strictly accept electronic submission?

Answer: Submission requirements will not change. Please submit both electronic and hardcopies in accordance with Attachment 1.

7. Question: Attachment 8, specifies the Technical Proposal should include past performance references - “Offerors shall submit a minimum of (3) references with whom like or similar services have been provided within the past three (3) years.”

Do all three references need to come from the Prime offeror?

Are five past performance references, per RFP L-13 needed or three as in Attachment 8?

Answer: See response to Question #1.

8. Will the government provide processes and procedures to define work between task order and service areas?

Answer: Yes, the government will provide processes and procedures as necessary to define work between task orders and service areas.

9. Of the $9 million total dollar ceiling for this IDIQ, are there projected ceiling allocations/percentages of the total for SA1, SA2, and SA3?

Answer: The Government does not have projected ceiling allocations at this time.

10. For all work under this IDIQ, will all work be performed at the contractor site, government site, or hybrid requirements requiring work at both sites?

Answer: The majority of the work will be performed at the contractor site. However, some work related to workshop/conference support may be performed at the government site.

11. In addition to awarding the base IDIQ to successful offerors, does the government also intend to issue task order awards correlating to the sample task order responses for SA-1, SA-2, and SA-3?

Answer: Actual task orders will be issued after award of the Base IDIQ. Successful offerors will be asked to submit offers on actual task orders at that time. The Government anticipates that the actual task orders will be very similar to the sample tasks provided in the solicitation.

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12. For SA-1, Sample Task Order, will the requirements be performed at the contractor facility? Does the work entailed in this task require the utilization of GFE or access for government systems?

Answer: The majority of the work will be performed at the contractor site. However, some work related to workshop/conference support may be performed at the government site.

Some of the work will require the utilization of GFE or access for government system.

13. For SA-1, the referenced “Oracle database with an access front end) – is this database currently hosted by a contractor or owned/hosted by the government? Should offerors anticipate a transfer of control of this system as part of phase-in into the work requirements?

Answer: The database is owned and hosted by the government and offerors should not anticipate transfer of control from a contractor.

14. For SA-2, Sample Task Order, will the requirements be performed at the contractor facility? Does the work entailed in this task require the utilization of GFE or access for government systems?

Answer: This requirement will be performed at the contractor facility. The work in this task does not require GFE or access to government systems.

15. For SA-2, Sample Task Order, are kick-off meetings conducted with task leads and subject matter experts (SMEs) when a presentation topic is assigned expected to occur at the government facility?

Answer: Kick off meetings may occur at the government facility if the contractor is local.

Otherwise, virtual meetings are acceptable.

16. For SA-2, Sample Task Order, of the twelve (12) completed presentations to be delivered each year, should offerors assume all twelve (12) presentations are new executive presentations? The SOW references both new executive presentations and modifying existing presentations. For the individual slides (15), should offerors assume all fifteen will be new?

Answer: Yes, assume all 12 presentations are new and 15 individual slides are new.

17. For SA-3, Sample Task Order, will the requirements be performed at the contractor facility? Does the work entailed in this task require the utilization of GFE, access for government systems or badging requirements for contractor personnel?

Answer: This requirement will be performed at the contractor facility. The work in this task will require GFE and access to government systems.

18. Can the 508 Template be included as an Appendix, not included in the 50-page count?

Answer: Yes, it may be included in appendices.

19. Can the Quality Control Plan be included as an Appendix, not included in the 50-pagecount?

Answer: Yes, it may be included in appendices.

20. Is Past Performance included in the 50-page count?

Answer: No Past Performance information is not included in the page count.

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21. RFP Part V, Article L.13 (Past Performance) requests that bidders provide "a list of the last THREE

(3) contracts completed during the past two (2) years, and the last TWO (2) CONTRACTS AWARDED currently being performed that are similar in nature..." However, Attachment 8, Part 1.A.2 (Past Performance) requests "a minimum of three (3) references with whom like or similar services have been provided within the last three (3) years." Can the Government clarify the number of Past Performance contracts/references and the timeframe within which they must have been performed?

Answer: Please refer to question #1 herein.

22. The proposal preparation instructions in Attachment 8 stipulate a 50-page limit for Proposal Volume I. Can the Government confirm that this a total page limit that holds regardless of the number of Service Areas being proposed (1 of 3, 2 of 3, or 3 of 3)? Or, does this page limit apply to each individual Service Area response?

Answer: The 50-page limit refers to each individual proposed Service Area. Thus, if an offeror is proposing on all three service areas, the total page limit for Volume I may be up to 150 pages.

The total page limit for Volume II is 20 pages per sample task order.

23. Can the Government confirm that a draft Quality Control Plan is required as part of the Technical Volume? (There is some uncertainty as certain areas of the RFP indicate it is due within five days of contract award.) If so, can the Quality Control Plan be included as an appendix, and thus, would be excluded from the page count?

Answer: A proposed Quality Control Plan (QCP) is required as part of the Technical Proposal and may be included in appendices. If your company is chosen for award, a final QCP is required to be delivered within 5 days of award. The QCP deliverable will serve to satisfy the minimum contract amount of $500.

24. RFP Article L.13 (Past Performance Information) indicates that "offerors shall submit the following information as part of their Business proposal." Given that Attachment 8 discusses Past Performance requirements in the section on Volume I, can the Government confirm that Past Performance information should be included in Volume I and not Volume III (Business Proposal)?

Answer: Please refer to question #1 herein. Past Performance information should be submitted in Volume I – Overall Technical Proposal and Past Performance Information.

25. Can the Government explain what constitutes a "work sample" within the Volume I instructions? Does this term refer to a detailed written description of a relevant project, or to a portfolio of work products prepared under that project?

Answer: As work samples, the Government would prefer to see a portfolio of actual work products prepared under the project instead of a description of the project.

26. Can the Government confirm that the completed HHS Section 508 Product Assessment Template (PAT), part of the RFP's Mandatory Qualification Criteria, should be excluded from the page count for Volume I?

Answer: Yes, the 508 Product Assessment may be included in the appendices and excluded from the page limit of Vol I.

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27. In preparing cost proposals, how many conferences or workshops per year should bidders assume, and possible locations? Does the Government anticipate the need for senior scientific support at conferences and workshops, or the support only of logistics and administrative staff?

Answer: Assume up to 10 conferences/workshops per year. The majority of these will be located at NIEHS in Durham, NC. The government does anticipate some need for science writers in addition to logistical support.

28. Question: Although the government has generously provided more than the standard 30 days for preparation of responses, could any additional time be allowed? Additional time will allow for more collaboration among our team while still allowing staff to take their previously planned holiday vacations.

Answer: The due date for proposals has been extended to January 21, 2020. Please see beta.SAM for information.

29. Question: What is the size of the database currently and expected in the future in very broad terms, and number of key items that the database should be searchable on by the interface?

Answer: The database currently has ~5000 records for funded grants and each record could be categorized with up to ~600 attributes. Based on historical funding levels, assume the database will be expanded by ~500 records every year. We should be able to search on all the attributes in the system.

30. Question: What is the return from the search to be composed on the fly or simply returning a precomposed PDF? What is the storage size of all the items stored including database and all items that have to be maintained?

Answer: The search should be composed on the fly and should be an output of an excel file.

The database is housed on NIEHS servers and will not be stored on contractor servers.

31. Question: Training videos, how many hours of post production video will be necessary?

Answer: Offerors may assume up to 10 hours of video production; these will not be training videos, but interviews with grantees and other videos related to our grants portfolio.

32. Question: Will this be housed and stored on the contractor’s site?

Answer: No, the database will be housed and stored on NIEHS servers.

33. Question: L.13 & Attachment 8; Please clarify location for Past Performance. L.13 indicates Past Performance should be included in the Business Volume. RFP Attachment 8 (additional Instructions) includes it in Volume I.

Answer: Please refer to response in Question #1.

34. Question: Section M Factor 2; Please explain "travel locations" as referenced Management Factor 2 evaluation.

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Answer: This refers to any remote workers a contractor may have, including management of team members/employees working while in travel status.

35. Question: Please confirm the proposal response is not required to be 508 compliant.

Answer: Confirmed, the proposal response is not required to be 508 compliant.

36. Question: Section M Factor 3, Section G.2; Section G.2 indicated Key Personnel will be designate at the task order level. Section M, Factor 3, uses the term "key labor categories" to describe skill areas. To avoid any conflict caused by using the term "key", we suggest Section M, Factor 3 be changed to "Skill Areas".

Answer: Section M, Factor 3 has been revised to refer to “KEY skill areas.”

37. Question: Attachment 8 Vol I, Section 1.h.i.; We recommend changing "key labor categories" to "Skill Areas".

Answer: Attachment 8 has been revised to refer to “key skill areas.”

38. Question: Section M Factor 3; Given that the key labor categories (skill areas) referenced in Factor 3 are inclusive of the Basic Contract and all three (3) Service Areas, please confirm that we can customize which key labor categories (skill areas) are applicable to our response.

Answer: Confirmed; please customize the labor mix to your response so that it is clear which Service Area is being proposed on.

39. Question: Section C & Section I; Sections C & I have several requirements related to contract initiation. The instructions do not address these requirements. We recommend adding contract initiation to Management requirements.

Answer: The Government acknowledges this request but does not anticipate a need for changes to management requirements.

40. Question: SOW 4.2; Will the contractor be required to provide the equipment and software to produce podcasts, and YouTube videos, in coordination with the NIEHS Office of Communications and Public Liaison (OCPL)?

Answer: Yes

41. Question: Section M: Factor 3; Please clarify the following statement. In the context of an IDIQ, it does not appear applicable. "...including appropriateness of the proposed labor mix and level of effort to successfully execute contract requirements." Similarly,"...demonstrated ability to staff to the levels proposed."

Answer: The government has revised the statements in Section M, Factor 3 for clarity.

42. Question: Attachments 4, 5, & 6; Please confirm the sample task orders are not awardable.

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Answer: The Government intends to award the Base IDIQ and will resolicit proposals for task orders at a later date. Note that the actual task orders will be very similar to these sample task orders.

43. Question: Attachments 4, 5, & 6; To assist in consistency for price evaluation purposes, please confirm that all bidders should bid to the hours provided in the Uniform Cost Assumption section in Sample Tasks 2 & 3.

Answer: Please use the hours provided in the uniform cost assumptions; however, the number of hours is for informational purposes and is not meant to be restrictive. Offerors may submit a cost proposal using a different number of hours or labor mix than those provided, but should identify the reason for any deviation.

44. Question: Attachments 4, 5, & 6; Are the hours in the Uniform Cost Assumption section based on historical level of effort information?

Answer: Yes

45. Question: Attachment 7; Please confirm the Section 508 PAT should be included in Volume III— Business.

Answer: The 508 PAT should be provided in Volume I – Technical and may be included as part of technical appendices.

46. Question: Attachment 5; According to the RFP, the contract start date should be assumed to be March 31, 2019. Should respondents assume March 31, 2020?

Answer: The anticipated award date for this requirement is April 1, 2020. Note that award dates are merely estimates.

47. Question: L.13; Can the Past Performance Point of Contact be someone other than the Contracting Officer (e.g., prime POC or COR)?

Answer: The Government prefers the name of the CO if available. If not available, the COR or another point of contact will be sufficient.

48. Question: For vendors to accurately set the IDIQ Labor Categories and Rate schedule, will the government provide a list of LCATS used historically to support this scope of work?

Answer: The government considers this requirement to be a new requirement and does not want to bias contractors to using specific Labor Categories. Offerors should submit the labor categories they feel are most appropriate based on their understanding of the requirements.

49. Question: SOW 6.0 GFE; The SOW states that "The Government will provide a small number of laptops with VPN capability for the Contractor’s use, as needed." Please confirm that all staff working on the DSTARS IDIQ contract must have PIV Badges to perform work under this contract and work on GFE machines.

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Answer: No, not all staff will need GFE and PIV badges. GFE and PIV cards will be determined by the access required by the task.

50. Question: DSTARS Solicitation ARTICLE H.6.3.1. IT; The article reads "The Contractor (and/or any subcontractor) shall ensure IT applications designed and developed for end users.." and "The Contractor (and/or any subcontractor) shall follow secure coding best practice requirements."

The DSTARS SOW does not mention IT application development requiring coding. Please confirm that application development is out of scope of this procurement.

Answer: There may be some minor oracle development work required in relation to the existing grant categorization database. Other than that, there will be no IT application development under this contact.

51. Question: Solicitation, page 39, Section L.1.e states that “Offerors are encouraged to submit multiple offers presenting alternative terms and conditions, including alternative line items (provided that the alternative line items are consistent with subpart 4.10 of the Federal Acquisition Regulation), or alternative commercial items for satisfying the requirements of this solicitation. Each offer submitted will be evaluated separately.”

Does the Government expect multiple general and task order proposals from each Offeror?

Answer: No, the Government does not request multiple general and task order proposals.

Whether bidding on one service area or multiple service areas, please submit only one general proposal for the IDIQ and one proposal for each task order service area that you are choosing to propose on.

52. Question: Attachment 8, page 2, A. Volume I – Overall Technical Proposal states that “Offerors may submit proposals for one (1) or more of the Service Areas identified in the SOW.”

This suggests that offerors on more than one Service Area should submit a separate Volume I for each chosen Service Area.

Please clarify: Should an offeror bidding on all three Service Areas submit one Volume I document OR three Volume I documents – one for each Service Area?

Answer: Multiple Volume I copies are not requested. Please submit only one Volume I document which addresses all Service areas being proposed on. Offerors should clearly identify which Service Areas they have chosen and should structure the volume in a way that allows reviewers to easily identify qualifications and experience related to each area being proposed on.

53. Question: Attachment 1, I.D, page 2 states that the Technical and Business Proposals must be submitted in PDF format.

Attachment 8, table on page 2 states that Volumes I and II are to be submitted as “MS Word 2007 or higher/Unprotected pdf” and that Volume III is to be submitted as “MS Word 2007/MS Excel 2007 or higher” Please clarify. May Volumes I-II, and the non-Excel sections of Volume III be submitted as MS Word 2007 or higher files?

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Answer: The Government prefers submission of all documents as PDF with Microsoft Excel spreadsheets provided for cost information. However, Offerors may also submit files in accordance with Attachment 8 instructions which have been revised for clarity.

54. Question: Are Volumes I, II, and III required to be compliant with Section 508 guidelines?

Answer: No

55. Question: If Volumes I, II, and III required to be compliant with Section 508 guidelines, please acknowledge that NIEHS is aware that of the several attachments/forms in the RFP package (e.g., HHS Section 508 Product Assessment Template) do not follow HHS Accessibility best practices and that as a result offerors cannot produce proposal documents that fully comply with all Section 508 guidelines.

Answer: It is acknowledged that not all proposal documents will fully comply with all Section 508 guidelines.

56. Question: Will the government fund Task Order One and Task Order Two as Time and Materials Not to Exceed (NTE) severable services task orders?

Firm Fixed Price contracts are applicable where reasonably definite specifications are available, and costs can be estimated with reasonable accuracy. As documented in questions below, there is significant uncertainty related to level of effort required to complete work as defined in the Sample Task Order Request Packages.

Answer: The Government has considered this request and determined that the Sample Task Orders for Service Areas 1 and 2 should be revised to Time and Material with a 12 month period of performance. Please see the revised versions of these sample tasks.

57. If Task Orders One and Two remain Firm Fixed Price items, please confirm that the task orders will be managed as Firm Fixed Price Level of Effort awards.

Answer: Please see response to question 56.

58. If Task Orders One and Two remain Firm Fixed Price items, will the Government remove the following requirements that are specific to Time and Materials and Labor Hour Not to Exceed contracts?

a) Task Order Proposals to include complete list of all labor categories and hours deemed necessary to perform the services pertaining to the Task Order SOW?

b) Monthly and Annual reports provide summaries of hours and labor funds spent by the Contractor?

Answer: Please see response to question 56.

59. Question: Solicitation, page 13, Article G.2 states that Key Personnel shall be identified at the Task Order level.

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Please provide qualification criteria for Key Personnel. The role is listed as Project Manager in the Sample Task Orders for Service Area 1 and Program Manager in the Sample Task Orders for Service Areas 2 and 3.

Answer: Please see revised sample Task Orders which clearly identifies the Project Manager role.

60. Question: Attachment 8, page 2, Overall Technical Proposal states [bold added for emphasis]:

“Offerors shall submit a technical proposal that demonstrates an understanding and ability to meet the general requirements of the IDIQ SOW, including the ability to meet any specific requirements pertaining to the Offeror’s chosen Service Area(s) identified in the SOW. Offerors shall tailor responses to adequately respond to each of the evaluation criteria…”

Solicitation, Section M (Evaluation Criteria), page 46 makes a similar statement related to “understanding of and capabilities to fulfill the basic requirements delineated in the Statement of Work…”

However, the bulleted Evaluation Criteria are specific to technical approaches and strategies to conduct the work.

Please clarify: Should offerors focus on presenting understanding and capabilities (i.e., relevant expertise and experience), or on technical approaches and strategies (i.e., outlining steps proposed to complete each task)? Please note that this question is relevant to both the overall Technical Proposal and to the individual Sample Task Order Technical Proposals.

Answer: For evaluation factor 1, an Offeror’s understanding and capability to fulfill the basic requirements of the SOW may be demonstrated by addressing the three (3) bullet items noted in Section M, factor 1. Offerors should provide a general discussion of technical approaches and strategies that will be used to accomplish the overall requirements of the SOW, including the ability to meet any specific requirements pertaining to the Service Area(s) described in the SOW which the Offeror is choosing to propose on. Please also refer to Attachment 8 for additional guidance on information to submit as part of the technical proposal. Sample Task Order proposals should include a streamlined technical proposal which provides a more specific technical discussion outlining the approach for providing the specified deliverables of the task.

61. Question: Attachment 4, 3.1 Technical Deliverables, page 2, the final bullet refers to a task lead.

Please clarify the role of the COR vs. DERT staff in providing specific direction for task activities.

Answer: The COR will manage the overall IDIQ contract and the administrative aspects of the tasks. The task leads are the Subject Matter Experts and will be responsible for interacting with the Contractor for deliverables in the task.

62. Question - Quality Control Plan:

a. Attachment 2, page 2-3, 5.1 states that “The QCP shall document how the contractor intends on meeting and complying with the standards established in this SOW.”

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Please clarify as quality standards are not presented in the SOW, or in the RFP package.

Answer: The use of the term “standards” may be interpreted more broadly to refer to requirements such as timeliness, quality of deliverables, customer satisfaction, 508 compliance, maintenance of software licenses, training and certification, HHS security requirements, and other various contractual requirements.

b. Please confirm that offerors are to submit descriptions of over-arching management and quality policies and procedures rather than specific Quality Control and Quality Assurance procedures and metrics for each item under the three Service Areas.

Answer: Confirmed; offerors are to submit descriptions of over-arching management and quality policies and procedures rather than specific Quality Control and Quality Assurance procedures and metrics for each item under the three Service Areas.

c. Solicitation, page 5, Reports and Other Deliverables / Attachment 2, page 4, Deliverables-IDIQ Contract: These sections state that the Contractor shall update the Quality Control Plan (QCP) within five (5) days after contract award.

Please confirm that upon award the Government will provide detailed documentation of required revisions.

Answer: Confirmed; the Government will provide comments and documentation of required revisions if deemed necessary.

63. Question: Solicitation, page 48, M, Section 4 states that “The offeror should specify their approach for delivering each of the deliverables in an efficient manner. The offeror should provide documentation to support professed examples of any methods, tools, or plans they wish to use.”

Please specify the type of information or data required to document the adequacy of proposed approaches.

Answer: Documentation should include description of projects where the methods/tools/plans were successfully used or implemented.

64. Question: Solicitation, page 38, Section K:

Please confirm that offerors may state that their complete Representations and Certifications are available on the System for Award Management (SAM) rather than submit full Representations and Certifications documentation.

Answer: Offerors should follow the instructions on Attachment 11 regarding the submission of Reps and Certs and submit a signed copy of the document.

65. Question: Attachment 1, Packaging and Delivery of Proposals, Page 2 of 2, D.5:

Please confirm that the RFP number 75N96020R00004 should be used in the file names.

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Answer: The file naming conventions referenced in Attachment 1, Page 2 are suggestions.

Offerors may choose to use other file names as long as they are clearly marked.

66. Question: Attachment 2, page 3, Service Area 1 states that “The contractor shall help identify, establish, support, and promote appropriate virtual collaborative workspaces for use by DERT staff, grantees, and other federal partners.”

Please clarify the term virtual collaborative workspaces. Does this refer to (1) webinar tools and/or (2) web-based workspaces to support team creation and editing of documents?

Answer: Yes the term virtual collaborative workspaces refers to: (1) webinar and virtual meeting tools and/or (2) web-based workspaces to support team creation and editing of documents.

67. Question: Attachment 2, page 6, Other Requirements:

Post Award Conference/Periodic Progress Meetings states [bold added for emphasis]: “The Contractor agrees to attend any post award conference convened by the contracting activity in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer or Contracting Officer’s Representative (COR) may also meet periodically with the Contractor to review contract performance and discuss any problems that may be occurring. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.”

a. Please confirm that this requirement applies to only:

i. Base year contract and task order award kick-off meetings.

ii. Meetings called by the CO or COR to identify remediation strategies for specific performance issues.

Answer: Confirmed

b. Please confirm that regular meetings with CO or COR during the course of a Task Order to discuss status of on-going work and discuss new work to be conducted under the Task Order are not covered by this section and hours may be billed to the Task Order.

Answer: Confirmed

68. Question: Attachment 2, page 7, Other Requirements, Personnel:

Please confirm that because the HHS and NIEHS training listed in this section is defined as a “contract-specific” requirement, it is not part of a Contractor’s normal cost of doing business.

Therefore, Contractors will bill the Government for staff time to complete all required trainings.

Answer: Contractor time to complete NIEHS/HHS and other government specific training is reimbursable under the contract.

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a) Please provide additional detail on the level of effort per staff member to complete all required trainings so that offerors can build the hours into Task Order budgets.

Answer: Offerors may assume that each employee assigned to the contract will complete approximately 4 hours of government-specific training each year.

69. Question: Attachment 2, page 8, Section 508 Compliance states that the “Contractor shall submit an annual Section 508 report...”

Please confirm that these reports are required at the Task Order level and that offerors should include hours for preparation of the reports in their cost estimates.

Answer: Confirmed

70. Question: Attachment 8, page 3 states that the Technical Proposal must include a minimum of three (3) references with whom like or similar services has been provided within the past three

(3) years and provides a list of eight items of information to be submitted for each.

a) Should the Past Performance references submitted in the Technical Proposal be the same as those submitted in the Business Proposal, or should different references be presented?

b) If the same contracts/references can be submitted in the Business and Technical volumes, can offerors provide the same descriptive information in the Technical volume as in the Business volume?

c) If not, please clarify the term “Name of company being referenced”.

d) In not, please clarify the term “Key Personnel”. Does this include all personnel who made significant relevant contributions to the work, or only personnel identified as Key in the contract documents?

Answer: Please refer to response to Question #1. Article L.13 is hereby deleted. Past Performance information is to be submitted in Volume I – Overall Technical Proposal and Past Performance Information.

71. Question: Attachment 8, page 2 specifies that resumes, work samples, title pages, contents, appendices and section dividers are not included in the 50-page limit for Volume I.

a. Please confirm that “contents” refers to the Table of Contents.

Answer: Confirmed, this is Table of Contents.

b. Please confirm that the following content should be included as Volume I appendices:

i. Quality Control Plan

ii. Staffing Plan

iii. Past Performance References

iv. HHS Section 508 Product Assessment Template

Answer: Confirmed. All of the above may be included in Volume I appendices, including submission of “Work Samples.”

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72. Question: Attachment 8, page 3, Overall Technical Proposal, 1.g: Quality Control Plan requires inclusion of an internal staffing plan.

Please clarify: What staffing information should be included in the Quality Control Plan as compared to the information required in the Staffing Plan?

Answer: It may be the same information.

73. Question: Attachment 8, page 3, Overall Technical Proposal 1.h (Staffing Plan) requires resumes for the staff proposed in each key labor category.

a) Please confirm that the Key Labor categories listed on Solicitation page 47 are areas of expertise rather than labor categories.

Answer: Yes, these may be considered key areas of expertise or “skill areas” rather than specific labor categories

b) Please confirm that offerors should propose staff in appropriate labor categories to provide expertise in all areas listed on Solicitation page 47.

Answer: Yes, Offerors should propose staff in appropriate labor categories in the areas of expertise listed on page 47 of the solicitation

c) Is there a minimum or maximum number of resumes required for each area of expertise?

Answer: It is suggested that no more than three (3) resumes are submitted for each area of expertise required for the related service area.

d) Are there page limit or format requirements for resumes?

Answer: Please submit no more than 2 pages per resume.

74. Question: Attachment 1, page 2: Please confirm that there are no line spacing requirements for the Technical Proposal or the narrative portions of the Business Proposal.

Answer: Confirmed. There are no line spacing requirements for the Technical or Business proposals.

75. Question: Service Area 1, 3.1, Technical Deliverables requires that the Contractor submit “A list of grants/codes that coders have questions on, to be provided on an as needed basis”, but does not specify format of the deliverable (requirements for background materials, recommendations, etc.) or what, if any, follow-up will be required of the Contractor. This item is not included in the Uniform Cost Assumptions.

To inform an FFP cost estimate, please provide specifications of all requirements.

Answer: See revised Sample Task Order

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76. Question: The Statement of Work (Attachment 2, page 4) states that “The Government is committed to a highly interactive relationship between quality control by the contractor and quality assurance by the government.”

Service Area 1 - 3.1, Technical Deliverables does not discuss Quality Assurance by the Government, nor are hours included in the Uniform Cost Assumptions for the QA/QC process. If the Contractor is to engage with DERT staff for review of categorization of grants:

a) Please provide details on the content and format of documents the Contractor is to submit for QA by DERT staff.

b) Will it be the Contractor’s responsibility to distribute documents for QA by DERT staff and to track and compile DERT responses?

c) Will it be the Contractor’s responsibility to initiate and participate in discussions with the COR to reach consensus on category codes when different opinions are noted, and to document all decisions?

Answer: DERT QA/QC review of the grant categorization is not a deliverable in this sample task.

77. Question: Service Area 1 - 3.1, Technical Deliverables refers to “Recommendations for coding changes, to be provided on an as needed basis”. This item is not reflected in the Uniform Cost Assumptions. To inform our FFP cost estimate, please provide specific guidance with respect to:

a. Expected annual level of effort.

Answer: See revised Task Order

b. The Contractor’s role in:

i. Preparing for and participating in meetings with DERT staff to analyze the recommendations.

ii. Planning and implementing changes to the categorization processes and underlying data systems based on the recommendations.

Answer: These items will be part of another task and not a deliverable under this task.

78. Question: Service Area 1 - 3.1, Technical Deliverables includes two bullet points related to debrief meetings.

a. Please provide an estimate of the number of meetings expected each year.

b. Do these bullets refer to meetings to be held following each coding end date?

c. The sixth bullet in 3.1 states that “In preparation of a debrief meeting, a summary document, which captures all changes made to the coding database since the previous round and recommendations for changes.”

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d. Please provide guidance on the level of detail and format required for the summary document.

Answer: See revised Task Order

79. Question: Service Area 1 - 3.1, Technical Deliverables: the final bullet point requires “a summary of high-level action items from each meeting conducted under this task” [bold added for emphasis]:

a) Does this requirement refer to routinely scheduled meetings between the Project Manager and the CO or COR, or does it include all meetings between contractor staff and any DERT staff during the course of the task?

b) Does this requirement refer to only in-person meetings, or are summaries required following telephone calls or webinars?

c) To inform our FFP cost estimate, please provide additional guidance on the number of meetings expected on an annual basis and the format of the notes.

Answer: See revised Task Order

d) Will the Contractor be expected to create and update a digital repository to store meeting notes to be available to Contractor and the CO/COR?

Answer: No

80. Question: Service Area 1 - 3.2, Additional General Deliverables: The following information is needed in order for offerors to prepare an FFP cost estimate:

a. Monthly Report: Given the FFP nature of this Task Order, please confirm that “description of the time spent by contractor employees on tasks and subtasks” is a requirement for a summary of progress, and does not require submission of a report on labor hours expended in the month.

b. Annual Report: This bullet item requires that the Contractor submit “data to demonstrate quality of services provided.”

i. Please clarify. No quality standards, metrics, or procedures are presented in the Task Order SOW.

ii. The Uniform Cost Assumptions does not include hours for the creation and implementation of a quality monitoring process to collect and record the data required to provide this report on an annual basis.

iii. Please provide guidance on the type(s) of data required and the level of detail to be reported.

Answer: See revised Task Order.

c. Final Report: This bullet states that “The report shall include an executive summary and Presentation slides that summarize the highlights and accomplishments…”

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d. Please provide guidance on the report format and level of detail required to support the statements in the executive summary and slides.

Answer: The executive summary should be a Word document typically no more than 3 pages and there should be no more than 3 slides created to summarize the highlights and accomplishments of the task.

e. Project Management Plan: Please specify requirements for this document, specifically noting how content must differ from or supplement the “Plan for managing the task order” that is required in response to the TORP (See Solicitation, page 15, Ordering Process).

Answer: The project management plan can include much of the same information required in the TORP. The plan should include all details included in the TORP with any modifications based on negotiations as well as risk and change management plans.

f. Standard Operating Procedure: Please provide specific requirements for (1) format and content of the SOP, (2) the DERT approval process if required, and (3) expected schedule for Contractor to review and update the SOP.

Answer: See revised Task Order

g. Transition Plan: Please provide specific requirements for (1) format and content of the plan and (2) the DERT approval process if required.

Answer: See revised Task Order

h. Transition Period: Please provide estimates of level of effort for “Transition In” and “Transition Out” processes.

Answer: See revised Task Order

81. Question: The hours allotted for “Other Management Deliverables” (~6 hours/month) may account for time required for the Project Manager to (1) prepare for, participate in, and prepare follow-up documentation from regularly scheduled meetings with the CO and COR and (2) prepare the Monthly Report.

a. Please confirm that in their FFP cost estimates offerors should also include time to:

i. Implement management and communication processes as defined in the IDIQ Management Plan, the Task Order Project Management Plan, and the Quality Control Plan.

ii. Complete all HHS- and NIEHS-required training.

b. Please confirm that in their FFP cost estimates offerors should also include hours to prepare:

i. Annual Report

ii. Annual 508 Report

iii. Final Report

iv. Project Management Plan

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v. Standard Operation Procedure(s)

Answer: See revised Task Order

82. Question: Based on our experience providing communication support for scientists and science administrators, we know that each individual and each assignment is different. The level of effort to create a PowerPoint presentation with talking points can vary significantly depending on factors such as the length of the presentation, the complexity of the presentation topic, the level of guidance from the speaker at the onset of the project, the availability of existing relevant slides, the availability of data or information needed to create content, charts, or graphics, and the need for the speaker to adjust direction or focus during the course of the process. Please provide comments and additional guidance for offerors as we work to determine level of effort and to prepare cost estimates.

Answer: See revised Task Order

83. Question: We believe that that the Uniform Cost Assumptions of an average of 45 hours per presentation with 25 slides and talking points is a significant underestimate of the level of effort required for the Contractor to provide DERT management and program staff with the support required to produce an acceptable deliverable. Also note that per presenter guidance, contractors often create acceptable slides that are not included in the final 25 slide deck. Please provide comments and additional guidance for offerors as we work to determine level of effort and to prepare cost estimates.

84. Question: While some of the slides in a complete Presentation may take less time to prepare compared to Individual Slides, creation of full Presentations (1) requires an iterative process and significant interaction with the COR and presenter to create and finalize an outline for the Presentation and (2) involves risk that Presenters may change or expand the focus/approach of the presentation after work begins. Please discuss the difference in Uniform Cost Assumptions for slides for Presentations (1.8 hours per slide) versus Individual Slides (4 hours per slide).

Answer: See revised Task Order

85. Question: For creation of Presentations and Individual Slides:

a. Please confirm that the Contractor will be required to produce only an initial draft, one revised draft, and the final deliverable.

Answer: Confirmed

b. Please confirm that there is no requirement for Office of Communication and Public Liaison review or approval of deliverables.

Answer: Confirmed

c. Please confirm that the following resources will be provided by the presenter or via other Task Orders under this contract:

i. All properly formatted portfolio data required to create the requested slide(s).

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ii. All properly formatted bibliography data required to create the requested slide(s).

iii. All properly formatted funding data required to create the requested slide(s).

iv. Identification of all publications to be summarized in the requested slide(s).

v. Identification of grantees or grantee accomplishments to be highlighted in the requested slide(s).

vi. Identification of and coordination with other DERT, DIR, or NTP staff that the presenter would like to involve in the presentation creation and review process.

Answer: All of the above is confirmed.

86. Question: Are PowerPoint file deliverables required to comply with Section 508 Requirements?

This is not specified in the TORP and is not accounted for in the Uniform Cost Assumption.

Answer: No

87. Question: Service area 2, paragraph 3.1 Technical Deliverables, page 2, final bullet, Action Item summaries:

a) Are Action Item summaries required only for Project Manager meetings with the COR, or are Action Item summaries required for all meetings with DERT staff in the course of task work?

Answer: Actions items are required for all meetings with DERT staff in the course of task work.

b) Please provide details on the content and format of the summary documents

Answer: The summaries can be a simple word document detailing high level decisions made and any action items.

88. Question: Service Area 2 - 3.2, Additional General Deliverables: The following information is needed in order for offerors to prepare an FFP cost estimate:

a. Monthly Report: Given the FFP nature of this Task Order, please confirm that “description of the time spent by contractor employees on tasks and subtasks” is a requirement for a summary of progress, and does not require submission of a report on labor hours expended in the month.

b. Annual Report: This bullet item requires that the Contractor submit “data to demonstrate quality of services provided.”

i. Please clarify. No quality standards, metrics, or procedures are presented in the Task Order SOW.

ii. The Uniform Cost Assumptions does not include hours for the creation and implementation of a quality monitoring process to collect and record the data required to provide this report on an annual basis.

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iii. Please provide guidance on the type(s) of data required and the level of detail to be reported.

Answer: See revised Task Order

c. Final Report: This bullet states that “The report shall include an executive summary and Presentation slides that summarize the highlights and accomplishments…” Please provide additional guidance on the format and level of detail required to support the statements in the executive summary and slides.

Answer: Assume that the executive summary is a Word document of no more than 3 pages and there should be no more than 3 slides created to summarize the highlights and accomplishments of the task.

d. Project Management Plan: Please specify requirements for this document, specifically noting how content must differ from or supplement the “Plan for managing the task order” that is required in response to the TORP (See Solicitation, page 15, Ordering Process).

Answer: See response to Question 80, e.

e. Transition Plan: Please confirm that no Transition Plan is required for this Task Order. If a Transition Plan is required:

i. Please provide specific requirements for (1) format and content of the plan and (2) the DERT approval process if required.

ii. Transition Period: Please provide estimates of level of effort for “Transition In” and “Transition Out” processes.

Answer: See revised Task Order

89. Question: The hours allotted for “Other Management Deliverables” (~3 hours/month) may account for time required for the Project Manager to (1) prepare for, participate in, and prepare follow-up documentation from regularly scheduled meetings with the CO and COR and (2) prepare the Monthly Report.

a. Please confirm that in their FFP cost estimates offerors should also include time to:

i. Implement management and communication processes as defined in the IDIQ Management Plan, the Task Order Project Management Plan, and the Quality Control Plan.

ii. Complete all HHS- and NIEHS-required training.

b. Please confirm that in their FFP cost estimates offerors should include additional hours to prepare:

i. Annual Report

ii. Final Report

iii. Project Management Plan

iv. Transition Plan, if required

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90. Question: Service Area 2 - 3.0 Tasks, states that “The contractor shall facilitate development of new executive presentations using PowerPoint or other approved platforms…” Please provide a list or examples of the other approved platforms.

Answer: There are no other currently approved platforms, but offerors should be aware that this could change in the future.

91. Question: Service Area 3, 3.1, Technical Deliverables requires that the Contractor update user accounts within one week of receipt of a new portfolio. Please clarify: How many times per year will the contractor receive a new portfolio?

Answer: The contractor will receive a new portfolio 3x/year.

92. Question: Service Area 3, 3.1, Technical Deliverables requires that the Contractor develop a PEPH Welcome packet. Please provide additional guidance on the content to be included in the packet.

Answer: A Welcome…