Questions-Answers.pdf

Solicitation DTNH22-09-R-00213

Vehicle Safety Communication Program Enhancements

Questions and Answers

Note: Please acknowledge Amendment A0001 in your proposal.

1. Question: Is there an incumbent for these services? Please you provide their name and contract number, award date and dollar value?

Answer: A contract was awarded to Stratacomm, LLC on 8/31/2007 under GSA Schedule Contract DTNH22-07-F-00073 for similar services. The scope of work has changed, therefore there is not a true “incumbent” contractor.

2. Question: Is the contract limited to companies under NAICS Code 541820 exclusively?

Answer: Yes, contractors should be qualified to perform the work under this Code.

Companies may be able to update its Central Contractor Registration (CCR) to reflect this NAICS codes.

3. Question: Where will the contract requirements be executed?

Answer: Services may be executed remotely, at the U.S. DOT headquarters, and other various locations depending on the task requirement.

4. Question: What was/is the dollar amount of the previous/current contract?

Answer: The previous, similar requirement exceeded $500,000.00 per year.

5. Question: Are you anticipating a SBO 8(a) set-aside for this contract?

Answer: No.

6. Question: Is there a multi-culture component to your targeted audience?

7. Question: Will contract be set-aside for 8(a)/WOSB.

8. Question: Will there be a stipulation that firms should have previous DOT experience?

9. Question: Is this a new procurement?

Answer: A portion of this effort was procured under Contract DTNH22-07-F-00073.

10. Question: Section B.4.1.: This section states "Indirect cost rates as well as percentage of fee shall be negotiated and fixed at time of contract award and shall remain fixed for the entire term of the contract". However, NHTSA is requesting "fully loaded labor rates" in the pricing schedules. If "Fully Loaded Labor Rates" are used as the basis for the price competition and price analysis, why would it be necessary for the cost elements (including indirect rates and profit/fee) to be negotiated later?

Answer: Although the rates are loaded, the Government must find them reasonable.

11. Question: Section C.4.13.: Can you please clarify the due date for the Draft Final Report?

The current timing as described seems inconsistent with other provisions of the RFP. For example, the RFP states that the Draft Final Report is due 30 days prior to completion of the contract and discusses the timing as if the total possible period of the contract is 36 months as opposed to 60 months. Also, in some cases, the contract completion date will be unclear.

For example, the government may provide notice of renewal 60 days before the contract expires, but this is not a firm commitment. See H.1. So, if the government provides notice of renewal, no report is due, but then if the government changes its mind regarding whether to renew, a report would be past due.

Answer: This Section is corrected: The final Draft Report is due 30 days prior to the overall completion of the contract. If the Government does not provide notice of renewal, then no report is due.

12. Question: What are the disclosure requirements of DOT Order 1700.18 referenced in

C.4.13? Is there a copy of this document available?

Answer: See Amendment A0001, Section C.5.13.

13. Question: Section G.5.: Even though the RFP provides that it is subject to the Prompt

Payment Act, it states that all invoices (except the final invoice) will be considered contract financing payments and therefore there is no interest for payment delays. It does not seem correct that every monthly invoice may properly be considered contract financing in particular for labor performance. Please explain what elements of an invoice constitutes contract financing and therefore exempt from interest under the PPA.

Answer: This section is deleted in Amendment A0001.

14. Question: Section L.12.: Will NHTSA consider accepting fully loaded GSA rates (with a discount from commercial prices) as meeting solicitation requirements?

Answer: This procurement will not result in a GSA Schedule contract. NHTSA recognizes that GSA labor rates have been approved.

15. Question: Section K.2.: If our company is not a CAS covered contractor and are trying to evaluate if an award will satisfy the $7.5M trigger contract. Can NHTSA provide an estimated value for an award or an estimated annual budget?

Answer: No. The estimated value is not provided to anyone. All Offerors must submit a business proposal based on the Statement of Work. Also, a separate proposal is required for the Scenario.

16. Question: Section L.2: Please confirm that NHTSA intends to make multiple awards under this RFP. If so, how many contract awards does NHTSA intend to issue under this IDIQ?

Answer: No. Solicitation has been corrected.

17. Question: Section M.1.: Although the RFP states that it will do a price evaluation, it goes on to ask for certain cost information, such as indirect rates which will be fixed for contract award. Moreover, while some of this cost information is called for in the body of the RFP, no space is allotted for such information in the sample forms at the back of the RFP. Is this cost information, in fact, required? If so, why do offerors need to provide cost data if NHTSA is conducting a price evaluation?

Answer: The cost information will be used to evaluate proposals.

18. Question: Section M.2.: While it is clear that the technical proposal will be evaluated first and the RFP provides the weighting of the various technical criteria, the RFP does not provide the weighting of technical compared with price. Please explain the relative value of price compared against all technical factors in the evaluation process?

Answer: Award will be made based on best value for the Government.

19. Question: Section M.5.1: We understand that the estimated hours are provided for evaluation purposes only, however, are these hours based on either historical or projected hours? If not, can you provide an estimate of expected annual hours?

20. Question: Submission Due Date: The RFP indicates that proposals are due Sunday, July 5, 2009. Is this date correct?

Answer: Yes. July 10, 2009. See Amendment A0001.

21. Question: C.2: Does the Agency currently have, or has the Agency recently had, a contractual relationship with “an integrated communications marketing/advertising firm” for responsibility areas similar to those outlined in the solicitation, and if so which one?

Answer: Yes, but requirements are different.

22. Question: C.3 Under General Requirements, references a current multi-media communications plan. When was this plan developed, and by whom?

Answer: The current communications plan was developed in 2007 by the current integrated communications marketing/advertising firm. The plan has been revised.

23. Question: C.3 Also under General Requirements, the solicitation alludes to “the target populations that NHTSA is trying to reach with its communications efforts”. Please define these targets.

Answer: Target populations will vary based on the communications effort. However, the general requirements allude to the car buying public as the main target population.

24. Question: L.11 Background section, paragraph 4 clearly conveys Agency leadership’s interest in ensuring that “campaign messages resonate within a targeted demographic”. If the Agency has defined this audience, please advise & describe.

Answer: This will be defined the Task Order issued to the Offeror selected for award.

25. Question: M.2.2 This evaluation factor includes one of the solicitation’s references to local media. Further, we are aware that the NHTSA has invested in local media buys in recent years. Please be kind enough to provide a list of your current/anticipated local media markets, and the supporting rationale for their selection.

Answer: This will be provided in more detail in the Task Order issued to the Offeror selected for award.

26. Question: C.4.8 To date, has the Agency included online gaming into its communications mix?

Answer: The agency has communicated various campaign messages via the online gaming networks. Though, online games have not been developed specifically for NHTSA campaigns.

27. Question: C.4.9 List the Agency’s “existing partners”.

Answer: This will be provided when a Task Order is issued to the Offeror selected for award.

28. Question: Does the Agency regard any other specific entities/marketers as competitors?

29. Question: B.3 “PRICES” indicates that the contract will consist of a single base year plus four option years. Conversely, exhibits M.5.1 through M.5.5 suggest that the contract will consist of a three-year base period followed by two one-year options. Please reconcile/clarify.

Answer: There should be five separate schedules.

30. Question: On both a first-year and full contract term basis, what is the estimated value of this contract?

Answer: Offeror makes the estimate.

31. Question: I.1 Incorporates (by reference) FAR 52.219-9. Are offerors required to submit a small business plan as part of their proposal? If so, in which section should it be included?

Answer: Yes. Include in Business Plan.

32. Question: L.8.1.a (bottom of page 56) While providing guidance for the development of the Technical Proposal, this item clearly states, “no cost information shall be included or referenced in the Technical Proposal”. It appears that this direction is at odds with L.11, “Cost Estimate”, at the bottom of page 59, which directs bidders to furnish estimated direct costs in their response the Exercise (which is to be part of the Technical Proposal). First question: please reconcile/clarify.

Answer: Submit separately, apart from the technical proposal.

33. Question: The language at the end of Section L.11 states the “you should provide a cost estimate that identifies and describes the labor categories, estimated number of labor hours, and any other direct costs”. Second question: Is it the Agency’s intent that offerors identify the labor categories, estimated number of hours for each and other direct costs (e.g. paid media vehicles) without specifically pricing them? Please clarify.

Answer: Please provide labor costs and labor rates for each section.

34. Question: L.11 The introduction to the Exercise stipulates that offerors’ responses shall be no more than five pages in length. We welcome this challenge, and are fully prepared to comply. However, with a view towards sharing the most robust articulation of our integrated solution, we wish to know whether the Agency would consider reviewing any supporting exhibits or appendices that we might host remotely and make available to the Agency via hyperlink(s) embedded within the five page response.

Answer: No, the exercise will be evaluated by responses no more than 5 pages in length

(including any collateral materials). The Agency will not consider reviewing other supporting appendices hosted remotely.

35. Question: L.11 Paragraph 2 of the Exercise statement directs offerors to “provide several scenarios”. Any additional clarity on the Agency’s expectations relating to that direction would be welcome.

Answer: Responses will be evaluated based on factor M.2.2. No further clarity can be provided on Agency’s expectations of the exercise response.

36. Question: L.11 References a June 2010 campaign launch; does the Agency a) envision any pre-launch communications, and b) have a perspective on the extent to which such activity precede the June launch?

Answer: Communications for the new vehicle safety ratings campaign will take place in a phased approach. The agency anticipates pre-launch communications beginning as early as the 3rd quarter 2009.

37. Question: Please clarify the NAICS code for this procurement: Under Scope of Work and Labor Categories (P. 6, Section B.4.12), the descriptions appear to be more closely aligned with 541810 (advertising agency), yet in Section K.1 52.204-8, the NAICS is identified as 541330, Engineering Services.

Answer: NAICS Code should be 541820

38. Question: There is discussion in the Statement of Work of increasing the number of consumer complaints about defects and reference to a postage paid card that is returned to OCCI. What is the current distribution of this card (I have never received a card at either at a dealer performing work or a trusted mechanic).

Answer: The majority of consumer complaints are filed online. There are a limited amount of print cards distributed to vehicle owners. They are typically distributed at auto related shows and conferences.

40. Question: The exercise is a required portion of the submittal and it references "limited funding." Please help me understand what "limited funding" means, if only to provide a range.

Answer: Please design a communications plan based on several scenarios which may include communications based on varying amounts of funding.

42. Question: Please clarify if B.4.9 only applies to non-labor costs under this IDIQ contract.

Fee on subcontractor labor costs and consultant time is usually allowed under Time and Materials type contract and prime contractor can incorporate subcontractor labor rates and consultant labor rates into its labor rates.

Answer: Subcontractor prices should be separated out in proposal.

43. Question: Please confirm if cost information pertinent to the sample scenario should be included in the technical proposal as stipulated in on page 59 of the RFP. Please clarify if Section M.5.6 should be completed based on the sample scenario stated on page 59 of the RFP.

Answer: Sample scenario should be priced out separately from the cost and technical proposals.

44. Question: Please clarify how NHTSA will use Section M.5.6 as the basis for comparison of proposed prices from offerors if offerors use different level of effort for Additional Direct Labor Categories and Subcontractor Personnel/Consultants.

Answer: NHTSA will evaluate entire labor mix.

45. Question: Footnote #4 on page 65 of the RFP states that Subcontractor

Personnel/Consultants will not be included in the evaluated price. Please clarify if offerors still need to estimate hours to arrive the extension amount for Subcontractor Personnel/Consultants as requested under footnote #3.

Answer: Yes.

48. Question: Does NHTSA currently have in place an IDIQ contract for vehicle safety communications program?

49. Question: What is the total potential ceiling of the IDIQ contract?

Answer: Not provided.

50. Question: Will the tasks under the contract primarily focus on consumer audiences, industry audiences, or both?

Answer: Both

51. Question: Section L.8. Proposal Instructions – b references section L.10 Technical

Proposal Instructions, but there’s no L.10. Is it L9 Technical Proposal Instructions? Is there a page limit for the technical proposal other than the 5 pages for the exercise (L.11)?

Section L11, the assignment, focuses on a new Government Safety Ratings program. Is this the 5-Star Safety Ratings program? Will it use this name in 2010?

Answer: Yes, the exercise refers to the Government 5-Star Safety Ratings program. This is the working name for the launch of the new program.

53. Question: Did the Government intend to leave out the Key Personnel section or was this omitted in error?

Answer: See Section G.10.

54. Question: The RFP allows for additional labor categories not identified by NHTSA.

However, are offerors permitted to substitute or not make use of the labor categories and hours stipulated in the table on pages 7 (B.5.1) and 64 (M.5.1) of the RFP and propose its own labor mix and hours?

Answer: The Offeror can propose additional Labor Categories.

55. Question: Can you please provide clarification on the requirement for providing several scenarios, as required under the “Exercise” heading on page 59 of the RFP?

Answer: The Offeror must use its own judgment.

56. Question: Can we assume that the “Cost Estimate” referred to on page 59 of the RFP, is to be included as a separate tab in our Business Management proposal?

Answer: Yes, as long as it is separated out.

57. Question: Section 9 says, “Sealed offers in original and 5 copies for furnishing the supplies or services….” However, L.8.1 and L.8.2. say 8 CD ROM copies for the Technical Proposal and 5 CD ROM copies of the Business Management Proposal. L.6. asks for one original hard copy of each the SF 33 and Representations and Certifications. Would you kindly confirm how many copies of each item you require and in which format(s)? (Are the two Proposals only to be delivered on CD ROM?)

Answer: Correction: 5 copies of Tech Proposal and 5 copies of Business Management

Proposal.

58. Question: C.2 “The contractor shall provide…technical assistance to NHTSA and other designated partners.” * What does NHTSA mean by “technical assistance”?

Answer: See section C.3.

59. Question: L.9 “Offerors shall identify the authors of their proposal and specify those sections for which the writers had major responsibility.” Does NHTSA mean which company (as in, if there are subcontractors) is partnering with another? Or does it mean the individual within the (sole) company who wrote that particular section?

Answer: Both

62. Question: What has historically been spent on this campaign?

Answer: The Offeror must use its own judgment.

63. Question: Is this a follow-on contract and if so who is the incumbent? If not a follow-on contract, did a contractor ever perform or develop the program at an earlier point? If a contractor did participate at an earlier point can you offer their name and timing for participation?

Answer: The scope of work has changed.

64. Question: Can you provide a copy of the current multi-media communications plan?

Answer: Will be provided to the selected contractor at kick-off meeting.

65. Question: Can you provide a copy of the current advertisements and other materials that need to be refreshed?

Answer: Many of the agency’s advertisements and collateral material are still in development. Please see Safercar.gov for some of the existing materials.

66. Question: Can you provide any current research you have that is relevant for this program?

Answer: No, the research that the agency has conducted has been for purposes of rulemaking.

67. Question: Who are your existing partners? What type of technical assistance is currently being offered? What type of new partners would you like to pursue?

Answer: These issues will be addressed at kick-off meeting.

68. Question: How do you define the target audience?

Answer: The target audience has been defined by research and is data driven.

69. Question: What are your biggest challenges?

Answer: These issues will be addressed at kick-off meeting.

70. Question: How do you measure success of the campaign?

Answer: There are various tracking and reporting systems in place to measure the success of our campaigns. Monitoring the vehicle safety website is one measure of success.

71. Question: What is the process and timeframe for evaluation of the proposals? Is there a tentative date set for oral presentations? What is the notification date?

Answer: After competitive range is established.

72. Question: What is the start date of the contract?

Answer: Anticipated award date of August 1, 2009.

73. Question: Would representing an automotive manufacturer be considered a conflict of interest?