QUESTIONS ANSWERS for HRS 8281 as of AUG 4-2009.doc

QUESTIONS for HRS 8281 – ALUMNI INITIATIVE

1. Is there any incumbent contractor that has been working on the development of the alumni program? If so, are they permitted to bid on this contract? No

2. Where should the website be hosted? The webpage/weblink for the alumni initiative will be hosted on the National Health Service Corp’s (NHSC’s) existing website

3. Do MS SQL database licenses need to be quoted/priced, or are those GFE? Yes, please provide a quote for the MS SQL database license as part of the business proposal

4. What percentage of the work should be performed onsite (government)? With the exception of occasional face-to-face meetings with HRSA/NHSC (i.e.-Task 1), majority of the work done by the contractor will not be performed onsite (government).

5. Is the contractor responsible for printing Alumni marketing material? If so, can approximately quantities be provided? No; HRSA will print all materials through the government printing office.

6. Is there a page limit for resumes? Are the resumes included in the page count of the Technical Volume?

No they are not included in the page count.

7. Is there an anticipated start date for the contract? Anticipating on or before 9/30/09.

8. Is there any required travel outside the Washington D.C. metro area? No

9. Is there in existence any data or database documenting current contact information for NHSC alumni? Yes for alumni 5 years and younger but contact information for alumni over 5 years is not current for all. The older the alumni the more likely their contact information is not current.

10. Will the cost of advertisements, that is the fees charged by media for publishing them, be paid independent of this RFP or will those costs have to be computed in the proposal we submit? Any paid advertising will be done independently of this contract. Task 5 calls for developing electronic announcements and advertisements and does not include paying any advertising costs.

11. Will the cost of printing marketing materials have to be computed and included in the proposal we submit? No; HRSA will print all materials through the government printing office.

12. Will the development and maintenance of a Web site for the NHSC be totally the responsibility of the contractor, or will it be a cooperative effort with HRSA? The SOW calls for the development of a web page for the HRSA NHSC website (Task 6). It is the expectation that the contractor will design a webpage, in consultation with the PO and HRSA Office of Information Technology. Once the web page is designed, HRSA will post and maintain the site. The contractor may be requested to provide updated data and information for posting to the web page.

13. To what degree, if any, will the contractor have to be involved, manage or otherwise coordinate the planning and execution of the alumni conference? Task 10 calls for the contractor to develop all meeting materials for conference participants. This may include contractor recommendations for conference materials. The contractor will not be responsible for any logistics, including managing, planning, coordinating or executing the alumni conference.

14. Can you please share if the government had defined a LOE or budget estimate for the FFP services under this contract, and if so can you provide that information? Thank you, A level of effort will not be provided. The proposed level of effort should respond to the requirements of the solicitation. The budget will depend on this effort as well since this is a competitive award, offerors are encouraged to put their best effort and pricing forward.

15. What is the maximum number of pages for Volume I: Technical Response?

Proposal maximum length is not to exceed 35 pages, double spaced.

16. If we are currently working with NHSC and we would like to use them as a past performance reference, is it acceptable to ask our NHSC program contacts to complete a past performance questionnaire? Yes it is.

17. On page 36 of the RFP, under L.5 section 4, number 4, it asks for descriptions of the role of other individuals, “including the writer of this proposal” if it is not the proposed project manager. If we are collaborating on the development on this proposal internally among the proposed project staff—and not working with an outside consultant—do we need to describe the role of the writers of this proposal? NO seeing how it is a ‘collaborative effort’ it is not necessary.

18. The delivery requirements for the final proposal mention that “no hand carried” proposals will be accepted, can we personally deliver our proposals to David Trejo taking into account the extra security requirements, or must our final submission fedexed or mailed directly to HRSA to arrive prior to 4:00 PM on Friday August 21st? If your organization wants to hand carry it, they will have to call the telephone number listed in the RFP and someone will come down to the loading dock to pick up the package.

19. On page 32 of the RFP, under L.1.2 instructions for Volume II, there is a reference to “Salary Documentation.” Can you please specify which salary documentation is required and what form it should take? It can be pay stubs or a letter from the CFO stating the salaries of those individuals proposed for the project.

20. Do we need to be on the GSA schedule? The Government is competitively soliciting proposals for this requirement. This is a 100% small Business Set-aside. The North American Industry Classification System (NAICS) code for this requirement is 541611.

21. When does the mailed copy need to arrive by? AUG 21 AT 4:00 PM

22. When are they hoping to have the first roll-out event? Do we budget for organizing as well or just developing the materials? According to the schedule of deliverables, approximately 7 months from the effective date of contract (EDOC). The contractor will not organize the event . The contractor should only budget for developing the materials.

23. Is this event (Task 8) different than the event in Task 10 that is in FY 2011? Yes, the events are different. According to the SOW, the purpose of the roll-out event is to officially launch the new initiative, invite select alumni & special guests, and display new materials. The purpose of the alumni conference is to convene all alumni in one place to facilitate the pooling of resources, and create an “espirit de corps” to further recruitment efforts.

24. What is the age range of the alumni? There is no age range

25. Do we need to prepare key messages or will they be provided? The contractor will be provided with current materials and messages about the NHSC. It is expected that the contractor will develop key messages as part of developing the products under this contract.

26. Are there reasons clinicians may be resistant to joining this initiative? HRSA does not have any data that indicates a resistance by clinicians to join this initiative. There are alumni currently enrolled in the NHSC Ambassador’s program.

27. Have these alumni been communicated to before? How? The alumni have been communicated to before through existing NHSC programs (i.e.-NHSC Ambassadors’ Program).

28. Is the program will be restricted to the US, or do you want to reach alumni in other parts of the world? Under this contract all alumni activities will take place in the U.S.; however activities conducted under this contract may reach alumni in other parts of the world.

29. Will proposals from new companies or companies that have not done business with the federal government previously be accepted and considered for this RFP? Yes this is open to any organization on the GSA schedule.

30. On page 18 of the RFP, in the section that is headed "Section 508 Compliance" the language spells our requirements for federal employees and the public who have disabilities to have access to information and data provided. What does this entail? For instance, do the marketing materials have to be made available in Braille? Or what other provisions have to be made for people whose disabilities impair their ability to read printed marketing materials or Web sites on a computer?

To facilitate timely publication to the NHSC Web site, http://nhsc.hrsa.gov, all materials shall be provided to HRSA in formats that are

1. Congruent with U.S. Department of Health and Human Services Web Standards (more information at http://www.hhs.gov/web)

2. Consistent with the Health Resources and Services Administration technical architecture (currently IIS, asp/.net, SQL, Percussion; all technical decisions should be cleared through HRSA before development begins)

3. Compliant with Section 508 of the amended Rehabilitation Act. This information can be downloaded at http://www.hhs.gov/web/policies/508contractlang.html.

31. Is there a contractor currently providing similar or parallel services to HRSA/National Health Service Corps? No

32. What CLINs does the government anticipate for this contract? Since the anticipated document is not a grant, the government does not anticipate a CLIN.

33. Is it anticipated that there will be any ODCs incurred by the contractor in the form of materials, or will everything be delivered to the government in the form of “print ready files” and government staff would be responsible for interface with Government Printing Offices? Yes. The contractor will deliver all print materials to HRSA in the form of “print ready files” and HRSA will print all materials through the Government Printing Office.

To facilitate timely publication to the NHSC Web site, http://nhsc.hrsa.gov, all materials shall be provided to HRSA in formats that are

- Congruent with U.S. Department of Health and Human Services Web Standards (more information at http://www.hhs.gov/web)

- Consistent with the Health Resources and Services Administration technical architecture (currently IIS, asp/.net, SQL, Percussion; all technical decisions should be cleared through HRSA before development begins)

- Compliant with Section 508 of the amended Rehabilitation Act. This information can be downloaded at http://www.hhs.gov/web/policies/508contractlang.html

34. The RFP states (p. 38 L.6.1) that “to determine cost reasonableness the offeror, at a minimum, must submit a cost proposal fully supported by cost and pricing data in sufficient detail to enable a complete cost analysis to establish the reasonableness of the proposed costs.” Some Task descriptions in the SOW are general in nature and do not provide some of the detail that would allow for sufficient detail in pricing. (e.g., Task 7 – NHSC Alumni Initiative Speakers Bureau – Although the Schedule of Deliverables on p. 9 states “1 speakers bureau,” the number of speakers, number of presentations and types of materials to be used by speakers are not quantified in such a way to be specifically priced.)

Task 10 – Schedule of Deliverables states “1” but task description describes “materials” in plural. Additional information about type and quantity of different conference materials would be helpful for pricing. HRSA’s anticipates having pool of about 25 alumni within the speaker’s bureau. In addition to targeted visual presentations for speakers to use it is encouraged to recommend supplement resources for speakers to utilize as they promote the NHSC programs.

The “1” is reference “1” set of materials. While HRSA will be printing all materials, the PO will need hard copy for review and approval purposes.

35. There is an 18-month timeline referenced in paragraph #1 of Background in the SOW. How does this timeframe line up with the 15-month period of performance for this contract? As a result of the efforts from this contract and other ARRA efforts, doubling of NHSC’s current field strength in 18 months is the anticipated end result.

36. The level of detail required in the report and frequency of reporting will impact the Program Manager level of effort and labor. Is there a format or template for the Earned Value Management Report available? It should take approximately 30- 60 minutes each month to complete the EVM report. Cost (how much was spent) and schedule (% of work performed on each of the required task) information should be reported on a monthly basis via a status report. NHSC will provide the reporting format upon award of contract.

37. Are there any IT services involved database development, programming and/or management? Yes, IT services will be involved for the database and webpage development, but it is the expectation that the contractor will design a webpage and database, in consultation with the PO and HRSA Office of Information Technology (Tasks 4 & 6). Once the database is developed, HRSA will house and maintain the database. Once the webpage is designed, HRSA will post and maintain the site. The contractor may be requested to provide updated data and information for posting to the web page.

38. Is there a website that needs to be developed? Yes, according to Task 6 the contractor will develop a webpage for the Alumni Initiative to be housed under NHSC’s current website.

To facilitate timely publication to the NHSC Web site, http://nhsc.hrsa.gov, all materials shall be provided to HRSA in formats that are

- Congruent with U.S. Department of Health and Human Services Web Standards (more information at http://www.hhs.gov/web)

- Consistent with the Health Resources and Services Administration technical architecture (currently IIS, asp/.net, SQL, Percussion; all technical decisions should be cleared through HRSA before development begins)

- Compliant with Section 508 of the amended Rehabilitation Act. This information can be downloaded at http://www.hhs.gov/web/policies/508contractlang.html

39. If any IT services are involved, who would be doing them? The contractor will work with the PO and HRSA’s Office of Information Technology on IT services. The contractor is expected to develop a database and webpage for the Initiative (Tasks 4 & 6). Once these IT services are completed, HRSA will be responsible for housing and maintaining the database and for posting and maintaining the webpage. The contractor may be requested to provide updated data and information for posting to the webpage or database.

41. What the approximate number of expected members? The SOW does not project an approximate number of expected members.

41. What are their geographical locations are they all in the US or are they also worldwide? It is assumed that the majority of alumni are in the US, although it is possible that some may be outside of the US.

42. Are there any foreign language needs foreseen? No

43. Is there currently a database of the 27,000 NHSC clinicians? No, there is no formal database for the 27,000 NHSC clinicians. There is a database used for administration of the NHSC program but there is no public database of the NHSC clinicians

44. Have key alumni been asked to be involved with this project already? No

45. Does the letter for the line of credit need to list a specific dollar amount? No, the letter shall state that the organization is capable of receiving a line of credit.

46. The contract type is described as fixed price, but the cost proposal example is total cost plus fixed fee. Please clarify if this is:

a) Fixed price based on GSA 541 schedule labor rates and ODCS,

b) Fixed price not based on GSA schedule or

c) Cost plus fixed fee

It is Fixed Price based on GSA 541 schedule labor rates and ODCs.

47. If the government is open to other forms of contract type, since the specific deliverables for this award are still (and understandably) vague, would you be interested in a firm fixed blanket purchase agreement based on either labor rates and categories or specific deliverables?

This is a GSA 541 schedule Task Order.