Attachment12-Additional_Business_Proposal_Instructions.pdf

Page 1 of 3 RFP # N02PC75001-34 Attachment 12 Additional Business Proposal Instructions

Attachment 12: ADDITIONAL BUSINESS PROPOSAL INSTRUCTIONS

BUDGET ASSUMPTIONS

Offerors only need to provide a budget for the Sample Task Orders, not the base Indefinite Delivery

Indefinite Quantity (IDIQ) contract.

Sample Task Order #1: The period of performance for Sample Task Order #1 is a one-year base period and four (4) one-year options.

TRAVEL:

It is assumed that the Contractor shall provide travel support for presenters, participants, and authors for various projects, meetings, and conferences in each contract year. Assume fifteen (15) two (2)-person trips, (including airfare, ground transportation, hotel) for three (3) days, two (2) nights from Washington, DC to

Chicago, IL.

PROGRAM-HOSTED MEETINGS:

Program will host five (5) meetings throughout each year, for two (2) days each. The Contractor should assume travel support for fifteen (15) people per meeting, (including airfare, ground transportation, hotel) for three (3) days, two (2) nights per individual from Washington, DC to Chicago, IL.

CONFERENCE-RELATED SUPPORT TRAVEL:

It is assumed that the Contractor shall provide two (2) contract staff to participate in four (4) conferences per year. This support may be to related to conference pre- or post-meetings or symposia, or to assist program staff with poster presentations support. For budget preparation purposes, assume contract staff will travel, (including airfare, ground transportation, hotel) for four (4) days, three (3) nights per individual from Contractor’s home airport to Chicago, IL.

FOREIGN TRAVEL SUPPORT:

For Years One – Five, the Contractor shall provide foreign travel support for three (3) trips, per year, for two

(2) travelers each trip. Assume in the Years One, Three, Four and Five, travel will be from Washington, DC to

London, UK for two (2) travelers each trip. In Year Two (2), travel is anticipated from Washington, DC to

Cape Town, South Africa for two (2) travelers each trip. The Contractor will provide basic visa costs for the destination (if there are political complications regarding foreign visas, the traveler must make these accommodations and the Contractor will be responsible for the basic visa cost only), as well as airfare, ground transportation, per diem, and hotel for five (5) days, four (4) nights) per trip.

FOCUS GROUPS:

It is assumed the Contractor shall provide support for two (2) focus groups per year. For budget preparation purposes, the Contractor should assume travel support for fifteen (15) people per focus group, (including airfare, ground transportation, hotel) for three (3) days, two (2) nights per individual from Chicago, IL to

Washington, DC.

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CONSORTIA DEVELOPMENT:

The Contractor shall provide support for two (2) consortia per year. For budget preparation purposes, the

Contractor should assume travel support for seven (7) people per consortium, (including airfare, ground transportation, hotel) for three (3) days and for two (2) nights per individual (Chicago, IL to Washington, DC).

SUMMARY OF TRAVEL REQUIREMENTS FOR SAMPLE TASK ORDER #1

General trips (support for presenters, participants, authors) per year

15 trips 2 travelers each 3 days each 2 hotel nights

Program Hosted

Meetings- per year

5 meetings 15 travelers each 3 days each 2 hotel nights

Conference-Related

Travel- per year

4 meetings 2 contractors each 4 days each 3 hotel nights

Foreign Travel

Support- per year

3 trips 2 travelers each 5 days each 4 hotel nights

Focus Groups- per year 2 groups 15 participants each

3 days each 2 hotel nights

Consortia

Development- per year

2 consortia 7 members each 3 days each 2 hotel nights

HUMAN RESOURCES (WRITERS, EDITORS, GRAPHICS DESIGN PERSONNEL):

Additional Writing, Editing and Graphics Design

Assume there will be projects other than monographs and scientific publications that require writing, editing and graphic design personnel. Historically the number of projects completed in any given year range between 30 – 35. For budget preparation purposes, assume thirty-five (35) projects for each year.

Data Management, Tracking, and Coordination of TCRB Projects General management tasks for data management and tracking will include the budget and long range plans for two-three (2-3) projects annually; development of the method in the first year and simple modification and tracking in the option years. Develop data tracking for abstracts and article submissions for 4-6 projects each year. For budget preparation purposes, assume three (3) projects annually for data management and tracking and six (6) projects annually for developing data tracking for abstracts and article submissions.

Scientific and Technical Support for Scientific Meeting and Conferences It is anticipated that the Contractor may use consultants to perform some on-site meeting services, such as facilitation. For budget preparation purposes, assume two (2) meetings per year will require facilitation services, including pre-planning and on-site services.

Page 3 of 3 RFP # N02PC75001-34

Sample Task Order #2: For Sample Task Order #2 the period of performance is 24 months.

ASSUMPTIONS:

For purposes of preparing a budget, the Offeror should assume that the topic of the Monograph should be on the health effects of secondhand smoke. It is anticipated that the Contractor may use consultants for monograph development, writing and preparation. For this Sample Task Order, assume the Monograph design, development, production and post production requires one (1) lead editor and two (2) associate editors to provide overall scientific development and decision-making, a cohesive voice, and editing. The editors will also work with the Offeror to identify and select authors and reviewers. The Monograph will consist of eight (8) chapters; each chapter will be written by one (1) or two (2) authors per chapter. Each chapter will be reviewed by three (3) peer reviewers, and the overall Monograph volume will be reviewed by five (5) independent reviewers. The Monograph also include an Executive Summary. Graphics and design personnel will be utilized as needed.

TRAVEL:

It is assumed that the Contractor shall provide travel support for volume editors and chapter authors for the monograph task. Assume travel for twenty (20) one (1)-person trips, (including airfare, ground transportation, hotel) for three (3) days, two (2) nights per individual from Washington, DC to Chicago, IL.

PROGRAM-HOSTED MEETINGS:

Program will host one (1) meeting during the Task Order period of performance, for two (2) days. The

Contractor should assume travel support for twenty (20) people, (including airfare, ground transportation, hotel) for three (3) days, two (2) nights per individual from Chicago, IL to Washington, DC.

SUMMARY OF TRAVEL REQUIREMENTS FOR SAMPLE TASK ORDER #2

General trips (support for editors, authors) per year

20 trips 1 traveler each 3 days each 2 hotel nights

Program Hosted

Meeting- per year

1 meeting 20 travelers each 3 days each 2 hotel nights