SF30 Amendment 0001 with Pages 2-8 Q As to Solicitation NEARFP-11-11 to provide and assist the NEA GPO ITM Ofc with technology solutions to accept application work samples electronically.pdf

54OMB Approval 2700-0042

1. CONTRACT ID CODE PAGE OF PAGES

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT 1 8

2. AMENDMENT/MODIFICATION NO. 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQ. NO. 5. PROJECT NO. (If applicable)

Amendment 0001 02/10/11

6. ISSUED BY CODE 7. ADMINISTERED BY (If other than Item 6) CODE

National Endowment for the Arts, Grants & Contracts, Rm 618, 1100 Pa. Ave., NW, Washington, DC 20506

8. NAME AND ADDRESS OF CONTRACTOR (No. Street, county, State and ZIP: Code) (�) 9A. AMENDMENT OF SOLICITATION NO.

Prospective Offerors X NEARFP-11-11

9B. DATED (SEE ITEM 11)

01/27/11

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

CODE FACILITY CODE

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended, is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing Items 8 and 15, and returning one (1) copy of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATA SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and data specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

(�) A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH

IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER Specify type of modification and authority)

E. IMPORTANT: Contractor is required to sign this document and return 1 copy to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of Amendment 0001 to Solicitation Request for Proposal NEARFP-11-11 is to incorporate Pages 2 through 8, Questions and Answers (Q & A’s).

Solicitation Number: NEARFP-11-11 has been EXTENDED! We look forward to RECEIVING your PROPOSALS no later than 5:00 PM (EST), on FRIDAY, FEBRUARY 18, 2011.

All other terms and conditions remain the same and unchanged.

Except at provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print) 16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

Latonca M. Harris Contracting Officer

15B. CONTRACTOR/OFFEROR 15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 16C. DATE SIGNED

(Signature of person authorized to sign)

BY _____________________________________________

(Signature of Contracting Officer)

02/10/11

NSN 7540-01-152-8070 30-105 STANDARD FORM 30 (REV. 10-83)

PREVIOUS EDITION UNUSABLE Computer Generated Prescribed by GSA

FAR (48 CFR) 53.243

AMENDMENT 0001, QUESTIONS AND ANSWERS (Q & A’S)

To Solicitation Request for Proposal (RFP) 11-11 Contractor shall provide & assist the NEA with technology solutions to accept application work samples electronically for GPO & ITM Offices for the National Endowment for the Arts (NEA).

Please acknowledge receipt of the Amendment via email so that the Contracting Officer knows the paperwork was delivered and received. In accordance with the Standard Form 30 (SF30), Amendment of Solicitation the Contractor is required to sign the SF30 document and return 1 copy to the issuing office at the time proposals are due. NEARFP-11-11 has been EXTENDED! Please SUBMIT your PROPOSALS no later than 5:00 PM (EST), on FRIDAY, FEBRUARY 18, 2011.

Q1: So that we can best serve you, we would like more clarity about the instructions. What is the ideal format to submit this proposal and exactly which sections/content need to be addressed? In accordance with the Instructions to Offerors, we will certainly consider all the content in your RFP, but what sections should be included under each of the four major criteria areas. How would you like this submitted and formatted in order to get the maximum amount of points based on the scoring system provided?

A1: The format, sections, and content to address are detailed on pages 28-30 of the Request for Proposal document.

Q2: Should the cost proposal and technical proposal be separated?

A2: Yes.

Q3: Does this RFP assume that the bidding party will be hosting the web application or will NEA host it in its own facilities?

A3: The RFP assumes that the bidding party will be hosting the web application. However, the NEA can provide a mirror site if necessary.

Q4: If it is hosted by NEA what server side technologies are acceptable (Coldfusion, .Net, PHP, Etc..)?

A4: See Q3.

Q5: When is the subject solicitation estimated to be awarded?

A5: The NEA anticipates by the middle of March.

Q6: Approximately, how many designated NEA staff members would manage this “NEA Review Site”, essentially those that upload new Grant on Grants.gov?

A6: The contractor will manage the review site. However, approximately 10 NEA staff members will need access to the site as detailed on pages 5-6 of the RFP.

Q7: Aside from NEA staff members, possible NEA system administrators, grant applicants, and panelists/reviewers, will there be a need for managers to review/generate various reports? Could managers/supervisors be another type of user?

A7: The type of information that will need to be extracted from the site and by whom is detailed on pages 5-6 of the RFP. There are no other anticipated types of users.

Q8: We are a company located in Orlando, FL. Understanding that the Contractor must/should take all precautions to minimize expenses, would NEA reimburse the Contractor travel costs?

A8: Travel costs may be included in the budget. The contractor’s cost proposal for this contract shall be all inclusive. Provide a breakdown of all projected costs by personnel (including daily rate and projected project time), supplies, travel (local and long distance), associated with the tasks. Services to be purchased from other agencies or subcontractors must be specified (indirect and direct costs). There shall be no additional cost reimbursement to the contractor for travel associated with this order. The invoice for payment shall provide documentation to support actual costs incurred during the project.

Q9: Under Section C.2. (Scope):

• It looks like pilot testing is scheduled for August 2011. When do you anticipate awarding the opportunity?

• Will the end of the pilot year be adjusted so that it is a full twelve months from the opportunity award date, or does the pilot year have a fixed end date of December 31st?

A9: • The NEA anticipates by the middle of March.

• The end of the pilot year will be December 31, 2011.

Q10: Under Section C.3.2 (General Requirements):

• Does NEA require a specific development language?

• Will a prospective vendor need to supply an application server and/or provide networking assistance?

• Will a proposed system be expected to interface with Grants.gov via an API? If so, are there specific Department of Health and Human Services development, networking and security requirements that will need to be met?

• Who will be supporting the system once it has been deployed?

• Who will be the training audience? An internal NEA IT group? Administrators?

Reviewers? General users?

A10: • No.

• Yes, the contractor will need to supply an application server and/or networking assistance.

• No, there is no interface with Grants.gov.

• The contractor will support the system.

• The training audience will be applicants, reviewers, and NEA staff.

Q11: Will grants.gov notify the applicant that he is being considered or will that come from NEA?

A11: The NEA acknowledges receipt of applications and the assignment of NEA application numbers through the Grants.gov system.

Q12: OK to send the applicant's login information directly to him? Does grants.gov need to get notified after the initial approval to proceed?

A12: All ideas for the management of log ins will be considered. Grants.gov does not need to be notified.

Q13: How are cancellations from grants.gov handled?

A13: Grants.gov does not manage cancellations. See A 17.

Q14: Does the applicant get any reminders from NEA that the cutoff date is approaching and/or has past?

A14: No.

Q15: Will NEA notify the applicant through the new system that his grant has been approved or is that done through grants.gov?

A15: Currently the NEA, not Grants.gov, notifies applicants of award or rejection.

Q16: Does grants.gov need to be notified if NEA approves or declines the application?

A16: No.

Q17: How will grants.gov notify NEA that the applicant has cancelled his application, and to thereby remove it from consideration?

A17: Grants.gov does not notify the NEA that an applicant has cancelled an application.

Applicants notify the NEA directly if they wish to cancel an application.

Q18: How does the application information from grants.gov get into the new NEA system?

Is a complete document (like a pdf) uploaded, or is the information re-entered by NEA staff?

(or maybe a combination of both?).

A18: An application consists of a set of files (usually in PDF format, but other formats are possible) and a set of data elements. NEA plans to work with the contractor to design an efficient interface by which these items are sent to the application review system (possibilities include a web service and secure ftp). There must be no re-entry of data by NEA staff.

Q19: How are the applications for each deadline with connected with the grants.gov data? For example, grants change and are added during the year. There must be a connection between the “Apply Now” button and the kind of application it is, like some sort of ID that identifies which deadline is being selected, which area, etc. Ultimately the admin / staff person will have associate the application from grants.gov to a particular team. How do they know which team to assign it to?

A19: NEA will provide the necessary sorts by category and discipline. Each application deadline/package is assigned a unique Funding Opportunity Number on Grants.gov. Each application is assigned a Tracking Number by Grants.gov and an Application Number by the NEA. Each application also is associated with a category and discipline.

Q20: Can the peer review group leader also perform panelist functions like review, evaluate, score, etc.?

A20: We do not use the term “peer group leader.” If you mean the person who chairs the reviewers, that is a NEA staff person who will need to review applicant works samples and the evaluations and scores of reviewers, but will not need to evaluate or score.

Q21: Does NEA intend the "Review Site" to be a completely new website, or an enhancement to the existing NEA site or some other existing site?

For an enhancement to the existing NEA site:

• Is this new system intended or required to be hosted on the same physical data center / web servers that the existing NEA site is hosted on?

• If so, what are the details regarding the technologies used?

For a completely new "Review Site":

• Is it expected or required that the data center and hosting environment be at a government-run facility or can it be outsourced?

If this needs to be hosted at a government facility:

• What are the requirements for the site technology?

A21: It can be a completely new website or an enhancement to another existing site, but not an enhancement to the existing NEA site. The data center and hosting environment does not need to be at a government-run facility and may be outsourced.

Q22: Regarding the Section 508 Accessibility requirements, considering that this new "Review Site" will provide access to visual arts and video media, can NEA provide some clarification of how section 508 would be used? For example, it would not be possible for a visually impaired person to evaluate pictures of art or videos.

A22: Discuss the state of the site’s compliance with Section 508 with regard to the usability of the interface for applicants, reviewers, and staff. For example, indicate if the review site would permit the use of assistive technologies such as screen readers.

Q23: I would like to know what servers and Internet Service provider will be used in the implementation of the technology solution in response to this solicitation? Is there an existing server that the NEA currently uses? If we are providing the Internet connection and server we have to include it in our quote.

A23: The contractor will provide the Internet connection and server and it should be included in your quote. See also A 3.

Q24: Section “B1 - On behalf of the National Endowment for the Arts, Office of Information & Technology Management and the Office of Guidelines & Panel Operations, the contractor shall provide and assist the agency in implementing an appropriate technological solution to accept application work samples electronically and to provide online access to those work samples and accompanying application materials for evaluation purposes.”

a. Is NEA looking for a solution implemented at their site on their network or a “Software as a Service” where the vendor hosts the system on their network or the cloud?

b. If NEA is looking at a solution hosted on their hardware, please provide information on the environment.

A24: The NEA is looking for a solution as a “Software as a Service” where the vendor hosts the system on their network or the cloud.

Q25: Section “C1 – Last paragraph - After reviewing the work samples and discussing the merits of an application, each panelist scores it, with the scores entered manually into a spreadsheet by NEA staff. The results are then used to rank the applications for funding consideration.”

a. May we have examples of the currently used spreadsheet including the formula’s to rank the applications.

A25: Currently, the NEA primarily uses a formula of two scores in whole numbers; with the two scores each weighted by a percentage which totals 100%. Individual reviewer scores are averaged and a final ranking is created by average score.

Q26: Section “C.3.1 - In addition, there must be an interface that enables NEA to upload the application forms received from Grants.gov to this same review site.”

a. What is the interface or methodology for NEA to receive the application forms from Grants.gov

A26: NEA receives applications from Grants.gov via a web service. Each application is delivered as a ZIP file which contains the application data in XML format and the supporting application documents (usually in PDF format). NEA will work with the selected vendor to define and implement an appropriate interface for delivering the applications to the review system.

Q27: Section “L (b) - Types of work samples supported, including maximum file sizes.”

To estimate the storage requirements – Can you provide guidance on the amount of storage required either per year or average per application?

A27: As we do not currently collect work samples electronically, we expect this to be based on the successful bidder’s parameters. We expect to base work sample requirements on the types of work samples that are supported and the maximum file size that will be available. We anticipate that each application will require a minimum of two work samples. Estimates for the numbers of applications are detailed in the RFP.

Q28: Is a proposal submission considered to be a contract or an agreement to contract if the proposal is accepted? Or is it merely a proposal for consideration which may lead to a formal contract if accepted?

A28: Proposal submission is merely a proposal for consideration which may lead to a formal contract. The RFP in no way obligates the U.S. Government to award a contract, nor does it commit the U.S. Government to pay any cost incurred in preparing and submitting your proposal.

The Government may award a contract resulting from this solicitation to the responsible offeror whose offer, conforming to the solicitation; will be most advantageous to the Government. Price and other factors will be considered.

Q29: Has the submission of proposals been extended?

A29: Yes, submission of proposals HAS BEEN EXTENDED? Please SUBMIT your entire PROPOSAL PACKAGE no later than 5:00 p.m. (EST) on Friday, February 18, 2011.

Q30: NEA currently receives approximately 7,000 electronic grant applications annually via Grants.gov. – Are these applications sent/received from grants.gov as structured data or as application forms in PDF or word format? Also, are these applications sent/received in batches for each deadline or once a day or as applications are submitted on grans.gov website?

A30: See A 18 and A 26. The NEA currently receives applications from Grants.gov several times a day 10 days prior to a deadline. The NEA will work with the contractor to establish an appropriate schedule to deliver applications to the review system.

Q31: What Web technologies are being used by NEA for existing applications? Is there any preference of technologies such as Microsoft Web technologies vs. Java Web technologies?

A31: NEA uses Microsoft Web technologies (.NET) for existing agency applications but there is no preference for this project.

Q32: In base year (2011), pilot project involving approximately 250 Art Works applications. Are these applications from a single discipline, single funding and single art work samples type?

A32: The pilot applications are for a single discipline with single funding. A variety of work sample formats will need to be accommodated including PDF (documents), PPT (Power Point presentations), JPG (images), MP3 (audio), and FLV and MP4 (video).

Q33: On an average, how many application work samples per application are provided by the applicant?

A33: See A 27.

Q34: Section L, Item (b), Is there any font type (New Times Roman, Arial etc.) preference apart from 12 points?

A34: There is no font type preference.

Q35: Section L, Item (b), page 28 last bullet, Overview of the …… Is proposed technical solution is for work to be performed in pilot year plus two option year or only for pilot year?

A35: For the pilot year. Depending on the results of the pilot, NEA anticipates the activity that occurs in the pilot year will then be expanded for the option years using the same solution. For pricing, review the information on page 30 of the RFP.

Q36: Page 30, Bullet: Past Performance. Does past performance need to be a separate document or apart of the price proposal or technical proposal?

A36: It can be a separate document but must fall within the 30 page maximum.

Q37: Page 30, line: A complete copy of ……(Section K), Is Representation and certification apart of the price proposal or technical proposal?

A37: It is a separate attachment. If offerors have completed the annual representations and certifications electronically at http://orca.bpn.gov then only paragraph (b) of the provision shall be completed.

Q38: For pilot system for 250 applications, are applicant allowed uploading the work sample or it will be loaded by NEA employees/officials?

A38: Each applicant will upload their own work samples; the NEA will not be involved in the uploading of work samples.

Q39: Section F, Item: For the pilot year (2011): No. 3. Oversee implementation of …..pilot project. –Does this mean contractor is not supposed to implement the actual pilot project? Are NEA resources responsible for actual implementation of pilot project?

A39: The contractor will implement the pilot but NEA will work with the selected vendor to define and implement an appropriate interface for delivering the applications to the review system.

Q40: Is the contractor going to provide hardware and licenses for necessary software to build application as well as deploying application?

A40: Yes.

Q41: Is the help desk support for applicants, reviewers and NEA staff application provided by the contractor? OR just application development and training to NEA staff?

A41: Help desk support is provided by the contractor.

Q42: Does NEA have internal software development team? If yes then are the team members going to participate in pilot application development?

A42: The NEA has internal software developers, but their involvement will be limited to working with the selected vendor to define and implement an appropriate interface for delivering the applications to the review system.

Q43: Should we simply include our DUNS number into our own cover page and cover letter?

A43: Yes, please provide your DUNS number into your cover page or cover letter?

http://orca.bpn.gov/