Addendum_to_FAR_52.212-1_Instructions_to_Offerors.pdf

NIEHS2016 062

NIHES201900002

ADDENDUM TO FAR CLAUSE 52.212-1 INSTRUCTIONS TO OFFERORS--COMMERCIAL ITEMS

Quote Preparation Instructions

(1) The Quotation shall consist of 3 SEPARATE volumes. The volumes are: Volume I – Technical Capability, Volume II –

Past Performance, and Volume III – Price.

(2) Quote must comply with the page limitations and format specified for each volume.

Volume Format Page Limitation Volume I – Technical Capability MS Word 2007 or higher/Unprotected pdf 75 Page limit Volume II – Past Performance MS Word 2007 or higher/Unprotected pdf 50 Page limit Volume III – Price MS Word 2007/MS Excel 2007 or higher None

(3) Additional format requirements for quotes to Volumes I and II must be as follows:

• Elaborate formats, bindings or color presentations are not desired or required.

• Resumes, signed contractor teaming arrangements, labor category descriptions, charts, graphs, tabs, diagrams, tables, photographs, drawings, title page, table of contents, covers for volumes, glossary of terms/abbreviations and acronyms, indices, section dividers, and section dividers are excluded from the page limitation.

• All volumes must be clearly marked as either “Volume I - Technical Capability, Volume II - Past Performance, or “Volume III - Price”, respectively.

(4) Quote Content:

1. VOLUME I – MISSION CAPABILITY: The Mission Capability volume shall be clear, concise, and include sufficient detail for effective evaluation and for substantiating the validity of stated claims. Legibility, clarity and coherence are very important. The Technical volume shall be organized according to the following general outline:

(a) Tab 1 – Technical Approach: Quoter shall provide:

• Provide a detailed narrative describing your technical approaches and strategies proposed for satisfying all the activities listed in section 4 of the PWS. Identify all assumptions upon which your approach/solution is based, and the rationale supporting the assumption (i.e., why do you believe the assumptions are valid).

• Discuss technical alternatives considered and why the proposed alternative was chosen

• Provide a detailed narrative describing your familiarity with, and understanding of, federal mandates to communicate health, medical, and research advances to a wide ranges of audiences. You must discuss project goals, objectives, and tasks to be performed, and the interrelationships and complexities of these tasks

• Provide examples of work products, including, but not limited to, fact sheets, brochures, displays, posters, medical or scientific illustrations, etc., shall be submitted for evaluation, based on technical quality, creativity, clarity, and production quality. Only materials developed by the proposed staff must be submitted. The role of the proposed staff in the development of the materials/products must be identified.

Each product shall be labeled with the firm's name and date of completion/launch.

• 15-Day Transition Plan – Provide a detailed phase-in plan that describes in detail, a transition process for phasing in with the outgoing Contractor. The detailed plan should also outline how all tasks will be completed without interrupting cafeteria services on campus.

(b) Tab 2 – Management Approach: The Quoter shall also provide:

• A detailed organizational chart with management roles and responsibilities

• Thoroughly discuss balance of control, autonomy, and empowerment, administration of the contract and any subcontracts, and internal personnel management, including issues such as pay, benefits, and employee relations. The type of controls the contractor will use to ensure timely and quality work by any subcontractors, the extent of any such subcontracting within the processes and organization identified, and how such subcontract work will be obtained, coordinated, and controlled.

• The authority to be delegated to the contractor’s project manager and subordinate managers and supervisors within the proposed organization and how it will contribute to effective management of the work to be performed.

• The provisions incorporated into the proposed contractor organization for interaction and liaison between the contractor’s and the Government’s personnel to ensure effective communication and problem resolution.

• Details of how qualified personnel will be identified, recruited, and retained.

(c) Tab 3 – Staffing Plan & Technical Experience: The Quoter shall also provide:

• A schedule for completion of the work and delivery of items specified in the PWS. Performance or delivery schedules shall be indicated for phases or segments of work, as applicable, by contract year as well as for the overall contract. Schedules shall be shown in terms of calendar months from the date of authorization to proceed or, where applicable, from the date of stated event, for example, receipt of a required approval by the Contracting Officer. The schedule will be treated as desired or recommended schedules. The Quoter should submit their best alternative schedule, involving no overtime, extra shift or other premium.

• A complete list of labor categories and labor hours deemed necessary to perform the services. This list of labor categories must correspond to ones used in the pricing table (but without price).

• Resumes associated with each key personnel thoroughly describing the requisite skills, knowledge, abilities, training, licensing, certifications, and education to successfully perform the requirement (Simply claiming the proposed qualifications is not acceptable).

• A detailed narrative describing your existing experience as it relates to all tasks in Section 4 of the SOW.

• An assessment of your demonstrated experience in helping shape and execute federal health communications efforts on a national level. A lack of experience in federal health communications represents a degree of increased risk for the Government.

• A detailed list of all your partnerships, joint ventures, prime contractor/subcontractor(s)), if applicable, that will be used in the performance of the contract, what aspects of tasks in Section 4 will be performed by other than the Prime and how performance will not be negatively impacted by this arrangement

• A detailed narrative describing your competence in developing creative graphic designs and advertising, working with federal health organizations, and managing similar or related contracts of comparable size and technical complexity.

• A detailed description of your team structure (to include utilization of subcontractors), the work/work area allocated to each team member and any agreements and/or arrangements with subcontractor(s). Include a letter of commitment for any subcontractors.

(d) Tab 4 – Quality Control Plan (QCP): The Quoter shall also provide:

• A narrative that describes your control system and inspection techniques used to attain the level of performance required by the PWS

• A narrative that describes your methodology for identifying deficiencies in the quality of service performed before the level of service became unacceptable. In the event of equipment malfunctions, explain in detail how you plan on correcting problems immediately

• A narrative that describes your internal processes for documenting, maintaining records and reporting quality related problems for performance improvement.

(e) Tab 5 – Facilities, Equipment, and Supplies: The Quoter shall also provide:

• Discuss and confirm your ability to provide all the equipment that is listed in the SOW which is to be contractor provided.

• Thoroughly list all the systems and databases you have to satisfy the requirement of SOW section 4.15.

Database Reporting Systems. You must thoroughly explain how they will satisfy the requirement in SOW subsections 4.15.1, 4.15.2, and 4.15.3.

• Unique equipment possession and/or arrangements which none or very few organizations are likely to have which is advantageous for effective execution of the contract

• Discussion all unusual anticipated equipment operating procedures you expect will impact performance

• Proof of access to local facilities within 20 miles of the NIEHS main site that will be used in the performance of this contract.

• Confirm whether you have an established locate office within a 20 mile radius. If not, thoroughly explain your plans and alleviate any concerns the Government may have regarding your ability to secure a local office.

2. VOLUME II – PAST PERFORMANCE: The Past Performance volume shall be clear, concise, and include sufficient detail to demonstrate the Quoter possesses the relevant technical experience required to successfully perform the contract requirements. The Quoter shall submit the following information:

(a) Tab 1 – References: The Quoter shall provide a minimum of three (3) references.

• A list of three (3) references with who 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. The past performance references must include:

• Project title

• Description of the project

• Contract/task order number and, if applicable

• Total contract value and type of contract

• Company Name/Government Agency/Organization

• Point of Contacts/Contracting Officer’s name and telephone number.

• Current status, e.g. completed and/or if in progress start and estimated completion dates.

• Quoter shall submit sufficient past performance information to demonstrate the depth and breadth to successfully satisfy all task areas. It is incumbent upon the contractor to present the past performance information in such a manner and in sufficient detail to ensure the Government clearly understands the information provided. Submissions should explain the aspects of the contracts/references that are deemed relevant to the effort. Include a discussion of significant achievements or explain past problems considered to be relevant to the efforts, as well as past efforts to identify and manage program/project risk. In describing contractual effort and the past performance, include specific details of performance as follows and as applicable:

- Quality of services

- Timeliness of performance and record of meeting schedules o Ability to understand and resolve deficiencies in a timely manner with no adverse impact on the mission o General responsiveness to contract requirements and to technical direction

- Customer satisfaction.

3. VOLUME III – PRICE SUBMISSION: The price volume shall be organized according to the following general outline:

(a) Tab 1 - RFQ Documents. The contractor must submit the following documents as part of the RFQ Document:

1. Cover Letter: This statement page shall also include the following information:

2. Company Name/Address: ____________________

3. DUNS #: ____________________

4. Cage Code: ____________________

5. Federal Tax ID: ____________________

6. Point of Contact: The Quoter shall provide the name, title, e-mail address, and telephone number of the company/division point of contact regarding decisions made with respect to your quote and who can obligate your company contractually.

7. Representation, Certifications, and Other Statements of Quoter: In accordance with provisions FAR 52.212-3, Offeror Representations and Certifications--Commercial Items, IF YOU INTEND TO SUBMIT A QUOTE, YOU MUST: (1) Go to the Online Representations and Certifications Application (ORCA) and complete the Representations and Certifications. Offerors must access ORCA through the System for Award Management (SAM) at http:// www.sam.gov; and (2). Complete, and INCLUDE as part of your price quote.

(b) Tab 2 – Price Quote. The contractor shall submit the following documents as part of the Price Quote:

1. Contract Line Item Prices: Complete the table on page 2, section (v) of the Combined Synopsis/Solicitation for Commercial Items.

• Round numbers to whole numbers only (no decimals)

• ODC line items are not to be changed

• Provide a monthly price and total yearly price for service line items (inclusive of all qualified personnel/labor, ODC items, other items, and non-personal services necessary to perform all services in strict compliance with the PWS.

• Provide the Grand total for all years to include the ODC line items.

{LEFT BLANK INTENTIONALLY – SEE NEXT PAGE}

http://www.sam.gov/

2. Price Breakdown & Methodology: Complete the table below with an exhaustive list of all labor categories to be used in the performance of the contract. Provide all labor hours, fully burdened hourly rates, and the total price for that labor category for each year. See PWS section 5.1. and PWS section 14. This information will help the Government understand your price methodology.

ITEM DESCRIPTION BASE (8 MONTHS) OPTION 1 (1 YEAR) OPTION 2 (1 YEAR) OPTION 3 (1 YEAR) OPTION 4 (1 YEAR) SERVICE FTE Unit Hours Hourly Total Price Hourly Total Price Hourly Total Price Hourly Total Price Hourly Total Price

Project Manager $____ Each ______ $____ $__________ $____ $________ $___ $__________ $____ $__________ $____ $__________ Assistant Project Manager $____ Each ______ $____ $__________ $____ $________ $____ $__________ $____ $__________ $____ $__________ Quality Control Manager/Proofreader $____ Each ______ $____ $__________ $____ $_________ $____ $__________ $____ $__________ $____ $__________ Desktop Publisher $____ Each ______ $____ $__________ $____ $_________ $____ $__________ $____ $__________ $____ $__________ Senior Graphic Designer/Illustrator $____ Each ______ $____ $__________ $____ $_________ $____ $__________ $____ $__________ $____ $__________ Graphic Designer/Illustrator $____ Each ______ $____ $__________ $____ $_________ $____ $__________ $____ $__________ $____ $__________ Customer Service Window Graphic Designer/Illustrator $____ Each ______ $____ $__________ $____ $_________ $____ $__________ $____ $__________ $____ $__________ Photographer $____ Each ______ $____ $__________ $____ $_________ $____ $__________ $____ $__________ $____ $__________ Videographer $____ Each ______ $____ $__________ $____ $_________ $____ $__________ $____ $__________ $____ $__________ Audio-Visual Meeting Planner $____ Each ______ $____ $__________ $____ $_________ $____ $__________ $____ $__________ $____ $__________ Administrative Support $____ Each ______ $____ $__________ $____ $_________ $____ $__________ $____ $__________ $____ $__________ Add if needed Service Subtotal $____________ $____________ $____________ $____________ $____________

OTHER

ODCs DO NOT CHANGE THESE AMOUNTS >>>>>>>>>>>>>>> $20,000.00 $20,600.00 $21,218.00 $21,854.54 $22,510.18 Yearly Totals $__________ $__________ $__________ $__________ $__________

CUMMULATIVE TOTAL $__________________

• Round numbers to whole numbers only (no decimals)

• Hourly rates must be fully burdened

• The labor categories within are suggested

• Labor categories and hours must match the ones in the technical submission

• Fully burdened hourly rates must include profit, G&A, fringe, overhead, local office expenses, and all other items and services needed

(5) Replace paragraph (c) entitled “Period of acceptance of offers” with the following instruction:

(c) Period of acceptance of offers. The Quoter agrees to hold the prices in its offer firm for 90 days from the date specified for receipt of offers.

(6) Replace paragraph (e) entitled “Multiple offers” with the following instructions:

(e) Single offers. Quoter shall submit only one offer presenting the terms and conditions or commercial items for satisfying the requirements of this solicitation.

(End of Addendum)