NIEHS21900002_-_Government's_Responses_to_Industry_Questions.pdf

NIEHS21900002 - Government's Responses to Industry Questions

000001

.No. Questions Answers

Is work that is requested to be performed outside of the regular business hours reimbursable? Is it billed as an ODC?

We anticipate the need for a photographer or videographer to cover events outside of regular business hours, up to five times per year. This work falls under the standard labor category, and it is the contractor’s responsibility to ensure none of their employees work over 40 hours per week.

For items produced in-house that are listed under ODC's, do we generate a separate invoice for those items, or do we create a report listing those items with costs and include it with the regular invoice in support of the ODC line item amount charged for a particular month?

A list of in-house items charged under ODC can be added as an attachment along with the contractor’s monthly invoice.

Related to ADDENDUM TO FAR CLAUSE 52.212-1 INSTRUCTIONS

TO OFFERORS--COMMERCIAL ITEMS page 6 of 6. The technical proposal requires poster printing on both fabric and paper however there is only one line item for poster printing. Since the rate must represent the maximum unit price to be charged, should that line item reflect the more expensive option of fabric?

Please see amended line items splitting the lines to account for fabric and paper.

Related to ADDENDUM TO FAR CLAUSE 52.212-1 INSTRUCTIONS

TO OFFERORS--COMMERCIAL ITEMS page 6 of 6. It is stated "provide only fixed unit prices for each item below" and "the rates must represent the maximum unit prices to be used" for those items on the contract. The pricing list items Printing and Binding, Stock Photo

Purchases, Displays Banners, and Equipment rental show the Unit as Lot.

What specifications should we use to generate the Lot price?

Historical data has been provided along with the solicitation to assist in estimating costs for these items, and costs will be reimbursed by the government.

PWS 3.0 states “The Contractor shall provide all qualified personnel, labor, other items and non-personal services necessary…”. Will the

Government please provide a more detailed description of what is meant by

“other items”?

The term “other items” has been replaced with products (see Attachment III

– ODC List.

Attachment IV - Historical Data Spreadsheet: Will the government please specify the type of equipment rented in support of this contract under the

Other category? For example, was it printing equipment, displays, etc.…?

Equipment rental generally includes supplemental items for photography and videography, such as scrims for stages, sound equipment, projection screens, and lighting.

Historically, has voiceover recording been needed for videos? (PWS 4.12) Occasionally. Historically, this has been handled by a subcontractor on the

Multimedia contract, or a government employee with experience in the field.

This work will be billed under the Special Projects line on the contract.

Historically, how many TV news programs were recorded? What type of recording was done? How many should we estimate? (PWS 4.12.6)

This work consists of creating a recording of a televised broadcast for

NIEHS’s record, if, for example, when an NIEHS scientist is interviewed on a nightly news program. Historically, this was done by recording onto videotape, but now a digital copy is typically sufficient. There is a call to make such recordings 2 times a year, at most.

By TV, is NIEHS referring to broadcast and/or digital platforms? Does this requirement include media placement? (PWS 4.12.6)

See answer above – these are recordings of broadcast television.

Are workorders submitted to the Contractor solely via the Customer

Service Window or are telephone/email and other methods of requesting multimedia services permitted? (PWS 4.15.1)

Workorder requests can be submitted via phone call, email, or face-to-face, at the customer service window and elsewhere. The contractor is responsible for creating a workorder in their reporting system from this request, in consultation with the contract COR.

How is the current Workorder Reporting System used to ensure and document Client approval for printing, proofs, documents, etc. Will the government explain the process?

In the current ticketing and approval system, tickets are established and maintained by the contractor based on their direct correspondence with the client and contract COR, and the contractor provides weekly summaries to the COR of all ticketed requests, workorder summaries and notes, and associated costs using data from that system.

What DBMS and/or workorder reporting system does the Government use today? (PWS 4.15.1)

The Contractor is currently using Filemaker to record and report on workorders. Weekly and Monthly reports are generated from that system by the contractor and sent to the COR.

What Direct Electronic Communication and File Transfer System is used today? (PWS 4.15.2 and 4.15.3)

This is currently, typically handled using a combination of Microsoft Outlook

(NIEHS email communications) and NIEHS’s secure file transfer system

(Accellion Kiteworks)

Does the Government use SharePoint or some other knowledge management system to support NIEHS multimedia services? (PWS 7.2)

No

Is the Extensis Portfolio electronic database used to file photos the same system used to file audio and video files? (PWS 4.11.7)

Currently, only photos are stored in Extensis Portfolio. Audio and video clips are housed on a network drive

Upon contract award, will the Government provide access to the archive of existing multi-media files and the current electronic filing system to include videos, graphics, audio recordings, documents, and photos to ensure maximum reuse of existing products? (PWS 4.11.7, 4.12.9, 4.13.5, and

4.15.3)

Yes

During the site visit, incumbent employees other than the Customer Service

Window Operator were on site at NIEHS. Please clarify if personnel are expected to work from the contractor facility? If so, how often are they expected to be onsite at NIEHS? (PWS 7.1 and 8.1)

As outlined in PWS 4.2, the Customer Service window requires a minimum of one designer present in the booth during business hours. The space serves as a drop off and pick up point for work, as well as a small studio space for the photographer and videographer. Due to the limited space available in this area, it is required that the contractor provide workspace in their own facility for all employees on their contract with the exception of the one or two employees stationed at the Customer Service window.

What is the government’s preferred 508 compliance training curriculum? The government’s requirement is that the contractor meet federal Section 508

Compliance regulations, as outlined in the provided links in PWS 9.0. We do not require or endorse a specific curriculum for training of employees.

(PWS 9.0) PWS 17.1 Phase-In, Basis for Award – Evaluation, and

Addendum Instructions (4) 1.(a) all reference the “15-day transition plan” and “15-day phase-in plan.” Is this 15 calendar days or 15 workdays?

This is 15 calendar days

Addendum – Instructions to Offerors (4).1.(a) Tab 1 – Technical Approach, the third bullet states “Provide a detailed narrative describing your familiarity with, and understanding of, federal mandates to communicate health, medical, and research advances...” We have not seen any federal mandates of this type on CBO and request clarification on which mandates are of interest to NIEHS.

In past experience working in health and science communications

(particularly any federal health and science communications experience), and the contractor’s knowledge of the field. If the Contractor has no familiarity with, and no understanding of, federal mandates to communicate health, medical, and research advances then please state that in your response.

Addendum – Instructions to Offerors 4.1.(c) Tab 3 – Staffing Plan &

Technical Expertise, the first bullet references a schedule and best alternative schedule. How do we prepare a schedule of work and delivery items by contract year when we don’t know the average staff workload?

For example, how many graphic design workorders per month and what was their average turnaround time? This information will help us formulate an annual schedule of completion as requested in the instructions. The historical workload data (Attachment IV in PWS) is a breakdown of items and products, it is not the service level of effort required by project staff.

We’re interested in seeing a general outline of schedules for various types of projects here, i.e.. what are the steps involved, and timeframe, for producing a scientific poster?

One Administrative Support position is listed in the Contractor Personnel

(PWS 5.1) – please clarify the responsibilities for this role.

It is up to the contractor to propose the labor categories they deem necessary to perform the tasks. The suggested categories in the table are suggested and the Government has provided information on key personnel. The person in this role under the current contract may be akin to an “Office Manager” – The person may handle budgeting and some of the invoicing work, answers phones, handles day-to-day operations for the contractor’s office. The roles listed in 5.1 are a suggested outline based on historical precedence, and not a requirement.

PWS, 4.0 Services lists multimedia services which also fall under NAICS

Code 512191, Teleproduction & Other Post-Production. As this is an area of emerging technologies and innovation – particularly in consideration of

4.12. Video Production and Editing Services and 4.13. Audio Production and Editing Services – the Government could benefit from the technical capabilities and services of small businesses under this additional NAICS

Code. Would the Government consider receiving synopsis/solicitation responses from small businesses which qualify under 512191 --

Teleproduction & Other Post-Production in addition to or as an alternative to 541430 -- Graphic Design Services?

A procurement is usually classified according to the component which accounts for the greatest percentage of contract value. Graphic design represents 50% of this requirement. NAICS code 541430, " Graphic Design

Services " with a size standard of $7.5M. This industry comprises establishments primarily engaged in planning, designing, and managing the production of visual communication in order to convey specific messages or concepts, clarify complex information, or project visual identities. The testing may occur in a laboratory or on-site. Illustrative Examples:

• Commercial art studios

• Independent commercial or graphic artists

• Corporate identification (i.e., logo) design services

• Medical art or illustration services

• Graphic design consulting services

Cross-References —

• Establishments primarily engaged in creating and/or placing public display advertising material are classified in Industry NAICS 541850, Outdoor

Advertising; and

• Independent artists primarily engaged in creating and selling visual artwork for noncommercial use and independent cartoonists are classified in Industry

NAICS 711510, Independent Artists, Writers, and Performers.

This NAICS code is determined to be the most appropriate.

Does the government have a workorder electronic system that must be used? If not, could the government please elaborate on what has worked and what has not?

This is covered in answers 11 and 12.

What systems have worked well for the government with regards to the File

Transfer and Electronic Filing?

This is covered in answer 13.

What is an example of verifiable documentation of access to local facilities within 20 miles of the NIEHS main sit?

Referencing the requirement 4.1.(e) on the “Instructions” document, that bullet (i.e., Proof of access to local facilities within 20 miles of the NIEHS main site that will be used in the performance of this contract) has been deleted.

Can the government reduce the resume requirements for the key personnel? Due to the challenging nature of the work provided, NIEHS must ensure the contractor’s Key Personnel are highly qualified in their fields.

In document ‘Attachment_IV_-_Historical_Data.xlsx’ it is noted that printing and binding are historically subcontracted. In document

‘PWS_and_Attachments_I_-_IV.pdf’ under section 4.9, printing and binding requirements appear. Should the cost for printing and binding, as well as the work, now be figured into our proposal?

PWS section 4.9 describes a requirement for printing and binding. The

Contractor shall ensure that this task is performed satisfactorily and completely. It is up to the contractor to either perform this inhouse or subcontract that work, unless the need to subcontract that work is determined to be necessary by the COR. It is up to the Contractor to determine who performs this task (inclusive of running back and forth to the print shop to pick up and drop off, delivering to the client, operating the in-house poster printer, etc.). The historical data for printing and binding is only for the subcontracted work.

In document ‘PWS_and_Attachments_I_-_IV.pdf — 7.1. Facility: The

Government will provide the space and internet access for the customer service window on the NIEH campus. NIEHS may, at is discretion, choose to move the customer service window to other rooms at its facility, or choose to discontinue the customer service window altogether. Does this mean this position/work may also be eliminated during the course of the contract?

We anticipate the work and the position continuing, just at a different location. Although highly unlikely, if the window did close and an alternate space was not provided at NIEHS, this position would move to the contractor’s offsite facility.

Please confirm that on the first page of the combined synopsis/solicitation document that under the description (iv) is incorrect when it says "no set-aside applicable". Please confirm that the set-aside is total Small business.

Please see amendment. A total small business set-aside is applicable to this procurement

While we understand the Government’s need to have an office within 20 miles of the Research Triangle, Industry recommends that some of the graphic design work could be done remotely to keep costs down. Would the Government be open to this solution?

To ensure the satisfaction of our staff, and for the convenience of the government, NIEHS requires graphic designers be available to meet in-person to discuss requirements and review work, sometimes on short notice, therefore we request that all design staff be located within 20 miles of our campus.