Amendment3.pdf

(x)

NIHES2008031

x x copies 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 ACKNOWLEDGEMENT TO BE RECEIVED AT

THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE 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 date specified.

x

ADM-NIEHS

Bethesda MD 20892-7511

Health Sciences

National Institute of Environmental

National Institutes of Health

NC 27709

Research Triangle Park

IO-NIEHS

P.O. Box 12874

Office of Acquisitions Branch C, OM

Health Sciences

National Institute of Environmental

02/14/2008000003

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.is extended, Items 8 and 15, and returning

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

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 11)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

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

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

02/12/2008

CHECK ONE

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

E. IMPORTANT: Contractor is not, is required to sign this document and return __________________ copies to the issuing office.

ORDER NO. IN ITEM 10A.

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

Solicitation No. NIEHS2008031 is amended to: (a) provide all potential offerors with information regarding the preproposal conference proceedings and a list of attendees; (b) revise the SF1449 Addendum; (c)revise the clause at FAR 52.216-1 Type of Contract (APR 1984);(d) update the list of Government Furnished

Property; and (e) extend the date and time specified for receipt of proposals.

(a) The proceedings of the preproposal conference held at the NIEHS on February 22, 2008 are hereby provided as Attachment 1 and incorporated in full in this paragraph as part of the Amendment. Questions presented prior to the February 20, 2008 date specified in the solicitation and questions raised at the conference are included as part of the proceedings, with responses, for the benefit of all potential offerors

Continued ...

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

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

(Signature of person authorized to sign) (Signature of Contracting Officer)

JAMES E. PATTERSON

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA

FAR (48 CFR) 53.243

NSN 7540-01-152-8070

Previous edition unusable

Except as 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.

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 2

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

NIHES2008031/000003

(b) The SF1449 addendum is hereby revised, provided as Attachment 2 and incorporated in full in this paragraph as part of the Amendment.

(c) The clause at FAR 52.216-1 Type of Contract

(APR 1984) on RFP page 33 of 53 is hereby revised, provided as Attachment 3 and incorporated in full in this paragraph as part of the Amendment.

(d) Addendum 1 to Attachment 2.d of the RFP is is hereby updated, provided as Attachment 4 and incorporated in full in this paragraph as part of the Amendment.

(e) The date and time specified for receipt of proposals is hereby changed from March 10, 2008 to 2008 to March 31, 2008.

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

Multi-Media Services Amendment 3

RFPNIEHS2008031

Attachment 1

Description of Events:

A pre-proposal conference was held on Friday, February 22, 2008, at 10:00 a.m.

EST at Nottingham Hall 4505 Emperor Blvd, Durham, NC 27703, 2ND Floor, Room 204. Fourteen persons, including Contracting Specialist James E. Bryant, Jr,; Project Officer, Lou Rozier; and OCPL Director Christine Bruske-Flowers attended

The list of other attendees and the organizations represented are as follows:

Attendee Name

Organization Represented

Richard Williams

Media Fusion

Tim McElyea

Media Fusion

Carla Davenport

Image Associates

Dave Green

Image Associates

Gregg Cowan

DocuSource

Kathy Murchison

DocuSource

Bob Brandt

Robert Brandt and Asssociates

Marvin Jackson

Crewstone Tech

Sally Johns

Designs

Marvin Johns

Designs

Dale Seal

K-Mar Industries

The Contract Specialist informed those present that the solicitation was a Request for Proposals. The Contract Specialist then reminded all attendees to pay special attentions to the Instruction to Offerors and the evaluation factors.

Multi-Media Services Amendment 1

NIEHS2008031

Attendees were also provided a web address to obtain information related to compliance with current NIH Section 508 accessibility.

Attendees were advised that remarks and explanations at the conference shall not qualify the terms and conditions of the solicitations and the terms of the solicitations and specifications remain unchanged unless the solicitation is amended in writing. All attendees were allowed to ask questions related to

RFPNIEHS2008031

The preproposal conference, concluded at 11:55 a.m. EST.

Questions submitted prior to the conference and questions asked at the pre-proposal conference provided are listed below: A response follows each of the questions.

1. Question - Is there an incumbent contractor for these services?

Response - Yes.

2. Question - Is there a previous contract number for this incumbent?

Response - The previous contract number is 273-02-C-1026

3. Question - Is this intended to be a FFP, IDIQ, BPA contract?

Response – No, Please see Attachment 3 of Amendment No. 3.

4. Question - Are audio recording services to be performed on location or in a studio?

Response - On location

5. Question - Are video recording services to be performed on location or in a studio?

Response - On location

6. Question - Is there any audio or video recording equipment provided by the government?

Response - Please see Attachment 4 of Amendment No. 3.

7. Question - What video formats are required?

Response - Please refer to item II.B.6.a of Attachment 2.d.

8. Question - What editing formats are required?

9. Question - If an edit suite is required, will it be required on-site?

Response - No.

10. Question - What is a video assistant’s job description?

Response - The services being acquired are considered commercial consistent with Federal Acquisition Regulation (FAR) 2.101.

11. Question - Are audio recording requirements separate from video, and if so what format is required for delivery?

Response - On occasion, audio only recording may be required in MP3, DVD and CD formats.

12. Question - Are all seven key personnel full-time positions, required to be on-site?

Response - Please refer to Attachment 1 of Amendment No. 2.

13. Question - Please provide a job description for the seven key personnel on-site full time.

a. Project Manager

b. Assistant Project Manager

c. Photographer

d. Audio Video Producer

e. Artist/Illustrator

f. Senior Graphic Designer

g. Medical Illustrator

Response - The services being acquired are considered commercial consistent with FAR 2.101.

14. Question - In addition to the above please provide the following in reference to the “On-Site Customer Service Window” person:

a. Is this a clerical position?

b. Or dose this person need to be more like an “Assistant

Project Manager”?

Response - Please refer to item II.B.1.a of Attachment 2.d

15. Question - Please define consultation services:

a. Video production planning?

b. Project management?

c. Some other type of consultation?

Response - Consultation is used in this solicitation with its plain and ordinary meaning.

16. Question - Which of these positions are required to be on-site for the hours indicated?

a. Consultation Services?

b. Graphics - General Services?

c. Graphics – Illustration?

d. Photography?

Response - Please refer to Attachment 1 of Amendment No. 2.

17. Question - For the positions are required to be on-site, will the government provide office and/or production space and furniture?

Response - Please refer to Attachment 1 of Amendment No. 2 and item II.B.1.a of Attachment 2.d.

18. Question - What is the required final edited Video Format for delivery to

NIEH?

19. Question - Do the terms CD-ROM Master and CD-ROM Duplication refer to:

a. Storage for still photography images?

b. Video output?

c. Other use?

Response - These terms refer to storage of photographic images and graphic design products.

20. Question - Does “DVD-Master” refer to an “Authored” DVD, with titles, and chapters?

Response - Please refer to block no. 20 of the Standard Form 1449

21. Question - Are DVD-Duplications required to play on all types of systems, such as older and newer computers, older and newer DVD players?

a. Note that older DVD players and computers require a “Replicated” DVD rather than a “Duplicated” DVD. The difference being a “Replicated” DVD is produced from a “Glass Master”.

Response - In the past, DVD duplication has adequately met the requirement.

22. Question - What is meant by “Audio-Images” in the line for “Not-to-exceed

Line Item” 1 Lot NTE $50,000.00?

Response - This line should read, “Purchase of Images, Rental of Audio/video production equipment and Travel, not to exceed $50,000.”

Please refer to Attachment 2 of Amendment No. 3.

23. Question - Can you explain the term “Rapid Request Fee”?

Response - Please refer to item II.D.b of Attachment 2.d..

24. Question - The monetary wages in the proposal, are they just samples or the suggested salaries?

Response - Please refer to FAR 52.222-42 Statement of Equivalent Rates for Federal Hires (MAY 1989).

25. Question - Does the contractor pay for the IT Systems Security training?

Response - No.

26. Question - The technical proposal is limited to 25 pages. Is the business proposal also limited?

27. Question - Is there a current template for generating work orders?

Response - Please refer to the following: Item 25 of the RFP, items I.A.10 and II.3 of Attachment 2.d

28. Question - Is there an existing system the NIEHS has used for central tracking of multi-media funds?

29. Question - Shouldn’t key personnel be listed on the supplies and services price list as full time employees with benefits?

Response - Please refer to FAR 52.212-1 Instructions to Offerors- Commercial Items (NOV 2007).

30. Question - Should all prices for key personnel reflect the benefits outlined in the RFP?

Response - Please refer to FAR 52.222-41 Service Contract Act of 1965

(NOV 2007).

31. Question - For pricing of black and white and color laser prints are all prints assumed to be single-sided on 20# bond?

Response - Yes

32. Question - In the pricing section you have DisplayMaker Poster Print which refers specifically to the Colorspan Lasermaster DisplayMaker Printers. Our printers actually print at a much higher resolution. Is it OK to substitute a comparable poster printer?

Response - You can propose this. Please refer to Attachment 2 of Amendment No. 3.

33. Question - What minimum resolution do you require for color posters?

Response - 300 dpi.

34. Question - In the pricing section, is it possible to get the pricing grid in excel format to make it easier to enter the data in electronic form?

35 Question - In the pricing section under Large Quantity 4-Color Printing and Binding, all multiple paged items are listed in terms of pages. Does that mean that:

36. Question - For saddle stitched items 2 pg. refers to 2 signatures (2 sheets of paper folded and stitched) and Response - The saddle stitch item does not indicate a fold.

37. Question - For perfect bound books 100 pg. refers to 100 sheets of paper

(200 pages printed front and back on 100 sheets of paper) or is it 100 printed pages on 50 sheets of paper?

Response - 100 sheets of paper printed on front and back

38. Question - In the pricing section, can you explain “Operation of the On-site Customer Service Window”?

Response - Please refer to item II.B.1.a of Attachment 2.d

39. Question - In the SF 1449 Addendum the pricing grid on pages 1&2 seems to repeat itself on pages 3&4, 5&6, 7&8 and 9&10. Is that intentional? I see no differences in items or quantities.

Response - Please refer to RFP item nos. 7.f. and 25.6.

40. Question - Are you willing to separate the production (manufacturing of print and posters) from the consultation and design services?

41. Question - Can we bid on just the manufacturing portion of this contract without bidding on the consultation and design portions?

42. Question - Is it possible to get the full text of 352-270-4 (Pricing of Adjustments) (Jan. 2001)?

Response - The full text of HHSAR 352.270-4 pricing of Adjustments (Jan 2001) is as follows: Pricing of Adjustments (Jan. 2001) When costs are a factor in determination of a contract price adjustment pursuant to the "Changes" clause or any provision of this contract, such costs shall be determined in accordance with the applicable cost principles and procedures set forth below:

Principles Types of organizations

(a) Subpart 31.2 of the Federal Commercial.

Acquisition Regulation.

(b) Subpart 31.3 of the Federal Educational.

Acquisition Regulation.

(c) Subpart 31.6 of the Federal State, local, and federally Acquisition Regulation. recognized Indian tribal governments.

(d) 45 CFR Part 74 Appendix E............Hospitals (performing research and development contracts only.

(e) Subpart 31.7 of the Federal Other nonprofit Acquisition Regulation. institutions.

(End of clause)

43. Question - If you compare the Estimated Annual Quantities on the Price

List to the Number of Requests under Estimated Yearly Volume on page 14 of 19, the number of requests exceeds the quantities. Please explain or give average quantity per request.

Response - All requests do not result in the production of a product, although most do. Please use the quantities on the price list for preparing your proposal.

44. Question - What was the total annual spend on this project for 2005, 2006 and 2007?

Response - The average contract value for 2005, 2006 and 2007 was $1.23M.

45. Question - Since it is a five year contract, can a vendor pass along manufacturer’s price increases if those increases exceed 5% within a six month period?

Response - Please refer to RFP item nos. 7.f.0 and 25.6.

46. Is there an incumbent contractor for these services, if so who?

Response -Yes, Image Associates, Inc.

47. Question - What is the current annual contract value?

Response - The current annual contract value is $529,030.40

48. Question - Will there be a phase in period for this contract?

Response – No phase in period has been specified.

49. Question - Since there is television production and editing performed under this contract will the NIEHS consider changing the NAICS code to 512191, Teleproduction and Other Postproduction Services, size standard of $27 mil, to allow for increased competition?

Response - Please refer to block 10 of the Standard Form 1449.

50. Question - Paragraph II Specific Instructions and Tasks, A. Instructions,

1. Work Location states that services shall primarily performed at the contractor’s own premises. Please clarify if a contractor must have a facility located within the local NIH area in order to provide the requested services listed in the Requirements Document?

Response - Please refer to FAR 52.212-1 Instructions to Offerors - Commercial Items (NOV 2007) and item no. 25 of the RFP

51. Question - Attachment 2.d, Section II, Specific Instructions and Tasks, paragraph B. TASKS, a. On-Site Customer Service Window. Will NIH clarify if this is where customers request work and not where the contractor can perform the work?

Response - Please refer to item nos. II.A.1 and II.B.a of Attachment 2.d and Attachment 1 of Amendment no. 2.

52. Question - Since government provided equipment listed in addendum 1 is mostly made up of computers, is it the understanding that the contractor is to provide the equipment necessary to produce the products listed in the solicitation, i.e, large format printers, laminators…?

Response - Please refer to item no. I of Attachment 2.d.

53. Question - Paragraph 29 Specific Proposal Information mentions a

Business Proposal as well as a Technical Proposal, but there are no instructions to what information is required for either proposal? The instructions for proposal requirements are not very well defined, will the NIH please clarify? For example what is required in the Technical Proposal, what is required in the Business Proposal, what is required in the Price Proposal?

Commercial Items (NOV 2007) RFP item nos. 24, 25, 28 and 29.

54. Question - The RFP letter dated 12 Feb 08, states that offeror’s shall submit one original and six copies of the Technical Proposal and one original and three copies of the Business Proposal, but does not reference the Price Proposal, how many copies are required?

Response - Please include the price proposal in the business proposal

55. Question - Does the government want the Supplies and Services Price

List included as part of the proposal, or is this something needed after contract award?

Commercial Items (NOV 2007)

56. Question - If price list is required at time of proposal submission, will the

NIH be able to tell us what percentage of white and color is required for each poster size as well as the 2 sided bleed requirements as this directly affects cost?

Response - That information is not possible to determine in advance.

Each order will vary.

57. Question - What type of meeting equipment will be required in the Rental

Packages, how are we supposed to price this?

Response - This will vary based on the venue, but typical requirements are enumerated on SF 1449 Addendum.

58. Question - Paragraph 28, Proposal Restrictions states the page count does not include resumes to be submitted. What resume’s are required to be included in the proposal?

Response - Please refer to item 25 of the RFP.

59. Question - Are all personnel are considered key personnel as would be indicated by paragraph 9, and key personnel are required to be based on site at NIEHS, where will these personnel perform their work and how much space is allocated to them? Will there be enough space for all the required equipment needed by the contractor?

Response - Please refer to Attachment 1 of Amendment no. 2.

60. Question - Paragraph 9, Key Personnel states that key personnel will be assigned at time of contract award, however, paragraph 25, Evaluation Factors 3) Key Personnel states that qualifications evaluation will be based on complete resumes and supporting documentation? Please clarify, what the requirement is?

Response - Please refer to RFP item no. 24

61. Question - Are there any restrictions on what type or quantity of work can be performed?

Response - Please refer to item no. II.A.2 of Attachment 2.d.

62. Question - Are they hours estimated in the Supplies and Services Price

List representative of the products produced? For example, printing and binding shows 2,000 hours do these hours cover the products produced, or should this be separately priced? The pricing is very confusing, please clarify?

63. Question - Item 9- HHSAR 352.270-5 Key Personnel, p 14 Para: 2

Key personnel (all) are required to work on NIEHS site? Year round? Not just to come onsite as needed for project execution? Attachment E, page

2. Page 4 of the Requirements section II, A. Item 1. indicates contractor works at its own premise. Does Key Personnel section have to be completed as part of the Technical Proposal or only as it says, at time of award.

Response - Please refer to Attachment 1 of Amendment No. 2.

64. Question -By reference, does the term Business Proposal have the same function as the Cost Proposal?

Response - RFP NIEHS2008031 does not make a reference to cost proposal.

65. Question -Supplies and Services, Price List, Products by Number of Items, pages 1-12, seem to be 2 basic lists repeated several times. Can you confirm the actual price list information to be executed? Is this section the Business (Cost) Proposal, i.e. would the Business proposal be complete by executing the bidders costs on each item of these sheets?

Does this Products list correspond to item C. Estimated Yearly Volume (p.

14 ) of the Performance Work Statement Response - See Block 20 of SF 1449. All requests do not result in the production of a product, although most do. Please use the quantities on the price list for preparing your proposal.

66. Question -What will be the policy for bidder to use subcontractors for specialty work such as wide format color output, CD DVD production/duplication, Photography, etc? How should bidder present and include proposed subcontractors in the proposal? Does the bid require the contractor to have in-house wide format (60”) color output or can he submit an established relationship with a subcontractor.

Response - Please refer to FAR 52.212-1 Instructions to Offerors – Commercial Items (NOV 2007). Also please refer to FAR 52.219-14 Limitations on Subcontracting (DEC 1996).

67. Question - 3-day turnaround. Does that just apply to simple graphics projects?

Response - Please refer to Attachment 2.d item II.D.

68. Question - How much time do you anticipate we'll have to complete an extensive medical writing project?

Response - Please refer to Attachment 2.d item II.D.

69. Question - A project that requires extensive medical illustration?

Response - Please refer to Attachment 2.d item II.D.

70. Question - Do we have to have more than one person at your facility if our sub is just minutes away?

Response - Please refer to Attachment 1 of Amendment no. 2

71. Question -The RFP has apparently conflicting directions regarding the place of performance. Page 4, Part II, A.1 of Attachment 2.d states “WORK LOCATION: Services shall primarily be performed at the Contractor’s own Premises.” Page 14 of the Contract Clauses, Section 9, Key Personnel states “The contractor’s Key Personnel in support of this contract shall be based on-site at NIEHS…” Other than the customer service window, will there be space available at the NIEHS for our staff?

Will you clarify?

Response - Part II, A.1 of Attachment 2.d is correct – services shall primarily be performed at the Contractor’s own premises. At the present time, there is not available space to house any personnel on-site other than the customer service window.

72. Question -Attachment 2.d page 19 lists GFE. No software is listed. Is software included such as the OS and creative software? Can you provide the CPU, Memory and HD for the GFE? Do the cameras include any camera support? Is any external audio or live video mixing capability included?

Response – Please see Attachment 4 of Amendment No. 3. The term “camera support” is unclear. There is no live video mixing capability.

73. Question - Bid Forms: The Bid Forms list a variety of services including

“Video Shoot.” These are listed as Half or Full Day, 1 or 2 Camera. Do you want this edited live or post? What is the deliverable? Is the location lighting sufficient? Please describe the sound system so we can determine sound requirements? i.e. multiple mikes, patch to existing system such as mixer board, etc… Is this subject to 508?

Response - Any editing would be done post. The deliverable would ordinarily be digital video (DVD). See block 20 of SF 1449. NIEHS does not have a mixing board. All video, audio and print products must meet the most up-to-date standards for Section 508 compliance. Please refer to www.hhs.gov/web for current information Section 508 compliance.

74. Question -Bid Forms: Please outline the requirements of the “Meeting

Equip. Rental Pkg.”

Response - This will vary based on the venue, but typical requirements are enumerated on SF 1449 Addendum. Please refer to Attachment 2 of Amendment No. 3.

75. Question -Bid Forms: There are several items of large quantity printed items such as “2500 2-sided, bleed, 8.5x11” tri-fold. Do you expect these items to be offset printed or is a digital print acceptable?

Response - In the past, large quantities have been done by offset printing. Both methods could be acceptable.

76. Question -Offset Printing. It appears the printed items on the bid forms at the quantity levels stated would fall under GPO guidelines if offset. Can you provide guidance in this matter?

Response - Some may, but most do not.

77. Question -Bid Forms: Can you describe the expected paper for

“DisplayMaker Poster” and “Epson Inkjet Prints?” i.e. photo, glossy, canvas, etc.

Response - Paper appropriate to the task and printer. Also please refer to Item2.E of Attachment 2.d.

78. Question -Bid Forms: Can you describe the requirement for “Poster

Framing?” Is this metal, wood or plastic? Is glass or plexi required?

Response -This will vary based on the individual requestor’s need. Also http://www.hhs.gov/web please refer to Item 2.E of Attachment 2.d.

79. Question - Bid Forms: The bid form lists 21,517 color laser prints. Is it reasonable to assume that this requirement is distributed throughout the year proportionally?

Response - No. As stated at the pre-solicitation meeting, there are peak periods during the year, with higher demand in spring and fall seasons.

80. Question -Attachment 2.d estimates 28,500 laser requests, yet the bid form has 23,992 laser prints. Does the 28,500 estimate represent the prints or individual customer requests?

This misalignment of requests to the bid form exists with regard to other areas such as scanning, and photo prints. On this same page there is 2000 hours for Printing and Bindery yet 33,430 prints, mounts & lamination requests. Can you help quantify the number of individual customer request in the various areas and clarify this apparent discrepancy?

Response - All requests do not result in the production of a product,

81. Question -Bid Forms: Will you provide the bid forms and Offer documents in a more edit friendly format such as MS Word?

82. Question -The procurement was released on February 12. The bid conference and significant questions will not be answered until Feb. 22.

The Proposal is due one week later on February 29. Federal contracts of this size and scope generally have 4 weeks for preparation. Will you consider extending the due date to March 4 to allow at lease three full weeks for proposal development?

Response – Amendments to the solicitation will provide notify all potential offerors of extensions to the hour and date specified for receipt of proposals.

83. Question -Clauses, Page 9, d. a. - If awarded, will the contract value be based upon the total of the “Extended Price” column? Will price be evaluated on the total Extended Price of all years?

Response - Please refer to RFP item 24.

84. Question -It appears this contract has no set value or workload commitment and will be based upon issued task orders and direct hourly labor and deliverable materials. The RFP requires a dedicated and fully committed staff without a commitment of workload or consistent billing process. Reference Can you clarify this?

Response - Please refer to RFP item 7.d

85. Question -The RFP referenced Section 508. Our experience with 508 has been open to interpretation. This interpretation can change the requirement significantly. Is it your expectation that ALL electronic media (including PDF) should include captions and graphic descriptions? Can you provide a summary of the NIEHS expectations for 508?

Response - Please refer to www.hhs.gov.web.

86. Question -Page 14 of Attachment 2.d C.a provides a list of estimated hours and the total is significantly different that the total hours listed on the bid form. We understand that we must respond to the bid form but we request clarification so we may properly anticipate staffing requirements.

Can you clarify?

Response - All requests do not result in the production of a product,

87. Question -Page 12 of Attachment 2.d 6.c lists “Other Services.” These services do not directly map to the Bid Form. It can be presumed that services such as “pre-event site visit” and “Scheduling rehearsals” would be a part of the Video Shoot requirement. Can you clarify the “Other Services“ requirement and how they map to the bid form?

Response - Please use the estimated quantities on the SF1449 addendum to preparing your proposal.

88. Question -Page 10 of Attachment 2.d 5.b (2) states a 60” wide printing requirement. Page 11 5.c. (1) states a 60” mounting and laminating requirement. The bid forms have only a 48” wide requirement. Please clarify the requirement.

Response - Please refer to Description of Products list.

89. Question -Contract Clauses, Page 40, 12. Proposal Restrictions. Is Past

Performance to be included in the Business or Technical Proposal? Are Resumes to be included in the Business or Technical Proposal?

Response - Past performance information and resumes are to be submitted as part of the technical proposal.

90. The bid forms list poster printing, laminating, and mounting. Is it safe to presume that the laminating and mounting costs should NOT include printing?

91. The bid forms include various printed deliverables plus a separate labor line for printing & binding. Will you allow the labor cost to be built into the deliverables and this particular labor line to be $0?

92. Question -Page 5 of 53: #6g. Contract Terms and Conditions—

Commercial Items (g) Invoice.

Please clarify, is a separate invoice (one original and one electronic invoice) required for each order placed under this contract (i.e. one poster print ordered by one researcher) or may orders be combined and billed together; for example weekly or monthly?

Response - Please refer to RFP item no. 25 and item no. II.A.2 of Attachment 2.d.

93. Question -General Question on Invoices

If invoices are generated after each project there could be in some months, more than 400-500 invoices submitted. The time it will take in preparing, processing and tracking these invoices for payment would dramatically increase for most small businesses. Can a line item be added on the Supplies and Services list for administrative hours to handle the additional hours incurred for this additional labor expense?

94. Question -Page 5 of 53: #(i) Payment, (1) Items accepted.

Who/How is it determined that an item is accepted?

Response - Please refer to FAR 52.212-4 Contract Terms and Conditions

- Commercial Items (FEB 2007)

95. Question -Page 6 of 53: #2 Prompt payment

If each order is invoiced separately, will payments for each order be made separately or will invoices be combined into one payment?

96. Question -Page 8-9 of 53: #7b. Ordering a-c and Attachment 2.d Page 5 of 19 Task Orders:

It is not clear from this who qualifies as a “client” (any employee/staff/contractor at NIEHS?) Please clarify. This seems to indicate that all orders must be in writing from the client, please clarify.

Response - Please refer to item I.A of Attachment 2.d.

97. Question -Page 9 of 53: #7c Order Limitations (a) Minimum order

If a researcher has a consultation or other task that requires less than $50.00 of time, are we to charge a $50.00 minimum or decline the work?

Response - Please refer to FAR 52.212-19 Order Limitations (OCT 1995)

98. Question -Page 13 of 53: #9. Key Personnel

The government has required that these 7 positions be staffed during the period of the contract and may not be diverted to other programs/contracts however there is no line item or description in the schedule showing the mechanism for paying for these positions. Please clarify.

Response - Please refer to Attachment 1 of Amendment No. 2.

99. Question - Page 14 of 53: Key Personnel On-Site at NIEHS

There does not appear to be enough room in the current on site facilities for these positions and their associated equipment. Will there be additional space provided on site?

Response - Please refer to Attachment 1 of Amendment no. 2.

100. Question -Page 21 of 53: #14. Electronic & Information Technology

Standards Section 508 requires delivery of videos that include captioning; there is no line item for captioning. How should the cost of captioning be included in the pricing?

101. Question -Page 35 of 53: #251b.

How many hours are estimated for a medical illustrator? Does the medical illustrator position require certification?

Response – Please refer to Item II.C of Attachment 2.d. Also please refer to RFP item no. 25

102. Question -Addendum 1, Page 19 B. Government Provided Equipment 2.

Repairs Please clarify that the government will repair government equipment when repair costs exceed $100.00.

Response - Please refer to FAR 52.245-1 Government Property (June 2007)

103. Question -Will there be a budget allocated for the purchase of new equipment by the Government?

Response - Please refer to FAR 52.245-1 Government Property (June 2007)

104. Question -Page 5 of 19: # 4. Central Multi-Media Fund Tracking

There does not seem to be a line item for the costs associated with setting up and maintaining this system. Would this be charged as consulting or is there another mechanism involved?

Response - Please refer to RFP item no. 25

105. Question -Page 6 of 19: #1a. On-Site Customer Service Window

The opening times of the service window add up to 8 1/2 hours per day rather than the 8 hours stated. This does not allow the “one staff person” specified time for breaks or lunch. Please explain.

Response - Please refer to item no. II.B.1.a of Attachment No. 2.d and

106. Question -Page 7 of 19: #2h. Photography

There does not seem to be a line item for the costs associated with setting up and maintaining this library. Would this be charged as consulting?

Response - Please refer to RFP item no. 25 and FAR 52.212-1 Instructions to Offerors-Commercial Items (NOV 2007)

107. Question -Page 7 of 19: #Bi.

Please provide details on these images i.e. where are they stored, what format are they in, how will access to them be given?

Response – Please refer to FAR 52.212-1 Instructions to Offerors-

108. Question -Page 7-8 of 19: #3 Graphic Design Services - Maintain archive of images and designs Is this archive similar to the image library specified above or is this a separate function? There does not seem to be a line item for the costs associated with setting up and maintaining this archive. Would this be charged as consulting?

Response - Offeror to propose.

109. Question -Page 11 of 19: #b6. Scientific Posters

This appears to say that these errors must be replaced at no cost even if the approved proof contained them. Please clarify.

Response – Please refer to item II.E of Attachment 2.d. If the poster proof was approved by the requestor prior to printing, the contractor is not required to produce another corrected poster at no cost.

110. Question -Page 18 of 19: #F9. Personnel & Related Requirements.

AND Page 9 of 53, #7d,a:

This appears to state that the government is not guaranteeing the purchase of any amount of product or service as part of this contract even though between 10 and 12 staff are required to be on-site or dedicated solely to this contract, Please Clarify.

Response - Please refer to FAR 52.216-21 Requirements (Oct 1995)

111. Question -Would you clarify what encompasses ‘Separate Government

Acquisition Methods”?

- Within this group are there graphic designers at NIEHS, (not employees) which are on a fixed fee contract that are not required to work with Task Orders or CAN numbers when working on projects?

- And if so, can Clients, that would typically use this contract, be able to use other contract graphic designers at NIEHS without having to secure a task order or CAN number?

- In other words can any Client at NIEHS go to other contractors being paid to work on a specific contract within NIEHS to have projects created for free, if that contractor’s time permits?

- How does the Project Officer think this will affect the Multi-Media contract and please explain how this can be fair for the MM contract when work is not guaranteed?

Response - Please refer to FAR 52.216-21 Requirements (Oct 1995)

112. Question - Page 12 of 19: #5c CD & DVD Duplication and #6c.Video &

Audio Production:

Some items such as CD and DVD duplication require the use of subcontracts and some of these subcontracts are to be charged to the government at cost. Can an administrative fee or other service fee to cover the cost of managing these orders be added to the items, which are subcontracted and are required to be charged at cost?

Response - Please refer to FAR 52.212-1 Instructions to Offerors- Commercial Items (NOV 2007) ,RFP item no. 25, Attachment 2 of Amendment no. 2.

113. Question -Page 18 of 19: #F7. Working Hours:

Photography, video, audio, and meeting events may occur outside standard working hours: nights, weekend and holidays. There does not seem to be a line item covering the charges for work under this circumstance. Also their does not does not appear to be an allowance for overtime. Please clarify.

Commercial Items (NOV 2007) and RFP item no. 25

114. Question -Page 18 of 19: #G. Travel Reimbursement for Contractors

Can travel reimbursement be made to contractor staff outside of this contract?

Who will provide this proposal to the project officer the contractor or the “client”?

115. Question -Page 14 of 53: #9 States Key Personnel are on site at NIEHS

Page 4 of 19 of Attachment 2.d: II A.1 Work Location: States that services shall primarily be performed at contractor’s own premises.

Please Clarify.

Response -Please refer to Attachment 1 of Amendment no. 2.

116. Question -Pick-up and Delivery of Supplies and Services

This contract approach appears to be similar to corporate contracts small businesses may have. However it is a true business cost of doing business to charge a pick- up and delivery fee to cover cost of personnel along with wear and tear on an automobile. In addition, gasoline prices have climbed as high as $3.17 a gallon in 2007 up from $1.70 in 2003, five years ago. Would you consider adding a line item for this cost?

117. Question -Can the contractor charge Shipping and Handling Fees?

118. Question -Will CAN numbers be used in tracking work orders, invoices and reports?

Response - Please refer to Item II.A.3 of Attachment 2.d

119. Will all requestors require approval of price quotes from PI or supervisor?

Response - Please refer to Item II.A.2 of Attachment 2.d and

120. Question – What are the dimensions of area referred to as the On Site

Customer Service Window?

Response – The dimensions are 8’7” x 14’8” Approximately 130 sq. ft.

121. Question - What software applications will be provided with GFP?

Response - Please see Attachment 4 of Amendment No. 3

122. Question - Are the software versions current?

Response - Please see Attachment 4 of Amendment No. 3

123. Question - Can offerors provide more samples than specified at section

25 of the RFP?

Response - Please refer to FAR 52.212-1 Instructions to Offerors_Comercial Items (NOV 2007)

124. Question - Are CAT cards required?

Response – No. Passwords are required

125. Question - Historically how much travel will be required?

Response - Travel may be required once or twice per year.

RFP NIEHS2008031 Supplies and Services Price List

Amendment No. 3

Products by Number of Items Estimated Unit Unit Extended Description Qty Price Price B/W Laser Prints - 8.5x11 2475 Each Color Laser Prints - 8.5x11 21517 Each Color Laser Prints - 11x17 993 Each C-41 Film Process, 135-36 1 Each CD-ROM - Master 11 Each CD-ROM - Duplication 514 Each 10x12 Color Photo Print, 1st 31 Each 11x14 Color Photo Print, 1st 1 Each 11x14 Color Photo Print, Add'l 1 Each 4X6 Color Photo Print, 1st 73 Each 4X6 Color Photo Print, Add'l 56 Each 5X7 Color Photo Print, 1st 39 Each 8x10 Color Photo Print, 1st 28 Each 8x10 Color Photo Print, Add'l 14 Each 8x12 Color Photo Print, 1st 11 Each 8x12 Color Photo Print, Add'l 9 Each DisplayMaker Poster Print, 16x20" 9 Each DisplayMaker Poster Print, 20x24" 104 Each DisplayMaker Poster Print, 24x30" 173 Each DisplayMaker Poster Print, 24x36" 173 Each DisplayMaker Poster Print, 30x40" 17 Each DisplayMaker Poster Print, 36x48" 61 Each DisplayMaker Poster Print, 48x60" 433 Each DisplayMaker Poster Print, 48x72" 53 Each DisplayMaker Poster Print, 48x84" 23 Each DisplayMaker Poster Print, 48x96" 23 Each DisplayMaker Poster Print / Sq Ft 106 Each DVD - Master 37 Each DVD - Duplication 24 Each Epson Inkjet Prints, 12x18" 19 Each Epson Inkjet Prints, 8.5x11" 269 Each Meeting Equip. Rental Pkg1./Day 10 Each Meeting Equip. Rental Pkg2./Day 5 Each Poster Framing - Per Linear Foot 10 Each Laminating,16x20" - 3 mil Olam Satin 9 Each Laminating, 20x16" - 3 mil Olam Satin 112 Each Laminating, 24x30" - 3 mil Olam Satin 175 Each Laminating, 24x36" - 3 mil Olam Satin 153 Each Laminating, 30x40" - 3 mil Olam Satin 15 Each Laminating, 36x48" - 3 mil Olam Satin 61 Each Laminating, 48x60" - 3 mil Olam Satin 439 Each Laminating, 48x72" - 3 mil Olam Satin 52 Each Laminating, 48x84" - 3 mil Olam Satin 21 Each Laminating, 48x96" - 3 mil Olam Satin 20 Each Laminating / Sq Ft - 3 mil Olam Satin 208 Each Mounting on 11x14" - 1/4" Gator Board 203 Each Mounting on 16x20" - 1/4" Gator Board 45 Each Mounting on 20x24" - 1/4" Gator Board 95 Each Mounting on 24x30" - 1/4" Gator Board 142 Each Mounting on 24x36" - 1/4" Gator Board 163 Each Mounting on 30x40" - 1/4" Gator Board 9 Each Mounting on 48x60" - 1/4" Gator Board 1 Each Mounting on 48x72" - 1/4" Gator Board 2 Each Mounting on 48x96" - 1/4" Gator Board 1 Each Mounting / Sq Ft - 1/4" Gator Board 2 Each Overhead Transparency - 8.5x11" 36 Each Scanning - Prints / Negatives / Transparencies 1008 Each

1 of 12 Attachment 2

Amendment No. 3

Large Quantity 4-Color Printing and Binding Estimated Unit Unit Extended Description Orders Price Price 500 2-sided, bleed, 8.5x11" 3 Each 1000 2-sided, bleed, 8.5x11 3 Each 2500 2-sided, bleed, 8.5x11 1 Each 500 2-sided, bleed, 11x17", fold 1 Each 1000 2-sided, bleed, 11x17", fold 1 Each 2500 2-sided, bleed, 11x17", fold 1 Each 500 2-sided, bleed, 8.5x11" tri-fold 3 Each 1000 2-sided, bleed, 8.5x11" tri-fold 1 Each 2500 2-sided, bleed, 8.5x11" tri-fold 1 Each 2500 2-sided, bleed, 11x17", 2 pg, fold, staple 1 Each 2500 2-sided, bleed, 11x17", 3 pg, fold, staple 4 Each 2500 2-sided, bleed, 11x17", 7 pg, fold, staple 3 Each 500 2-sided, bleed, 8.5x11", 60 pg w/cover, saddle stick 1 Each 100 2-sided, bleed, 8.5x11", 100 pg w/cover, perfect bind 1 Each 100 2-sided, bleed, 8.5x11", 150 pg w/cover, perfect bind 1 Each 100 2-sided, bleed, 8.5x11", 250 pg w/cover, perfect bind 1 Each 500 2-sided, bleed, 8.5x11", 350 pg w/cover, perfect bind 1 Each

Services by Number of Hours Estimated Unit Unit Extended Description Hours Price Price Audio Recording / Hr 72 Hour Audio Editing / Hr 27 Hour Consultation Services, / Hr 1333 Hour Event - Meeting Planning / Hr 186 Hour Event - Meeting Support Onsite / Hr 392 Hour Graphics - General Services / Hr 3891 Hour Graphics - Flash Animation / Hr 63 Hour Graphics - Illustration / Hr 1128 Hour Printing & Binding 2000 Hour Photography / Hr 1071 Hour Photography - Scientific / Hr 35 Hour Photography - Half Day 34 Session Photography - Full Day 17 Day Photography - Retouching / Hr 9 Hour Video Shoot - Half Day, 1 camera 17 Session Video Shoot - Full Day, 1 camera 1 Day Video Assistant - Half Day 5 Session Video Assistant - Full Day 1 Day Video Editing / Hr 268 Hour Video Shoot - Half Day, 2 cameras 1 Session Video Shoot - Full Day, 2 cameras 1 Day

Unit Unit Extended Price Price

Operation of the On-Site Customer Service Window 12 Month

Purchase of Images, Rental of Audio/Video Production Equipment and Travel Not-to-Exceed Line Item 1 Lot NTE $50,000.00

Base Year Total

Rapid Request Fee Each

2 of 12 Attachment 2

Amendment No. 3

Products by Number of Items Estimated Unit Unit Extended Description Qty Price Price B/W Laser Prints - 8.5x11 2475 Each Color Laser Prints - 8.5x11 21517 Each Color Laser Prints - 11x17 993 Each C-41 Film Process, 135-36 1 Each CD-ROM - Master 11 Each CD-ROM - Duplication 514 Each 10x12 Color Photo Print, 1st 31 Each 11x14 Color Photo Print, 1st 1 Each 11x14 Color Photo Print, Add'l 1 Each 4X6 Color Photo Print, 1st 73 Each 4X6 Color Photo Print, Add'l 56 Each 5X7 Color Photo Print, 1st 39 Each 8x10 Color Photo Print, 1st 28 Each 8x10 Color Photo Print, Add'l 14 Each 8x12 Color Photo Print, 1st 11 Each 8x12 Color Photo Print, Add'l 9 Each DisplayMaker Poster Print, 16x20" 9 Each DisplayMaker Poster Print, 20x24" 104 Each DisplayMaker Poster Print, 24x30" 173 Each DisplayMaker Poster Print, 24x36" 173 Each DisplayMaker Poster Print, 30x40" 17 Each DisplayMaker Poster Print, 36x48" 61 Each DisplayMaker Poster Print, 48x60" 433 Each DisplayMaker Poster Print, 48x72" 53 Each DisplayMaker Poster Print, 48x84" 23 Each DisplayMaker Poster Print, 48x96" 23 Each DisplayMaker Poster Print / Sq Ft 106 Each DVD - Master 37 Each DVD - Duplication 24 Each Epson Inkjet Prints, 12x18" 19 Each Epson Inkjet Prints, 8.5x11" 269 Each Meeting Equip. Rental Pkg1./Day 10 Each Meeting Equip. Rental Pkg2./Day 5 Each Poster Framing - Per Linear Foot 10 Each Laminating,16x20" - 3 mil Olam Satin 9 Each Laminating, 20x16" - 3 mil Olam Satin 112 Each Laminating, 24x30" - 3 mil Olam Satin 175 Each Laminating, 24x36" - 3 mil Olam Satin 153 Each Laminating, 30x40" - 3 mil Olam Satin 15 Each Laminating, 36x48" - 3 mil Olam Satin 61 Each Laminating, 48x60" - 3 mil Olam Satin 439 Each Laminating, 48x72" - 3 mil Olam Satin 52 Each Laminating, 48x84" - 3 mil Olam Satin 21 Each Laminating, 48x96" - 3 mil Olam Satin 20 Each Laminating / Sq Ft - 3 mil Olam Satin 208 Each Mounting on 11x14" - 1/4" Gator Board 203 Each Mounting on 16x20" - 1/4" Gator Board 45 Each Mounting on 20x24" - 1/4" Gator Board 95 Each Mounting on 24x30" - 1/4" Gator Board 142 Each Mounting on 24x36" - 1/4" Gator Board 163 Each Mounting on 30x40" - 1/4" Gator Board 9 Each Mounting on 48x60" - 1/4" Gator Board 1 Each Mounting on 48x72" - 1/4" Gator Board 2 Each Mounting on 48x96" - 1/4" Gator Board 1 Each Mounting / Sq Ft - 1/4" Gator Board 2 Each Overhead Transparency - 8.5x11" 36 Each

3 of 12 Attachment 2

Amendment No. 3

Large Quantity 4-Color Printing and Binding Estimated Unit Unit Extended Description Orders Price Price 500 2-sided, bleed, 8.5x11" 3 Each 1000 2-sided, bleed, 8.5x11 3 Each 2500 2-sided, bleed, 8.5x11 1 Each 500 2-sided, bleed, 11x17", fold 1 Each 1000 2-sided, bleed, 11x17", fold 1 Each 2500 2-sided, bleed, 11x17", fold 1 Each 500 2-sided, bleed, 8.5x11" tri-fold 3 Each 1000 2-sided, bleed, 8.5x11" tri-fold 1 Each 2500 2-sided, bleed, 8.5x11" tri-fold 1 Each 2500 2-sided, bleed, 11x17", 2 pg, fold, staple 1 Each 2500 2-sided, bleed, 11x17", 3 pg, fold, staple 4 Each 2500 2-sided, bleed, 11x17", 7 pg, fold, staple 3 Each 500 2-sided, bleed, 8.5x11", 60 pg w/cover, saddle stick 1 Each 100 2-sided, bleed, 8.5x11", 100 pg w/cover, perfect bind 1 Each 100 2-sided, bleed, 8.5x11", 150 pg w/cover, perfect bind 1 Each 100 2-sided, bleed, 8.5x11", 250 pg w/cover, perfect bind 1 Each 500 2-sided, bleed, 8.5x11", 350 pg w/cover, perfect bind 1 Each

Services by Number of Hours Estimated Unit Unit Extended Description Hours Price Price Audio Recording / Hr 72 Hour Audio Editing / Hr 27 Hour Consultation Services, / Hr 1333 Hour Event - Meeting Planning / Hr 186 Hour Event - Meeting Support Onsite / Hr 392 Hour Graphics - General Services / Hr 3891 Hour Graphics - Flash Animation / Hr 63 Hour Graphics - Illustration / Hr 1128 Hour Printing & Binding 2000 Hour Photography / Hr 1071 Hour Photography - Scientific / Hr 35 Hour Photography - Half Day 34 Session Photography - Full Day 17 Day Photography - Retouching / Hr 9 Hour Video Shoot - Half Day, 1 camera 17 Session Video Shoot - Full Day, 1 camera 1 Day Video Assistant - Half Day 5 Session Video Assistant - Full Day 1 Day Video Editing / Hr 268 Hour Video Shoot - Half Day, 2 cameras 1 Session Video Shoot - Full Day, 2 cameras 1 Day

Unit Unit Extended Price Price

Operation of the On-Site Customer Service Window 12 Month

Purchase of Images, Rental of Audio/Video Production Equipment and Travel Not-to-Exceed Line Item 1 Lot NTE $50,000.00

Option Year One Total

4 of 12 Attachment 2

Amendment No. 3

Products by Number of Items Estimated Unit Unit Extended Description Qty Price Price B/W Laser Prints - 8.5x11 2475 Each Color Laser Prints - 8.5x11 21517 Each Color Laser Prints - 11x17 993 Each C-41 Film Process, 135-36 1 Each CD-ROM - Master 11 Each CD-ROM - Duplication 514 Each 10x12 Color Photo Print, 1st 31 Each 11x14 Color Photo Print, 1st 1 Each 11x14 Color Photo Print, Add'l 1 Each 4X6 Color Photo Print, 1st 73 Each 4X6 Color Photo Print, Add'l 56 Each 5X7 Color Photo Print, 1st 39 Each 8x10 Color Photo Print, 1st 28 Each 8x10 Color Photo Print, Add'l 14 Each 8x12 Color Photo Print, 1st 11 Each 8x12 Color Photo Print, Add'l 9 Each DisplayMaker Poster Print, 16x20" 9 Each DisplayMaker Poster Print, 20x24" 104 Each DisplayMaker Poster…