RFP_NIHES2015033_7-8-15_FINALQuestions_(3).pdf

Questions for NIEHS Laboratory Animal Husbandry and Technical Support Services

Solicitation # NIEHS2015033

ORIGINAL SOLICITATION

REFERENCE QUESTION

Form 1449 According to the most recent publication of small business size standards by the SBA, the size standard for NAICS code 541990 is $15.0 Million. Please clarify.

Response: The size standard for NAICS code 541990 is $15M

Part I -The Schedule

According to the most recent publication of small business size standards by the SBA, the size standard for NAICS code 541990 is $15.0 Million. Please clarify.

Response: The size standard for NAICS code 541990 is $15M

Section C, C.2 a

The paragraph refers to the recurring Technical Progress Reports. It states for proposal purposes you should plan for 3 hard copies as well as the electronic versions for the following and yet none of the blocks are checked. Please clarify.

Response: Please Disregard. RFP updated.

Section E, c.

What functions are to be performed at performed at the Contractor’s facility?

Response: None

Section F, F.1

For pricing purposes only, should we use the period August 23, 2015 to August 22, 2016 as the basic period of performance?

Response: Yes

Section G, G.2

The positions of Veterinarian, Information Technology Specialist and Special Projects Coordinator are included in the list of optional positions. In recruiting for these positions does the Government anticipate that these positions will be funded on contract award? The text indicates that the individuals filling these positions are essential to the work being performed (i.e. key personnel).

Response: Upon contract award, it is anticipated that 1.5 Special Project Coordinators are needed and will be funded. The remaining 0.5 special project coordinator, the information specialist and the veterinarian are not funded upon award and are listed as optional. In the event that the government exercises these optional positions, they are to be considered as key personnel and treated as such.

Section H, H.6, A, c

Recognizing that the contract is considered a Level 1, are the extensive contractor security deliverables shown on page 16 and 17 applicable? Please clarify.

Response: Compliance with the PIV and standard background check is required.

Section H, H.6, E, 5 What NIH web site or database will we be required to host? Please clarify the

Page 20 computer assets necessary to perform this requirement.

Response: This acquisition does not require the Contractor to host an NIH webpage.

Section H.6

We assume that the section duplication is a numbering error that will be corrected. In this section it discusses confidential information but states that the information covered is that for processing payments covered in the SOW.

Please identify this requirement in the SOW.

Response: Article updated and included as Article H. 11

Section I, I.2, (b), (16)

Since this procurement is an 8(a) set aside, why is this clause included? Please clarify.

Response: The Clause is prescribed by FAR 19.708 (a).

Section I, I.3, FAR Clause 52.216-18

The dates including in the first paragraph as well as the reference to task orders are confusing. Please clarify.

Response: March 23, 2016 through December 2020 is the ordering period.

Section J, Page 35 Attachment 4, Representations, Certifications and Other Statements of Offerors was not included in the solicitation.

Response: Representations, Representations, Certifications and Other Statement of Offerors attached and refer to Page 36 – Section K – Representations, Certifications and Other Statement of Offerors.

Section L, 2, a 2

Does the restriction to letter size paper mean that foldouts cannot used? The organization chart, if reduced to one page, will clearly not be readable.

Response: Foldouts can be used.

Section L, 2,a 2

What samples does the Government require the bidders to provide? Please clarify.

Response: Disregard the term ‘samples’.

Section L, 10 Page 45, 46

Paragraph A and B do not appear to relate to the procurement for “Laboratory Animal Husbandry and Technical Support Services.” Please clarify.

Response: This oversight was addressed in Amendment 1.

Section L, Business Proposal Instructions

The proposed contract is described as a fixed price procurement. Throughout the solicitation it has been referred to as an indefinite delivery type contract.

Which is it?

Response: The award is Indefinite Delivery Requirement with fixed price and labor hour task orders.

Section M, (d) Technical Evaluation Criteria.

The evaluation criteria skip from Subfactor 3 to Subfactor 6. Please clarify.

Subfactor 6 appears to repeat data provided in Subfactor 3. Please clarify.

Response: The numbering is corrected.

AMENDMENT 000001

REFERENCE QUESTION

Section I, b, i Page

The list of Key Personnel is now in conflict with the list provided in Article G.2 of the original solicitation.

Response: The Key Personnel in Article G.2 of the solicitation is correct.

Section I, b, ii

There is no position description and qualifications for the key position of Training Specialist as separate from the Compliance Specialist

Response: Disregard reference to Compliance Specialist throughout the RFP/SOW.

Section J, page 35 of original solicitation Attachment 4, “Representation, Certifications and Other Statement of Offerors” was not included in the amendment.

Response: Representation, Certifications and Other Statement of Offerors is attached and also refer to Page 36 – Section K – Representations, Certifications and Other Statement of Offerors.

Solicitation Page 3 Article B.2. Prices Base Year (Year 1) Price Table

Q. Optional Services (Labor Hour) on the Base Year table does not show a Quantity, on page 4 Option 1 through 4, Quantity is shown as 1 Lot.

Are offerors required to price the Optional Service line item for the base year and all option years? If so, what quantity should be used?

Response: Offerors should use 1 Lot.

Solicitation Page 9 Article G.2 Key Personnel and Amendment 1 Attachment 2b page 2 Key Personnel

Q. Information Technology Specialist and Veterinarian are listed as optional labor on Attachment 2. Can the government clarify that these two positions are part of the optional labor” And, if added at a later time, will be Key Personnel?

Response: The Information Technology Specialist and Veterinarian are optional labor positions and if requested to exercise the option, they will become Key Personnel and subject to Gov approval.

Solicitation Page 17 f. Government access for IT inspection. “The Contractor shall afford the Government access to the Contractor’s and subcontractor’s facilities, installations, ….”

Q. Will the use of Contractor facilities be required for this work? If so, in what capacity?

Response: All contract work will be performed on the NIEHS campus with the exception of the transport of animals to local facilities.

Solicitation Page 18 b. Security Categories and Levels

Q. Overall Level shows Moderate, on page 13 Level 1: Non-Sensitive is checked, will any security checks be needed other than the NACI? If so, what are they?

Response: No other security checks will be needed.

Solicitation Page 20 5. Vulnerability Scanning Requirements

Q. Can the government provide information on what NIH webpage or database the contractor will need to “host.”

Response: N/A no hosting of NIH websites.

Q. Can the government clarify that the contractor will be required to “host” a webpage or database as opposed to “maintain” the webpage or database.

Response: No hosting/maintenance of NIH webpages or data bases.

Solicitation Page 42, Section L.2.a.2.II. states “include 5 copies with original and CD.”

Q: Does this mean 5 hard copies inclusive of Original, or one Original hard copy plus 5 copies (for a total of 6)?

Response: One original, plus 5 hard copies for a total 6 plus CD.

Solicitation Page 45 10. Additional Technical Proposal Instructions “A detailed work plan must be submitted indicating how each aspect of the statement of work is to be accomplished.”

And, page 55 d) Technical Evaluation Criteria Technical Evaluation Subfactor 1 – Technical Approach and Understanding of the Requirement …”in addition, the soundness, practicality and feasibility of the proposed approach and work plans; …”

Q. Can the government clarify what is meant by “work plans”? Per section b. and c. offerors will be providing technical competence plans and management plans, and it is unclear what a work plan should include?

Response: A work plan must be submitted indicating how each aspect of the statement of work is to be accomplished. Describe how the work will be completed.

Solicitation Page 45 A. Statement of Work 4.

Schedule

Q. Can the government provide clarification on what they want offerors to address for this section as the government has provided a deliverable schedule, service hours, required work hours, and will provide SOPs?

Response: Solicitation page 45. A. Statement of Work 4. Schedule is deleted.

Solicitation Page 47 C. Other Considerations

Q. Does this section apply to this solicitation? If not, can the government please remove.

Response: This section applies to this solicitation.

Solicitation Page 47 C. Other Considerations 3.

Equipment and unusual operating procdures…”

Q. Is the contractor required to provide any equipment for this contract? Is so, what equipment will the contractor need to supply?

Response: The gov furnishes most equipment.

Contractor is required to provide increased PPE level if individual employee requires (PAPR); basic first aid kits; ear plugs, personnel eye protection (goggles) and any additional PPE that any contract employee may require outside of the basic PPE. The government will provide basic PPE (shoe covers, labcoats/coveralls, hair bonnets, gloves and N95/dust respirators) for working in the animal facility and any additional equipment necessary for the performance of specific animal study proposals (respirator).

Solicitation Page 55, Section M. d) d. requires “compliance with the NIH safety and exposure requirements.”

Q: Can the government provide a copy of the NIH Safety and exposure requirements?

Response: Compliance with NIH safety is deleted. The government is looking for H&S program/training description at the company level.

Solicitation Page 55, Section M Technical Evaluation Subfactor 2 - Corporate Experience in Similar Work/Past Performance …”experience in managing a contract comparable to the work and requirements in the proposed contract (e.g., nonhuman primates,…”

Q. Will this requirement entail work with nonhuman primates? If so, how many?

Response: No NHPs

Solicitation Page 56 Technical Evaluation Subfactor 3 b. “The plan should include a description and copies of your personnel policies on hiring, termination, disciplinary actions to handle potential employee problems that may disturb the uniform consistent high quality services (e.g., absenteeism, lateness, substance abuse, poor work ethic and performance), annual and sick leave, incentive awards, fringe benefits and worker’s compensation.”

Q: What does the government require when it refers to “copies of your personnel policies…,” as this information can be in the description?

Q. If a separate personnel policy document will be required, will it count toward the 45 page limit?

Q. For the “copies of your personnel policies...,” is the government referring to a separate employee management quality assurance plan?

Response: The government is referring to any type of documentation that will describe personnel policies.

Solicitation Attachment 1, page 5, III. 13.

States, “the Contractor shall establish a medical surveillance program equivalent to the Medical Surveillance Program, conducted biennially for each employee by the NIEHS”

Q: Can the Government provide a copy of the NIEHS Medical Surveillance Program?

Response: Yes. Attached

Solicitation Attachment 1, Page 9, V. Specific Tasks –

Q: Will the Government specify which Labor Categories from Attachment 2 map to which Tasks? For instance, one example is on page 17

11. Facility Specialist - Attachment 2 Labor Categories does not call out a Facility Specialist.

Response: The reference to Facility Specialist should read Support Operations Supervisor as in Attachment 2 Labor Categories.

Solicitation Attachment 2 – Labor Classification “Support Operations Supervisor” and Amendment 1 Attachment 1 (Attachment 2B) page 2 Key Personnel and page 7 Other Personnel.

Q. Support Operations Supervisor is not listed in Amendment 1, is this a required position? If so, what SOW task does it apply to?

Response: Yes. Attachment 1 #11 should read Support Operations Supervisor in the animal……

Amendment 1 Attachment 1 (Attachment 2B) Page 2 b. Key Personnel i. Key Positions Table

Q. The table shows a “Compliance Specialist”, this position is not called for in Attachment 2. Does this position need to be added to Attachment 2? Q.

If it needs to be added, will the position fall under the “Optional Services”?

Response: No. The reference to compliance specialist should be removed.

Amendment 1 Attachment 1 (Attachment 2B), Page 7, iii. Other Personnel –

Q: Are positions designated “Other Personnel” the same “optional personnel “that are included on Attachment 2 and may be added to the contract at a later date?

Response: This information is to identify the level of certification required for non-key personnel positions. Some listed may appear under optional positions.

Q. Are the “Other Personnel” listed in the table on page 7 of Attachment 1 (Attachment 2B), currently performing on the current contract?

Response: Most are currently on the contract but it also includes some optional positions.

Please see Attachment 2; Labor Classification and estimated hours/per year.

Q. Can the government provide a list of the positions from the other personnel table that are currently filled by incumbent personnel? And, if any of currently filled positions will be considered optional (per Attachment 2) for the new contract?

Response: Please see attachment 2; Labor Classification and estimated hours/per year.

Amendment 1 Attachment 5, Supplemental Agreement

Q1: Have the new Collective Bargaining Agreement terms been reached by the current parties for the period beginning August 22, 2015?

Q2: Will the terms of the current CBA be the same for the base year contract period?

Q4. Will there be price adjustment opportunities for the new contract for the base year if the CBA effective dates are not in line with the contract’s base year dates?

Response: The new CBA is attached.

Amendment 1 Attachment 1 (Attachment 2B) Page 8 II. Facility Attire

Q. Does the government provide all required personal protection equipment (PPE) called for in sections a., b. c. including safety glasses and protective hearing devices?

Response: No. The government will provide basic PPE (shoe covers, labcoats/coveralls, hair bonnets, gloves and N95/dust respirators) for working in the animal facility and any additional equipment necessary for the performance of specific animal study proposals (respirator). Contractor is required to provide ear plugs, personnel eye protection (goggles) and any additional PPE that any contract employee may require outside of the basic PPE.

Q. If the government does not provide all PPE ,what equipment will the Contractor need to supply? And, in what quantities based on historical usage by personnel performing this work?

Response: All personnel are required to wear eye protection when working with open cages;

entry/working in the cage wash areas require hearing protection. The government cannot provide that the quantities since these items have been provided by the contractor.

Quantities should be sufficient to ensure compliance with PPE policies for employees working on the contract.

Q. Will the government extend the response due date at least 7 business days to July 22nd to allow time for questions and answers to be processed and any changes to the solicitation to be incorporated in responses?

Response: The due date of proposals is extended to June 15, 2015 by 3:00 pm.

Amendment 1 Attachment 5 Wage Determinations Service Contract Act

Q. Are other positions listed in the SOW but not listed on the Collective Bargaining Agreement WD subject to the Service Contract Act? If so, which positions will fall under the Service

Contract Act and can the government provide the wage determination?

Response: No

Q. What is the average census for various species of animals at the facility?

Response: See attachment 2B page 10, section 4, Species and housing.

Q. What species of aquatic animals are cared for under the contract?

Response: Currently we are not housing any aquatic species.

Q. How many individuals of each aquatic species are cared for on average each day?

Response: Not applicable.

Q. How many reportable accidents occurred in contract staff covered under this contract in the last year and what type of injuries occurred?

Response: 7 injuries. Contusions/skin abrasion, respiratory, slip/fall, hot water exposure.

Q. What are the maximum numbers of animals that can be housed under the contract at any one time by species?

Response: All of our rooms are flexible and can be used for any species depending upon need.

Census is not expected to increase by more than 10% during the base year.

Q. How many mice are shipped to extra-mural investigators each year?

Response: For the past 12 months 71 shipments for a total of 748 mice, 14 of which were local with 250 animals.

Q. How many shipments of mice are shipped to extra-mural investigators each year?

Response: During the past 12 months 71 total shipments, 14 of which were local.

Q. What is the expected testing and treatment protocol for a NHP bite?

Response: No NHPs

Q. What is the expected testing and treatment protocol for a NHP fecal exposure?

Response: No NHPs

Q. Are animal husbandry operations being conducted under GLP or GMP or other quality monitoring regimes? If yes what regime is applied?

Response: No. Work is conducted following NIEHS SOPs which conform to the entities listed on Attatchement 1, page 9, section 5, paragraph 1.

Q. What quality measures are made and recorded during the routine course of animal husbandry operations for rodents?

Response: Refer to specific task, section V page 9, attachment 1.

Q. What quality measures are made during the routine course of animal husbandry operations for

NHP?

Response: Not applicable. No NHPs are maintained at NIEHS.

Q. How many times in the last two years did the sentinel rodent colony trigger an actionable event?

Response: There were no actionable events.

Q. When the sentinel rodent colony triggers and actionable event what actions must be taken?

Response: Dependent on the Quality Assurance Laboratory evaluation and recommendations.

Q. Can the government please provide a list of surgical procedures performed on NHP’s, rodents and other species of animals? If so, can the list be explicit and describe specific procedures understandable to those with knowledge in the art.

Please include procedures for rodents, NHP’s (if applicable) and aquatic on the list.

Response: At this point not applicable. Gov.

FTEs are currently handling surgical procedures.

Q. How many special and emergency events occurred in the last year that required contractors to provide services?

Response: One. A 4 day steam outage that required manual monitoring of animal room temperatures over the Labor Day weekend.

Q. Are contractors allowed to stay overnight to provide husbandry services during periods of inclement weather or other special or emergency events?

Response: Yes. Arrangements can be made to stay on site.

Q. Are husbandry personal supporting active animal use protocols involving treatments and/or environmental exposures?

Response: Yes

Q. Is cross-training of staff permitted?

Response: The Gov. does not have an issue with cross training of certain positions, but must be authorized by the COR. Although, the Gov.

cannot speak for the CBA.

Q. Can an animal caretaker perform cage wash duties provided they have been adequately trained in cage wash?

Response: The government has no problem with employees who have been previously/adequately trained.

Q. What radionuclides (C14, H3, N15, Tc) will contract staff be exposed to while working in the facility?

Response: These are only used in our metabolism room. Contract staff will have minimal if any contact. C14 and H3 predominantly…trace amounts only.

Q. Are radionuclides used only evaluate the disposition of chemical of interest?

Response: Yes

Q. Will contract personal be exposed on a routine basis to radiation greater than human LOEL?

Response: No

Q. Will contract staff handle concentrated radionucleotide solutions, suspensions or solid materials?

Response: No

Q. Will contract staff be required to produce concentrated stock solutions of known or potential teratogens or carcinogens?

A. No

Q. Will contract staff be required to produce concentrated stock solutions of known or potential teratogens or carcinogens?

A. No

Q. NEIHS is involved in work that involves the assessment of chemicals as teratogens and carcinogens. What classes of chemicals will contract husbandry staff be exposed too?

Response: Carcinogens, mutagens, teratogens, irritants, radiosisotopes, toxin/toxicants, antineoplastic agents, neurotoxins, antagonists, hormones, estrogen receptors….depending on the study. We do not do LD50. Endpoints are known and quantities are small.

Q. How will the government make known the use of a teratogen during an experimental procedure to contract staff?

Response: This is described in the Animal Study Protocols and Safety Protocols and discussed in the experimental summary sheets and reviewed in the pre-study meetings with all staff involved with the experiment.

How will the government mitigate risk associated with exposure of young women to chemicals that are potential teratogens?

Response: The contractor should have a H&S program in place and contract management should assign staff as warranted by the animal study proposal and/or safety protocol submitted by principal investigator.

Q. What fraction of the contract work involves exposure to carcinogens, teratogens or radionuclides?

Response: This is predominantly a breeding program, but exposures vary depending on the animal study proposal.

The Statement of Work, within the NIEHS solicitation, has a section titled Optional Tasks.

Within this section are two positions (Compliance/Training Specialist Support and Information Specialist Support) that are currently on the primary staff. Can you please clarify as to whether these two current positions will be required at the start of this contract after award or are they optional positions that may need to be filled at a later time as workload increases?

Response: Strike the Compliance Specialist.

Information Specialist will remain as optional position.

1. Section L.10.A, Other Considerations, Item 1, page 47

2. 1. Any agreements and/or arrangements with subcontractor(s). Provide as much detail as

3. necessary to explain how the statement of work will be accomplished within this working

4. relationship. Include a letter of commitment for any proposed consultants or

5. subcontractors.

Question: Are Letters of Commitment from Subcontractors/Consultants excluded from page count?

Response: Yes

1. Section M.d, Technical Evaluation

Subfactor 3 - Corporate or Company

Resources, Item b, page 56

2. b. A plan describing the corporate office management and technical support to be used for performance of any resulting contract task order. The plan shall outline clear levels of authority and the level of support by Corporate Officials dedicated to the administrative and programmatic management of the proposed contract. The plan should include a description and copies of your personnel policies on hiring, termination, disciplinary actions to handle potential employee problems that may disturb the uniform consistent high quality services (e.g., absenteeism, lateness, substance abuse, poor work ethic and performance), annual and sick leave, incentive awards, fringe benefits and worker’s compensation.

Question: Does the Government want offerors to include the hard copies of its personnel policies, and if so should these be an attachment/appendix to the proposal? Will the Government exclude these pages from the Technical Proposal page count?

Response: These can be an attachment to the proposal and can be excluded from page count.

Alternatively, may offerors to include text describing its personnel polices taken directly from its handbook? Will the Government exclude these pages from the Technical Proposal page count?

Q. If these pages are not excluded from page count, will the Government increase the Technical Proposal page count?

Response: If the information can be completely covered in the description then an additional copy is not necessary.

Section H.6, 5. VULNERABILITY

SCANNING REQUIREMENTS, page 20

This acquisition requires the Contractor to host an NIH webpage or database. The

Contractor shall conduct periodic and special vulnerability scans, and install

Question: Is the contractor required to host an NIH webpage or database on its own equipment at a contractor location?

Response: No hosting/maintenance of NIH webpages or data bases;

software/hardware patches and upgrades to protect automated federal information assets. The minimum requirement shall be to protect against vulnerabilities identified on the SANS Top-20 Internet Security

Attack Targets list

(http://www.sans.org/top20/?ref=3706#w1).

The Contractor shall report the results of these scans to the Project Officer/COR on a monthly basis, with reports due 10 calendar days following the end of each reporting period. The Contractor shall ensure that all of its subcontractors (at all tiers), where applicable, comply with the above requirements.

Section 2.a.2. II. TECHNICAL PROPOSAL, page 42. and as amended in Amendment 1 It is recommended that the technical proposal consist of a cover page, a table of contents, and the information requested in the Technical Proposal Instructions and as specified in NOT TO EXCEED 45 pages excluding resumes and samples 12 pt font.

Please also include 5 copies with original and a CD.

Question: Will the Government accept tables and graphics text in other than 12 pt. font? This offeror recommends no smaller than 8 pt. font.

Is the Government requiring 1 original hard copy, 5 additional hard copies, and 1 CD for each proposal volume? Please clarify.

Response: One original, plus 5 hard copies for a total 6 plus CD.

Question: Government’s Amendment 1, which moved the date of submission of questions to 26 June 2015, will the Government, will the Government extend the due date of proposals so that offerors may have the benefit of any questions submitted by offerors and answered by the Government?

Response: The due date of proposals is extended to June 15, 2015 by 3:00 pm.