Responses_to_RFP_Questions.pdf

Responses to Solicitation Questions

1. Will you consider extending the due date?

The due date is revised to 5 pm EST on Wednesday, March 13th.

2. Is there an eligible incumbent on this opportunity?

No, this is a new requirement.

3. Article F.3. states “the Contractor shall provide 9690 direct labor hours. The labor hours include vacation, holiday, and sick leave." Is it correct that labor hours should include vacation, holiday, and sick leave?

The estimated labor hours provided in this section and the Statement of Work DO NOT include vacation, holiday, and sick leave which should be included in an offeror’s indirect costs. Article F.3. will be revised upon award to reflect the change.

4. Can this requirement be facilitated as a HubZone Small Business Set Aside?

Our market research has determined that a competitive 8(a) set-aside best fulfills this need.

5. Can you provide guidance on the level of effort expected (Total Labor Hours, Labor Hours by Key

Team Members, etc.) to complete the Performance Work Statement (PWS)?

The level of effort is estimated in the RFP under Article F.3 Level of Effort.

6. Is this requirement part of a Multiple Award Schedule/Contract or a Single Award Schedule/Contract?

This is a new requirement and the NINDS anticipates awarding a single contract in response to this

RFP.

7. Has Department of Health and Human Services held preliminary meetings with specific contractors interested in responding to this solicitation?

Our market research has determined that a competitive 8(a) set-aside best fulfills this need.

8. Is it estimated that full funding exists for this solicitation? If so, is there an intended Maximum/Minimum funding threshold?

This requirement is for severable services. At the time of award, only the base period will be funded.

The RFP prescribes both optional quantities and option periods.

9. Is the McNamara-O'Hara Service Contract Act (SCA) Wage Determination in force with this RFQ? If so, can you advise a) What SCA/Wage numbers are applicable? And b) What City and State SCA Wage Determination takes precedence?

The SCA applies and attachment 14 of the RFP provides applicable wage rate determinations for work being done near the National Institutes of Health.

10. Does this requirement stipulate that the proposed bidder must hold an active Form DD254 Facility

Clearance "PRIOR TO BEING AWARDED” this contract?

No.

11. If an active Form DD254 Facility Clearance is required will arrangements be made to assist and provide adequate time to process the required paperwork or are bidders without DD254 Facility Clearance not advised to participate?

Not applicable.

12. For areas where strict requirements exist for an active Secret/Top-Secret Facility Clearance would government accept a Contractor Teaming Agreements (CTA) under The GSA Construct that fulfills Facility Clearance requirement?

Not applicable.

13. For areas where strict requirements exist for the number and types of past performance as a PRIME

Vendor; would the government accept a Contractor Teaming Agreements (CTA) under The GSA Construct that fulfills Past Performance requirements?

The requirements for past performance are prescribed under Section L – Instructions to Offerors and Section M – Evaluation Factors for Award.

14. Do we need to price out labor and ODCs or only labor?

Business proposals should include all estimated costs to perform the Statement of Work, including, but not limited to, labor and ODCs. See Section L – Business Proposal Instructions beginning on page 82 of the RFP for more details.

15. When pricing this particular RFP using the provided Excel workbook (specifically, the Travel tab), should we use the sample conference/meeting attachments to determine the number of Sponsored Participants for each trip?

The number of sponsored participants may vary depending on the meeting, but for purposes of pricing this RFP, it is expected that offerors utilize the information contained within the sample conference/meeting attachments to assist in developing estimated costs. Offerors’ should provide their basis/assumptions made to support their costs.

16. The solicitation highlights a period of performance of April 1, 2019 through March 31, 2020 with 4 option years, and Section L states award on or about 29 March 2019. Can the government confirm that this is still the contract schedule?

The estimated period of performance is to begin on or about April 1, 2019 – March 31, 2020. The award is anticipated to occur shortly before or simultaneous with the start of the period of performance.

17. For the purposes of budget preparation, please clarify the assumption to be used in terms of the “number of times” the optional task will be exercised, please advise if the increased quantity option item hours (2850) should be priced for the maximum number of times (15) the option quantity can be exercised or if it should be priced only once (190 hours).

The RFP provides under Article B.2. a chart under section (d) and section (f). The successful offeror’s business proposal should provide sufficient information regarding their costs so that the Government can include the costs outlined within these charts in Article B.2.

18. Do electronic files need to be double sided?

Electronic files should comply with Attachment 1 – Use with NIH Electronic Contract Proposal Submission (eCPS) Website.

19. Are Staff Loading Charts and the Technical Proposal Cost Summary included in the 30-page limit?

Staff loading charts are part of the 30-page limit within the Technical Proposal. Excluded from the 30-page limit are cover pages, table of contents, resumes/curriculum vitae, and attachments within Section J of the RFP (which includes the technical proposal cost summary).

20. The “Information Security” section should be a separate section of the Technical Proposal, is this excluded in the 30-page limit?

It is not excluded. Information security within the RFP are requirements of the successful offeror.

Offerors are not expected to provide extensive discussion on the information security requirements within the technical proposal. The successful offeror must be technically capable of meeting the information security requirements.

21. Past Performance Information: This section requires the offer to submit a list of the last 3 contracts completed during the past Five years and currently being performed. If the offer intends to enter into a subcontractor agreement where the subcontractor will provide more than 20% of the required level of effort, can the cited past performance contracts be provided by the subcontractor within the prime’s proposal submittal?

The requirements for past performance are prescribed under Section L – Instructions to Offerors and Section M – Evaluation Factors for Award.

On p. 67 of the RFP, under 13. Past Performance Information, “….Offerors may also submit past performance information regarding predecessor companies, key personnel who have relevant experience or subcontractors that will perform major or critical aspects of the requirement when such information is relevant to the instant acquisition…”

22. Where do we need to insert the Proposal Summary and Data Record (NIH-2043)?

Form NIH-2043 (Attachment #11 of the RFP) shall be part of the offeror’s Business Proposal.

23. On page 54 attachment 12 excel spreadsheet the link does not work and shows an error message that reads “page not found” but the link on attachment 1 does work, are the excel spreadsheets one in the same?

The excel spreadsheet can be found at https://oamp.od.nih.gov/content/breakdown-proposed-estimated-cost-plus-fee-and-labor-hours

A link to the excel spreadsheet is referenced on this page “ELECTRONIC CONTRACT

BUSINESS PROPOSAL

A copy of all attachments within Section J of the RFP are now provided.

24. On page 53 attachment 6 Section K the link does not work and shows an error message that reads “page not found”.

The link for attachment 6 of the RFP is https://oamp.od.nih.gov/sites/default/files/DGS/contracting-forms/sectionk_june2017.pdf

A copy of all attachments within Section J of the RFP are now provided.

https://oamp.od.nih.gov/content/breakdown-proposed-estimated-cost-plus-fee-and-labor-hours https://oamp.od.nih.gov/content/breakdown-proposed-estimated-cost-plus-fee-and-labor-hours https://oamp.od.nih.gov/sites/default/files/DFASDocs/buscntrctprpslsprdsht08-2014_508.xlsx https://oamp.od.nih.gov/sites/default/files/DFASDocs/buscntrctprpslsprdsht08-2014_508.xlsx https://oamp.od.nih.gov/sites/default/files/DGS/contracting-forms/sectionk_june2017.pdf

25. If we currently have an ATO with HHS specifically SAMHSA, do we still need to provide the IT requirements listed in Section B (i.e. Security Assessment and Authorization (SA&A), SA&A Package Deliverables, System Security Plan (SSP), Security Assessment Plan/Report (SAP/SAR), Independent Assessment, and POA&M) and Part C (i.e. Contingency Plan, Contingency Plan Test and E-Authentication Questionnaire) of the RFP?

The IT requirements listed in the RFP are the current IT security requirements expected of the eventual awardee. All offerors will be expected to comply with the IT requirements should they receive the award, including all IT deliverables.

26. Do we respond to 508 compliance in the business or the technical proposal?

The HHS Section 508 Product Assessment (Attachment 10 to the RFP) is to be included in an offeror’s Technical Proposal. The offeror’s technical proposal must reflect technical capability in meeting information technology (IT) requirements, including 508 compliance. The offeror’s business proposal must reflect any estimated costs of the offeror in complying with the RFP IT requirements, including 508 compliance.

27. Can you please clarify what cost information should be included in the Business Volume?

(a) We understand that you are requesting a complete cost build-up of cost for each sample meeting. Is there any other cost information you are requesting in the pricing volume?

See question 14.

(b) If you are requesting an estimated cost for the base and all option years, should we assume that all small, medium, and large events are identical to the samples provided?

Offerors’ can provide their basis/assumptions for developing costs.

(c) Do you want a labor rate sheet for all prospective labor categories that could be utilized to execute the scope of work?

Offerors should provide their labor mix including rates to support their proposed labor costs.

28. Can you please confirm that a copy of the organization's most recent annual report must be submitted as part of the business proposal?

Offerors’ do not need to submit their annual reports.

29. Should the Staff Loading charts for the sample meetings be included in the Personnel section of the Technical Proposal?

The Staff Loading Charts for the Sample Meetings should be included in the Technical Proposal and are part of the 30-page limitation of the Technical Proposal. The Staff Loading Charts within the Technical Proposal will be evaluated based on the technical evaluation factors contained within Section M of the RFP.

30. Past Performance: On page 95, the RFP states that “the source of the information” will be considered as part of the evaluation. Which source is preferred to gain the highest rating?

The statement on p. 95 of the RFP provides: “The Government will consider the currency and relevance of the information, source of the information, context of the data, and general trends in the offeror’s performance” is an indication that any past performance information will be taken into account, collectively, when evaluating an offeror’s past performance.

31. Past Performance Information: A list of the last 3 contracts completed during the past Five years and currently being performed that are similar in nature to the solicitation workscope.

Should the PPs be completed or currently being performed or both?

A list of 3 contracts completed in past five years and/or currently being performed that are similar in nature to the solicitation workscope.

32. Could the Government clarify how many meetings per year are expected to be in-person and teleconference? Also, could the Government clarify which types of meetings will be held in-person and which by teleconference?

Please see page 7 of 10 in the Statement of Work, “F. Estimated Meeting Hours” for details.

33. Section M: Is the Government seeking a technical approach to each of the sample meetings as well as to the overall scope of work or only staff loading charts? The sample meetings are referenced in Attachment 4, Page 2, but not in the evaluation criteria.

Technical Approach is not necessary for the sample meetings. Staff loading charts of the sample meetings shall be made part of the Technical Proposal and will be technically evaluated based on the technical evaluation factors set forth in Section M of the RFP. Sample Meetings shall have proposed costs separately provided within their Business Proposal to assist the Government in evaluating(providing additional context) the Offeror’s actual estimated costs in performing the statement of work.

34. May resumes be submitted for the entire performance team?

Yes. Resumes/Curricula vitae and references (no more than two pages per proposed staff) concerning conference planning activities similar to those required under this Statement of Work shall be submitted for all proposed staff in accordance with Technical Evaluation Factor “Personnel and Staffing Plan” on p. 94 of the RFP.

35. Does the page limit also exclude attachments?

Excluded from the 30-page limit of the technical proposal are cover pages, table of contents, resumes/curriculum vitae, and attachments contained within Section J of the RFP.

36. On Page 64 of the RFP, instructions state the order of the submission as: 1. Cover Page; 2.

Technical Proposal; and 3. Business Proposal. However, in Attachment 4, Supplemental Proposal instructions, Volume 1 is Business Proposal and Volume 2 is Technical Proposal. Can the government provide clarification to the ordering of volumes and what is at minimum required for submission?

Submission instructions from Attachment 1, eCPS, should be followed. The Business Proposal Volume must be a distinct, separate volume from the Technical Proposal.

37. Can the Government please confirm subcontractors can be billed as ODCs?

Yes. Please see the excel sheet referenced in question 23 above and provided as Attachment 12 to the RFP.

38. From our experience, similar meeting and logistics contracts don’t include the heavy burden of the listed IT requirements/deliverables (including vulnerability scan and others listed on pg. 17).

Can the Government clarify why these requirements are included and confirm the understanding that these deliverables will have a substantial impact on budgeted costs.

The Information Security and Physical Access Security provisions (as well as any RFP IT provisions) as provided in the RFP were determined to be appropriate based on the requirements within the Statement of Work. They are subject to change at the discretion of the Government, but all offerors should base their proposals on the existing IT provisions and requirements within the RFP.

39. Page 81-82 (L.b.1.b.4) requires that resumes including educational background, recent experience, accomplishments, and relevant publications be submitted for all key personnel.

Attachment 4 limits resumes to two pages each. Page 94 (M.4.b) requires that “Curricula vitae and references concerning conference planning activities similar to those required under this Statement of Work shall be submitted for all proposed staff”.

Please specify what information is required in the Curricula vitae and how many references should be provided with each CV.

CV/Resumes should be provided for all proposed staff (not just key personnel). CV/Resumes are limited to two pages per staff member. The number of references is at the discretion of the offeror, but should not exceed three. Personnel will be evaluated based on Section M – Evaluation Factors for Award.

40. Page 80 (L.b.4: Schedule) requires that vendors “Provide a schedule for completion of the work and delivery of items specified in the statement of work.”

Please clarify. Does this refer to the items listed in Section C (Technical Requirements/Services) of the Statement of Work and/or Section D (Planning and Logistics for Each Meeting/conference)? Or, does it refer to the schedule required to plan the one or all of the three sample meetings described in Attachment 5?

The Government has provided a proposed period of performance of base and option periods (see Article F.1 Period of Performance) along with Deliveries (Article F.2) along with other reporting requirements (see Article C.2). Since the Government has not provided Offerors with a schedule of meetings at this time, the offeror’s schedule for completion of work and delivery shall be based on the information that has been provided.

This does not refer to sample meetings. The Government will evaluate staff loading charts of the sample meetings as part of the Technical Proposal (see Section M – Evaluation Factors for award). The Government is requesting as part of the Business Proposal, for offerors to include their estimated costs for each of the sample meetings. The estimated costs for the sample meetings is to provide the Government with context in how Offerors developed their actual, estimated costs for performance of the Statement of Work.

41. Page 13 of the RFP, Section H.c indicates that government protected information should remain segregated from other information in file storage.

(a) What type of protected information is expected on this contract?

In addition to PII, the subject matter for some conferences/meetings may be confidential and required to be protected information.

(b) Will the government be providing its own file storage for this information or is it expected to be segregated on the contractor’s network?

The contractor is required to ensure all information stored on its systems comply with IT requirements contained within the RFP.

42. Page 27 of the RFP under H.8.1. section A.4 discusses Controlled Unclassified Information (CUI).

What type of CUI is expected to be handled in the performance of this meeting work?

This provision is when applicable. The subject matter of meetings and PII are possible CUI under this contract.

43. On page 12 it mentions that vulnerability scanning will be required on a monthly basis.

(a) Does this refer to hardware or software application scanning?

Both hardware and software. See “Vulnerability Management” on p. 71 of the RFP.

(b) Is the scan run on the Federal system or the contractor/subcontractors systems?

Contractor/Subcontractor systems. See “Vulnerability Management” on p. 71 of the RFP.

44. Section 5 on page 94 of the RFP says that a completed HHS Section 508 Product Assessment

Template (Template) must be included as part of the proposal. Please confirm that the Template submitted can be for an IT product developed under another contract similar to one that will be developed for this contract.

The Section 508 Product Assessment Template must demonstrate that the electronic and information technology (EIT) products and services developed, acquired, maintained, or used under this RFP, including EIT deliverables such as electronic documents and reports – support applicable Section 508 accessibility standards. See “Evaluation of Electronic and Information Technology Accessibility – Section 508” on p. 94 of the RFP for more details.

45. With regard to the subcontractor’s cost proposal, please confirm that subcontractors may submit confidential business information in a separate sealed package to NINDS. If so, please provide instructions for that submission. Would it also be via eCPS?

Subcontracting costs are part of Other Direct Costs (ODCs) and prime contractor offerors may support their proposed subcontracting costs by providing a subcontractor’s cost proposal within the prime contractor’s business proposal submission. All contractor bid or proposal information is subject to disclosure protections under FAR 3.104. This disclosure protection of source selection information includes subcontractor information provided in a prime contractor’s proposal submission. There is no separate submission of subcontractor information(from the Prime Contractor) within eCPS.

46. What is the maximum file size that can be submitted using the eCPS system?

The maximum upload size for all proposal document(s) together is 387.19 MB

47. There are numerous links within the RFP to websites and attachments that are invalid, have security restrictions or respond with “Page Not Found” (PNF) error messages, to include the following.

Proposals will be reviewed based on the working information within the RFP, and supplemented by the responses herein.

48. Page 11 of the RFP, E. 1. General Security Requirements has a broken link.

The HHS website provided under this section is down. Please refer to other sections within the RFP for information security and privacy requirements.

49. Page 23 of the RFP, Article G.6. Government Property does not have a working link

The correct website address is https://oamp.od.nih.gov/sites/default/files/appendix_q_hhs_contracting_guide.pdf.

https://oamp.od.nih.gov/sites/default/files/appendix_q_hhs_contracting_guide.pdf

50. Page 29 of the RFP, #12. Privacy Threshold Analysis (PTA)/Privacy Impact Statement (PIA): Links to OMA main organizational page. No link to titled document.

The correct website address is https://oma.od.nih.gov/forms/Privacy%20Documents/Documents/NIH%20PIA%20Guide.pdf

51. Page 30 of the RFP, C.1. NIH Information Technology Rules of Behavior: page not found

The requirement under this section remains and an updated website and/or access will be provided.

52. Page 33 of the RFP, G.1. HHS/EA Requirements: Page Not Found

53. Page 44 of the RFP, Article 1.3.a.2. HHS Contractor Code of Ethics and Business Conduct Poster: Page Not Found

See https://oig.hhs.gov/fraud/report-fraud/OIG_Hotline_Poster.pdf

54. Page 45, B.4. Executive Schedule: Page Not Found

See https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/

55. Page 72 of the RFP, F.1. (3rd bullet), Security Standards and Policies: Page Not Found

Please refer to other sections within the RFP for information security and privacy requirements.

56. Page 75 of the RFP, K.1. General Security Requirements: Page Not Found

57. Page 78 of the RFP, 15. b. Access Board: 404-Category Not Found

See https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh

58. Page 82 of the RFP, #4. Resumes: This section states that resumes are required on all key personal. On page 94 of the RFP, b. Personnel and Staffing Plan: This section states that curricula vitae are required for all proposed staff. Please clarify.

Resumes (or Curricula vitae and references) should be provided for all proposed staff (not just key personnel) in accordance with Section M – Evaluation Factors for Award.

59. Should the required SBA information on page 4 of the RFP be submitted as a separate page within Vol 1, Business Proposal?

This can be provided as part of an Offeror’s Business Proposal.

60. Business Proposal Instructions (p.82 of RFP, C) Special Instructions – cites Attachment 9 as “Supplemental Business Proposal Instructions” and attachment 10, however Section J https://oma.od.nih.gov/forms/Privacy%20Documents/Documents/NIH%20PIA%20Guide.pdf https://oig.hhs.gov/fraud/report-fraud/OIG_Hotline_Poster.pdf https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/ https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh

Attachments (p54) does not include a link to this document. Please provide the attachment or a link.

The reference to attachments on p. 82 is an error and should cite attachment 4 “Supplemental Proposal Instructions” and attachment 5 “Sample Small, Medium, and Large Meetings.

61. Referenced within RFP page 83, Section C.3.b.a. Direct Labor – The Government makes mention of pricing the key personnel separately from other personnel?

Key Personnel costs should be provided within direct labor and not separate from other direct labor. The Government should be able to identify within the proposed direct labor costs how much is being proposed for the labor of the named key personnel(s).

62. Due to the nature of this contract, Personal Identifiable Information and confidential materials are at risk to circulate and thus when provided no Government Furnished Equipment (GFE) and no premise on-site, the government will be at potential risk for identity and IP breaches. It is strongly recommended that the 8(a) vendor have a clearance or aptitude at securing information and ensuring personal information and government intellectual property is not at risk. Will the government consider only 8(a) contractors with a Top-Secret Facility Clearance to mitigate this risk?

There is no expectation that a Top-Secret clearance is needed for a contractor to protect PII and confidential information under this Statement of Work. It is the expectation of the Government that the successful offeror will be technically capable of meeting all the Information and Physical Security restrictions contained within the RFP.

63. Please verify that we use the experience of a consultant (who will be referred to as “Key Personnel” on the contract) for past performance?

See Question 21.

64. Are we required to have DCAA approved rates?

No, but the basis for any proposed rates should be provided and is subject to approval from the Government.

65. If the government decides that it will have a large meeting that the contractor determines will require additional conference support (such as for registration, directional support, etc), will the government all for a modification for additional funding? Without knowing the exact number of attendees for each meeting, it is impossible to plan adequately for effective conference support.

The proposed contract is planned as cost-reimbursable which will allow for contractor reimbursement of actual allowable, allocable, reasonable costs in performance of the Statement of Work. There are optional quantities within the RFP that permit the Government to increase the level of effort, if needed, during the performance of the contract.

66. To facilitate your analysis, would the Government consider providing a plug number for Other Direct Cost (i.e. material, travel, etc.) for even evaluation of that element of the Cost Proposals.

The Government is requesting offerors provide their estimated Other Direct Costs within their proposals. Offerors should address the basis and/or any assumptions made when developing those costs.

67. Our 8(a) certification is in progress. Please let me if there is opportunity for us to bid.

All offerors must have their 8(a) certification finalized at the time of receipt of proposals.

68. The Statement of Work talks about a requirement for an electronic tracking system (attachment 3, page 3 of 10). What system is being used now, and how is it being used?

The NINDS currently uses an internal sharepoint system for tracking. Access to sharepoint may be granted to the contractor.

69. Can the government share a tentative schedule of events for the coming year?

A tentative schedule of events will be discussed with the contractor after award.

70. Is the work going to be conducted at NIH facilities (excluding actual event attendance), or will some be expected to be conducted at the contractor site?

Excluding actual event attendance, it is expected that most, if not all, of contractor effort will be conducted at their own site.

71. Does each event need its own registration website, or is there one master site that can handle multiple events? How has the Government required this to be done on past contracts?

The Contractor is expected to provide a registration website. Ideally, one registration website that can host multiple meetings using a separate URL. Not all events will need a registration site. An estimate of 30 meetings per year will utilize a registration website.

72. Are there any customers systems available for use by the winning contract and if so, what are they?

It is anticipated that Sharepoint and Webex will be two systems utilized by the Contractor and provided by NINDS.

A teleconference call system and registration website are to be provided by the contractor. The teleconference call system should allow for identifying individuals and the ability to separate some callers from others (such as during confidential discussions).

73. Will the Contractor be responsible for the printing/ reproduction of materials – specifically the comprehensive guides. If yes, please provide specifications and volumes.

Yes, the contractor will be responsible for printing, this number can vary.

74. How many meetings of each size will require the following:

a. tracking of poster abstracts and speaker bios?

b. transcription service?

c. photography or video recording?

d. webinars?

e. passport / visa assistance?

This can vary depending on the meeting. For transcription support services, it is estimated that half a dozen meetings per year will require it.

Offeror’s can provide their assumptions within their business proposal for how they developed their estimated costs.

75. Will there be any requirements that require mailing/ shipping of materials or will the same be handled electronically? (If mailing is required – please provide clarification on the volume assumptions, required mailing methods etc.)

Some meeting materials may need to be shipped within the US. Any basis for costs within the business proposal should be provided by the Contractor (i.e., assumptions made for proposed costs).

76. Catering is referenced in the SOW as well as the “NIH Policy on Promoting Efficient Spending: Use of Appropriated Funds for Conferences and Meetings Space, Food, Promotional Items, and Printing and Publications.” The reference to catering is contradictory to the referenced policy. Please advise if it is anticipated that registration fees are to be collected in conjunction with statutory authority to charge and separate such fees for use in the purchase of food or if the reference to catering is erroneous.

The contractor will not use appropriated funding to provide food or beverage, but may be expected to coordinate with vendors so that conference/meeting guests have the ability to purchase their own food/beverage and/or provide conference/meeting guests with a list of nearby eateries and food options.

77. Is the contractor allowed/ expected to perform physical site visits in support of the selection?

The contractor may be asked to accommodate the government during site visits, although this is not expected for most meetings.

78. Are any of the meetings expected to run concurrently?

Some meetings may overlap in dates.

79. Please provide clarification on the assumptions to be used related to the volume of breakout/ meeting rooms associated with each meeting size.

This will vary depending on meeting size.

80. Is the contractor required to provide the webinar platform or will NINDS be providing the same? If being provided by NINDS – please confirm the platform being used.

Contractor needs another system to be used for DSMB and webinar meetings – system needs to be able to separate callers. Some international call access needed, and a way to identify the callers.

81. Would the registration site be required to integrate with any NIH sites?

82. Is there a list of the type of conference and meetings from previous years that the offeror can reference?

A preliminary list of conferences/meetings will be provided to the successful offeror after award.

83. How many events are held outside the DC Metro area? Which states and countries are the events held in?

Estimated at a dozen per year. International travel is not anticipated.

84. Are there any standards regarding hotel and conference center ratings?

There are not specific hotel ratings, but hotel costs must be within GSA mandated rates. Meeting and Conference space will be decided in conjunction with the COR.

85. Is the contractor responsible for reimbursing travel cost to attendees and should this cost be accounted for in the proposal?

The contractor will be responsible for reimbursing travelers and this cost should be accounted for in the proposal.

86. Is the contractor responsible for marketing the conference to solicit guest attendance to meet the requirements of women and minority participants?

87. Is the contractor responsible for the travel costs and honorarium of conference speakers and presenters?

Yes.

88. Are any of the conferences trade-show style events that requires the need for booth set-up and freight transportation?

89. Will NIH/COR provide the contractor with a list of proposed speakers and presenters?

Yes, this information will be providing by the COR or PM.

90. Is there a preferred location to host the teleconferences and webinar meetings?

The contractor site is acceptable unless otherwise indicated.

91. Will they be conducted from an approved federal facility or from the contractors business office?

The contractor site.

92. In any previous events, was there a need for teleprompters, translation devices, translators, hearing impaired devices, signers?

NINDS will arrange such services.

93. How many attendees/participants are usually approved to receive travel vouchers?

The contractor will be responsible for booking travel, but the amount of people vary per meeting.

94. Will NIH/COR provide the vouchers?

The contractor shall be responsible for this task.

95. Can you confirm the contractor place of performance when not performing logistics support at a physical conference location?

The Contractor Site.

96. For budgeting purposes, should all meetings be costed at either the National Institutes of Health in Bethesda, MD, Neuroscience Building in Rockville, MD, or the Fishers Lane Conference Center in Rockville, MD?

Some meetings will be off-site, but federal space should be checked for availability first.

97. For costing purposes, will the contractor need to provide AV services for all meetings or will the

AV services be provided by NIH?

NIH will provide AV for federal sites and the contracted venue shall provide AV services for meetings held at their site.

98. Attachment 5, page 2 number 11, bullet 4 indicates the contractor to coordinate travel arrangements for 25 participants however bullet 5 shows hotel arrangements for 30 participants.

Please confirm.

Please assume 30 travelers.

99. Attachment 5, page 12 shows 45 travelers and only 21 of the 45 travelers will receive 1 day of honoraria. Please confirm.

That is correct.

100. Attachment 5, page 12 shows 3 nights of lodging and 3 nights of per-diem. Should this be

3 nights of lodging and 4 days of per-diem?

It should be 2 nights, 3 days of per diem.

101. For costing purposes, we understand 50 webinars are expected, what is the anticipated length of each webinar?

Estimated at 4 hours.

102. Will any of the meetings to be coordinated be held in non-federal meeting space or in a geographical location other than Rockville/Bethesda, MD and DC?

Yes, estimated at a dozen per year within the US.

103. What are the total number of hours that a sign language interpreter has been needed for each sampled meeting in the past?

NINDS will arrange this service.

104. Sample Meetings - Are taxi services the specific ground transportation option to be used to satisfy “providing ground transportation to local airports, train stations, etc.”?

Taxi, train, local transit and uber are all acceptable.

105. Sample Meetings - Is the expectation that internet connection service is to be provided to all participants in the meeting or only to the necessary support personnel for this conference (e.g.

speaker laptop, key support personnel)?

This varies depending on the meeting.

106. Sample Meetings - Webinar is not checked in Box 29 of the meeting support types listed but webinar is required under Box 43. Will the contractor need to provide webinar support for the large meetings?

107. Will the webinar be a simultaneous/real-time broadcast of the meeting? And does this broadcast include the break-out and poster sessions?

NINDS arrange separately for live streamlining of small, medium, and large.

108. Will the webinar need to be recorded and the recording edited and formatted (508 compliance) for posting on the internet following the conference and who will host this recording?

This is not anticipated.

109. Are sign language interpreters needed for separate simultaneous sessions?

110. Will the sign language interpreters need to be shown in real-time during the webinar/broadcast via split screen?

111. Sign language interpreters are usually very expensive and there are almost always very specific rules regarding how long they can work without a break and how many hours per day they individually work. Will we need to get additional permissions/releases for signers to be broadcast in real-time or at a later date?

112. What is meant by exhibitor services? Box 43

This is usually a space for sponsors to display literature.

113. Medium Sample Meeting - Is providing a court reporter and then providing a subsequent electronic/printed transcription what is meant by ‘Transcriber’ under required vendor services required?

Requirements vary, the COR/PM will provide guidance.

114. Medium Sample Meeting - Transcript box is not checked in section 5 of the meeting support types listed but transcriber is required under section 19. Will the contractor need to provide transcriber support for the medium meetings?

115. Medium Sample Meeting - Are taxi services the specific ground transportation option to be used to satisfy “providing ground transportation to local airports, train stations, etc.”?

116. Medium Sample Meeting - Is the expectation that internet connection service is to be provided to all participants in the meeting or only to the necessary support personnel for this conference (e.g. speaker laptop, key support personnel)

117. Small Sample Meeting - Are taxi services the specific ground transportation option to be used to satisfy “providing ground transportation to local airports, train stations, etc.”

118. Small Sample Meeting - Is the expectation that internet connection service is to be provided to all participants in the meeting or only to the necessary support personnel for this conference (e.g. speaker laptop, key support personnel)?

119. Small Sample Meeting - Does the government have preferred/required solutions and/or platforms for hosting registration websites and webinars?

120. Do you want a labor rate sheet for all prospective labor categories that could be utilized to execute the scope of work?

121. Should the sample meetings be addressed individually in the Statement of

Work/Technical Approach section of the Technical Proposal as well?

A technical approach for the sample meetings is not needed. Staff Loading Charts for all sample meetings are to be provided in the Technical Proposal.

122. For the Sample Meetings - Can you please confirm that the A/V equipment (Work

Assignment Box no. 18) are being provided by the NIH Facility for all sample meetings?

NIH will provide AV for federal sites and the contracted venue shall provide AV services for meetings held at their site.

123. For the Sample Meetings - Regarding the meeting materials - should we assume that NINDS is providing the contract with the content for these materials? Or that we are developing the content ourselves?

NINDS will be provide draft of some content and the contractor may be responsible for collecting others such as abstracts and bios.

124. Attachment 3, Page 3 of 10: Is the contractor to secure and pay for the anticipated hotel room blocks up front in accordance with volume and specifications from the Government, with reimbursement from the Government for all rooms secured in the block?

125. Attachment 3, Page 3 of 10: For science writer services, what is the Government’s anticipated turn-around timeframe for meeting notes, summaries, reports, etc.?

Approximately 30 days.

126. Attachment 3, Page 5 of 10: Does the Government have a set honoraria rate for these meetings established?

Estimated at $200/event.

127. While the RFP does not identify a key person, is it correct to assume that the project director is the only key person?

Proposed key personnel is up to the offeror.

128. Medium Sample Meetings – Box 19. Transcriber (Attachment 5, page 9) – For budgeting purposes, is the transcriber provided by NIH or the contractor?

The contractor shall arrange this.

129. Large Sample Meetings, Box 43, Vendor Services (Attachment 5 Page 13) – For budgeting purposes, which vendor services are provided by NIH vs. the Contractor? (Science Writer, Videographer, Sign-language Exhibitor Services)

NINDS will arrange the sign language.

130. Large Sample Meetings, Box 46, 508 Compliance (Attachment 5 Page 13) – For budgeting purposes, are presentations posted to a website?

A few times a year.

131. Page 3 of Attachment 5 #13 indicates small sample meetings have the need for “online access” to registration services but a web site is not required while # 24 on pg. 5 lists a website as a deliverable. Please clarify what “online access” entails for this type of meeting and confirm the need for a website.

Some small meetings may require registration sites.

132. Attachment 5 indicates the need to remediate presentations for 508 compliance for all meeting types. Will these presentations be posted online or how will the 508 files be used? How long after the meeting are the files expected to be delivered to NINDS?

Presentations are not usually posted online.

133. For budgeting purposes, please provide guidelines on the requirements needed for a typical webinar or teleconference call. Will contractor staff be required to coordinate registration for participants? What is the duration of these meetings/calls? Is the contractor required to provide webinar software or does NINDS provide the technology?

The contractor may be required to assist with date selection, distributing dial-in information and agenda, and hosting the call using a secure line. The contractor will be responsible for the technology.

134. Page 13 of Attachment 5 indicates Large Meetings will require “Exhibitor Services”.

Please clarify what this support entails.

This is usually a space for sponsors to display literature.

135. Page 11 (#35) and page 13 (#43) of Attachment 5 list different vendor services required for medium sized meetings. Please confirm which vendor services are required for this type of meeting.

136. Page 3 of attachment 3, #7 indicates the need for preparation and dissemination of meeting/conference materials including folders and program booklets. Page 4 of attachment 3, indicates the need to coordinate and distribute pre-meeting/conference materials, such as meeting packets. Please confirm that the contractor is expected to design and draft the layout of the program booklet, as well as print it. What do the meeting packets consist of? A two-pocket folder, with a cover label, and materials placed inside? Or printed copies only?

This task will vary depending on the meeting, some artwork may be provided by the COR/PM.

Yes, the contractor will be responsible for printing. A typical meeting folder can consist of an agenda, participant list, and speaker abstracts and bios.

137. In general, what information technology tools are available for use for both internal and external stakeholders

The Government’s Information Security Officer will be a resource for information security compliance during the performance of the contract. It is expected that contractor provided systems, documents, websites, etc. will be compliant with the RFP’s information and security provisions.

138. What tools are typically used/acceptable by the Agency to collect user information for event?

Registration website provided by the contractor would capture user information for events.

139. Is it anticipated that the personnel of the awarded vendor be on-site full-time? If so, will they be provided full access and a badge?

No, only for the meeting.

140. Page 26, H.8.1 item A.1.B, references operating a federal system and information technology.

(a) What federal systems will be used in the performance of this contract?

Possibly sharepoint. Other federal systems to be determined during performance of the contract.

(b) Will GFE personal computers be provided?

(c)Will websites be built and maintained on federal servers?

(c) Will all files be stored on federal file servers?

141. Item 6 on the Deliveries table on page 16 is Registration Website. Is there a preestablished web server location (federal or otherwise) to build these sites, or is the contractor expected to obtain a suitable location?

Contractor expected to obtain a suitable location.

142. Page 28 under H.8.1. section A.5 discusses protection of sensitive information. What type of Sensitive Information is expected to be handled in the performance of this meeting work?

Personally Identifiable Information and subject matter information protection.

143. Information Security and Physical Access Security, section J - Information Security

Categorization - on pages 74 and 75 indicates that Personally Identifiable Information (PII) will be handled during the performance of this contract. What type of PII is expected to be handled in the performance of this meeting work (more than name and email address)?

Social Security Numbers.

144. Does the incumbent vendor utilize a commercially available electronic tracking system that meets the governments requirements as represented in the Attachment 3, page 3 of the RFP Statement of Work? If so, will the government identify that system or make participant, event and historical data available from that system upon award?

N/A.

145. Attachment 3, page 4, D. 3. states that “Periodically, meetings will be held out of town and at international sites.” Can the government provide additional detail regarding the quantity, frequency and level of participation of meetings outside the DC area and outside the U.S.? Are international meetings typically small, medium or large as described in Section F. on page 7 of the SOW?

Typically, small meetings within the US.

146. Attachment 3, page 4, D.: Does the implementation or reporting on the international meetings described in this section require translation or interpreter services?

International Meetings are not anticipated and translation services are not anticipated.

147. Attachment 5 – Small Sample Meeting – page 2 of 14 #11 Work Assignment

Description: indicates 25 travelers will need support (bullet 3), however, several other locations in the small sample meeting indicates 30 travelers. Please confirm the contractor is expected to cover travel costs for 30 travelers (not 25).

Thirty (30) travelers.

148. Attachment 5 – Small Sample Meeting – page 3 of 14 #13 Registration Services: are you requesting the contractor provide an online registration mechanism but not a meeting website?

Will the registration form be hosted on an NINDS server maintained under an unrelated contract?

a. Page 5 of 14 Deliverables: “website” is checked, however #14 says no website is needed. Please confirm the contractor does not need to provide a meeting website.

The registration website should provide meeting related information.

149. The government has mentioned the preparation and coordination of many of the conferences, vendor services, etc. Will the contractor receive the full year and project dates prior to the solicitation? NINDs mentions on pg. 2 that COR and CO “will periodically provide a list of estimated meetings/conferences to the contractor that will serve as a guide for workload planning purposes”.

Planned conferences will be provided to the contractor after award, but additional events may be added throughout the year.

150. Will contractor perform any of the small/medium conferences on government site or are all conferences to be provided on contractor site?

Federal space is preferred, but if not available non-federal space will be reserved.

151. The Electronic Tracking System makes mention of specific meeting id numbers for tracking purposes. Are these meetings ID because they are reoccurring meetings, or do we need to create an id for that particular meeting?

Each meeting shall have an individual ID.

152. Government make mention of no GFE, however, will there be any need for contractor to access government systems and/or government COTS? If so, what cybersecurity measures are needed to maintain this?

This will be coordinated with our Information Security Officer after the contract.

153. Without knowing all of the details about what will be needed for each meeting or conference, please explain how the contractor will be expected to pay for deposits or fees for meeting space, meals, poster boards, charging stations, etc.?

Use your best estimate based on the sample meetings and provide any assumptions made when including costs in performance of the Statement of Work.

After award, there will be coordination of details between the COR and the awardee prior to individual meetings/conferences with more established details.

154. Will the government provide a budget to coordinate lodging and accommodations?

Lodging shall be booked at or below the government per diem rate.

155. Does the government have a preferred event management software?

156. Please confirm that all staff will be located on contractor-site.

This is correct.

157. For meetings at the Customer facility, will all necessary, non-specialized equipment

(microphones, projectors, etc.) be provided by the Government?

158. Is it likely that some meetings will require off-site/non-Federal facilities and if so, how many?

Yes, this will vary depending on the availability of federal space.

159. Please clarify that the Government agrees to reimburse contractor for any cancellation or attrition fees as an ODC.

Before entering agreements that include cancellation or attrition fees,…