Response_to_Vendor_Questions-NIHOD2013412.xls

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MBD001500A5.xls Sheet1

RESPONSE TO VENDOR QUESTIONS-NIHOD2013412

ID Work Assignment Area Vendor POC Questions Response

3 Proposal Format BLH Is a “Letter of Intent” required and if so, what is the due date? A Letter of Intent is not required.

4 Incumbent SSS BLH The acronym “SSS” is referenced throughout the SOW. Please define? The references to SSS will be removed from the solicitation.

5 Incumbent SSS BLH Does “SSS” have a separate contract with OAR which requires the new OAR contractor to collaborate with “SSS”? Please explain the role of “SSS” in relation to this contract. SSS is the current contractor for the OAR Logistical Support Contract. SSS will not receive a follow on contract and it has no role in the new contract award. However, there will be a close working relationship during the transition period between the ol

6 Incumbent SSS BLH When the “SSS” current POP and all extensions end, will they receive a follow-on contract to continue to collaborate with the new contractor on this contract? If so, what is the role of “SSS”? SSS will not receive a follow on contract and it has no role in the new contract award. However, there will be a close working relationship during the transition period between the old and new contractors. We anticipate the transition period to take app

7 Incumbent SSS BLH Is the incumbent, Social and Scientific Systems, Inc., eligible for award of this Small Business contract? Social and Scientific Systems, Inc., is not eligible for a Small Business Set-Aside contract.

8 Special Requirement BLH Page 47 states that the Project Manager, not the Project Director, must show demonstrated experience and skill in managing a contract with multiple concurrent tasks over a period of 5 or more years with funding in excess of $35 million. As this is a small The Project Manager must have personally demonstrated experience in managing a contract with funding in excess of $35M.

9 Work Assignment Area 9 BLH The cover letter and page 1 of Attachment 1 state that the entire technical proposal must not exceed 25 pages in length. Page 46 states that the technical proposal should not exceed 75 pages, single spaced. Given the needed response for the four sample ta The Technical Proposal cannot exceed 50 pages.

10 Work Assignment Area 7 BLH Page 11: what other languages, other than Spanish, will require translation? Spanish is the only language that will need to be translated.

11 Special Requirement BLH Page 13, Special Requirements, states that the available staff must be extensive and flexible enough to staff up to 20 FTEs in one month. Page 66, Special Requirements, states that the available staff must be extensive and flexible enough to staff up to The number of FTE(s) is expected to fluctuate with the maximum number being 43 FTE (s). As an example, it can fluctuate from 43 FTE(s) to 25 FTE(s) or from 25 FTE(S) to 10 FTE(s) based on the magnitude of the projects. The contractor must be able to pro

12 Special Requirement BLH Page 24, Direct Labor, lists Project Director and Deputy Project Director. On page 47, Staff/Personnel, lists a Project Manager and not a Deputy Project Director, only “Professional Staff”. Please clarify if DPD is eliminated or combined into the professi The Deputy Project Director (DPD) position has not been eliminated. The DPD and the Project Manager duties are the same. The position will be listed as the DPD/Project Manager in the final RFP.

13 Work Assignment Area 9 BLH Page 68, Technical Evaluation Factors: We note the heavy amount of points (40) for Personnel. How was the point spread formulated across sections? Why no points for the DPD position? The points are based on the most critical elements identified in the Task Area(s). The RFP will be revised to include the DPD position.

14 Work Assignment Area 10 BLH The use of subcontractors is stated in some WAs, but not others such as WA #2, #5 and #10. Does this exclude subs in the noted WAs? The use of subcontractors is allowed in Work Assignments #2, #5, and #10.

15 Incumbent SSS BLH Are any of the four sample “illustrative, hypothetical tasks” already in process with the incumbent contractor, Social and Scientific Systems, Inc. and have costs been incurred? The “illustrative, hypothetical tasks” are sample task assignments and have no bearing on what the contractor is currently doing.

16 Work Assignment Area 2 BLH What is the estimated number of meetings per year? Each meeting is different, and the meeting requirements may change from year to year, so we cannot predict the number at this time. The needs for each meeting will be determined as it arises. Please note that the New Executive Order on Promoting Efficient

17 Work Assignment Area 2 BLH What size are the meetings and how many days will they occur? Each meeting is different, and the meeting requirements may change from year to year, so we cannot currently predict the size and length of each meeting.

18 Work Assignment Area 2 BLH What is the total number of attendees? Each meeting is different, and the meeting requirements may change. At the current time, we cannot predict the total number of attendees for each meeting.

19 Work Assignment Area 2 BLH How many attendees will be supported and for how many days? How many get honorarium and what amount will they receive? Each meeting is different, and the meeting requirements may change. At the current time, we cannot predict the number of attendees or length of each meeting. There are no honoraria for domestic and international scientists. Honoraria is only provided to

20 Work Assignment Area 2 BLH What is the preferred setup for the plenary sessions? Each meeting is different, and the meeting requirements may change. At the current time, we are not able to predict the preferred set up for the plenary sessions at each meeting.

21 Work Assignment Area 2 BLH Will break-out rooms be needed, and if so, how many? What is the typical set-up? Each meeting is different, and the meeting requirements may change from year to year, so we cannot currently predict the number of breakout rooms that may be needed for the room set up.

22 Work Assignment Area 2 BLH How many of these meetings have poster sessions? How many posters? Each meeting is different, and the meeting requirements may change from year to year, so we cannot currently predict how many of these meetings will have poster sessions or how many posters will be included in each meeting.

23 Work Assignment Area 2 BLH How many meetings have exhibits and how many exhibits are there (table top or standing)? Each meeting is different, and the meeting requirements may change from year to year, so we cannot currently predict how many meetings will have exhibits and/or how many exhibits will be included in each meeting.

24 Work Assignment Area 2 BLH How many sets of briefing books are produced per year? How many total pages, and of these, how many are black/white vs. color? Each meeting is different, and the meeting requirements may change from year to year, so we cannot currently predict how many meetings will require briefing books and/or how many black/white vs. color pages will be in each briefing book.

25 Work Assignment Area 2 BLH How many meetings require abstract books? How many sets of abstract books are produced per year? How many pages are produced and how many are b/w vs. color? Each meeting is different, and the meeting requirements may change from year to year, so we cannot currently predict how many meetings will require briefing books and/or how many black/white vs. color pages will be in each briefing book.

26 Work Assignment Area 2 BLH How many meetings require verbatim transcripts? Each meeting is different, and the meeting requirements may change from year to year, so we cannot currently predict the number of meetings that will require verbatim transcripts.

27 Work Assignment Area 3 BLH How many attendees are to be supported and for how many days? Will they receive any honorarium? Each meeting is different, and the meeting requirements may change from year to year, so we cannot currently predict the number of attendees who will be supported for each meeting and the number of days they will be supported. There are no honorarium fo

28 Work Assignment Area 4 BLH For budgeting purposes, please provide a typical scenario or estimate of support. Please see the level of effort outlined in the RFP in F.3

29 Work Assignment Area 5 BLH Please provide the number of supported attendees and number of days. Each meeting is different, and the meeting requirements may change. At the current time, we cannot predict the total number of attendees or length of each meeting.

30 Work Assignment Area 5 BLH Have the International AIDS Conference site costs been paid for 2014? Funds have not been disbursed to support the IAS 2014 Conference.

31 Work Assignment Area 6 BLH Please provide the number of supported attendees per international event and amount of honorarium. Each meeting is different, and the meeting requirements may change. At the current time, we cannot predict the total number of attendees who will be supported for an international event. There are no honorarium for domestic and international scientists.

32 Work Assignment Area 7 BLH For budgeting purposes, please provide a hypothetical list of the items the contractor is to provide with the number of copies, number of pages (if applicable), etc. Each meeting is different, and the meeting requirements may change from year to year, so we cannot currently predict how many meetings will require briefing books and/or how many pages in black/white vs. color will be needed in each briefing book.

33 Work Assignment Area 11 BLH Please provide an estimated number of pass through Based on historical information, an approximately 58 Pass Through Payments were processed to support HIV/AIDS related activities.

34 Work Assignment Area 9 Dozier Technologies, Inc. On pg. 1 of Attachment 1 states that the Technical Proposal page limitation is 25 pages. On Page 46 of the RFP, Item #1. Technical Discussions, it states that the technical proposal should not exceed 75 pages. Please confirm the maximum number of pages The Technical Proposal cannot exceed 50 pages.

36 Special Requirement Dozier Technologies, Inc. Pg 18 of RFP, The Period of Performance is for one base year and four option years; however, there are 16 “Option Periods”, four per option year. Are these “Option Periods” actual meetings/conferences? No, the optional periods listed on Page 18 are not meetings; they are the optional periods. There are 4 option periods within each year and a total of 16 optional for 4 years.

37 Work Assignment Area 2 Dozier Technologies, Inc. How many domestic conferences will be held each year and how often? Each meeting is different, and the meeting requirements may change. At the current time, we cannot predict the number of domestic conferences that will be held for each year.

38 Work Assignment Area 5 Dozier Technologies, Inc. How many international conferences will be held each year and how often? Each meeting is different, and the meeting requirements may change. At the current time, we cannot predict the number of international conferences that will be held for each year.

39 Work Assignment Area 2 Dozier Technologies, Inc. What is the total number of anticipated attendees for each conference? Each meeting is different, and the meeting requirements may change. At the current time, we cannot predict the total number of attendees for each meeting.

40 Work Assignment Area 2 Dozier Technologies, Inc. How long is each conference in total number of days? Each meeting is different, and the meeting requirements may change from year to year, so we cannot currently predict the size and length of each meeting.

41 Work Assignment Area 2 Dozier Technologies, Inc. How many sleeping rooms will be required for each conference domestically? Each meeting is different, and the meeting requirements may change. At the current time, we cannot predict the total number of sleeping rooms required for each domestic conference.

42 Work Assignment Area 2 Dozier Technologies, Inc. How many sleeping rooms will be required for each conference internationally? Each meeting is different, and the meeting requirements may change. At the current time, we cannot predict the total number of sleeping rooms required for each international conference.

43 Work Assignment Area 2 Dozier Technologies, Inc. Will the contractor be required to engage speakers/presenters for each conference or will OAR identify these individuals? Both the OAR and the contractor will be responsible for identifying speakers and presenters.

44 Special Requirement Dozier Technologies, Inc. Are there specific labor categories that comprise the 43 FTEs and if so, what are these categories? The 43 FTEs should be based on the labor categories as stated in the RFP and the FTEs used will be based on tasks assigned.

45 Work Assignment Area 2 Dozier Technologies, Inc. Pg 7 of the RFP indicates the contractor will be responsible for making participation arrangements (airline or training tickets, lodging reservations and payments, advance or reimbursement of meals and incidental expenses, ground transportation, registrat Each meeting is different, and the meeting requirements may change. At the current time, we cannot predict the total number of attendees for each meeting.

46 Work Assignment Area 2 Dozier Technologies, Inc. Will all other “non-designated” attendees fund their own participation? Yes, non-designated (non-federal attendees) that have not been approved by the OAR will be responsible for their own participation.

47 Work Assignment Area 2 Dozier Technologies, Inc. Will any attendees require advance per diems for attendance? Yes, all attendees will require advance per diem and ground transportation for participation.

48 Incumbent SSS Dozier Technologies, Inc. We understand there is an incumbent. Will the incumbent be rebidding on this solicitation? The current contractor is not eligible for a Small Business Set-Aside contract.

49 Incumbent SSS Dozier Technologies, Inc. What is the name of the incumbent? The current contractor for the OAR Logistical Support Contract is Social and Scientific Systems, Inc.

50 Incumbent SSS Dozier Technologies, Inc. Is there a POC for the incumbent and can you provide contact information? Unfortunately, the OAR cannot provide this information to potential offerers.

51 Budget Dozier Technologies, Inc. What is the total value of the existing contract? Will the new contract value remain unchanged? The total value of the current contract is $57M. The new estimated contract is expected to be significantly lower because of the Executive Order on Promoting Efficient Spending.

52 Special Requirement Dozier Technologies, Inc. Does the contract require FTE specialized staffing such as sign language interpretation for the hearing impaired, translation services for international meetings or can this specialized staffing be added at peak periods as required for each meeting? If The contract does not currently require specialized staffing such as sign language interpretation for the hearing impaired, translation services for international and domestic meetings/conferences. If this service is required, then the contractor will hi

53 Special Requirement Dozier Technologies, Inc. Pg 41 of the RFP stats that there is a workload requirement of 210,000 total labor hours. On Pg. 68, under Item 5. (a) states that the depth of staffing to respond to periods of peak workload is up to 43 FTEs in one month; does the 210,000 total labor ho As the RFP indicates, the staffing requirements fluctuate depending on how many, and what type of, activities are being supported. The hours are estimated as the total number needed over a year's time, including fluctuation in the workload, so it is not

54 Special Requirement Dozier Technologies, Inc. Pg. 40 of the RFP under paragraph (d. 1.) States that one award will be made, however, in RFP Attachment 1, pg. 2 references “small business set aside” and states the contract will be “awarded to one or more such concerns”. Will this contract be awarded The contract will be awarded to one contractor.

55 Work Assignment Area 9 Dozier Technologies, Inc. Pg. 43 of the RFP under paragraph (4.) states that “direct cost and resources information, such as labor-hours and categories, materials . . . ” be included in the Technical proposal, but then states, “pricing data relating to individual salary informatio Labor hours by job category should be included in the Technical Proposal, but no other costs should be included.

56 Security Dozier Technologies, Inc. On pgs. 50 – 54 of the RFP relevant to security provisions outlined, are you looking for a specific security plan or statements of facts? Section C. Contractor security deliverables of the referenced section describes the nature of the security documents the contractor should prepare and submit for review and acceptance.

57 Proposal Format Dozier Technologies, Inc. Pg. 70, Section 5 of the RFP references the use of “word perfect software”? Is MS Word software acceptable as word processing equipment? MS Word is acceptable for word processing documents.

58 Special Requirement Dozier Technologies, Inc. Will there be an IDIQ to this contract for printed documents and other conference collaterals so that cost estimates can be gathered in a manner appropriate for each project within the proposal? It is hard to predict the cost of these items without havin An IDIQ will not be issued.

59 Special Requirement Unispec, Inc. Do you require 5 past performances from each prime and subcontractor or 5 total past performances from the Offeror? Do all of the Past Performances need to relate to HIV/AIDs? If the sub-contractor is performing at least 25% of the work, one of the past performance references can be from the sub-contractor. Offerors should submit no more than the requested number of references, which is a total of 5.

Yes, the Past Peformances

61 Special Requirement Unispec, Inc. On pg. 70 under the paragraph for Facilities and Resources word perfect is identified as the required word processing software is this correct? MS Word is acceptable for word processing documents.

62 Security Unispec, Inc. On pg.57 the contractor system is identified as at the FIPS-199 “High” level for all three security criteria (Confidentiality, Integrity and Availability), can you please provide the reasoning (aka SP-800-60 information types) that will be processed and/o The security level has been changed to Moderate risk. This change will be reflected in the final RFP.

63 Work Assignment Area 10 Unispec, Inc. Please provide greater detail in regards to the IT Inspection described on pg. 56. What notification if any will be provided especially for subcontractors. As OAR receives information from the NIH Office of Information Technology; it will be forwarded to the Prime contractor. It will be the Prime contractor's responsibility to ensure the sub-contractors are kept up-to-date with this information.

64 Proposal Format Unispec, Inc. The following URL’s found throughout the various solicitation documents are not accessible from the Internet yet they contain information applicable to the proposal description and estimation. http://ocio.nih.gov/security/nihitrob.hmtl http://www.extensio Once a contract has been awarded, then the URLs for security will be available.

70 Special Requirement Unispec, Inc. The RFP states on page 66, “The available staff must be extensive and flexible enough to staff up to 25 FTEs in one month and then cut back to 10 FTEs a few months later to accommodate fluctuations in work volume and type.” But then in Section M on page 6 The number of FTE(s) is expected to fluctuate with the maximum number being 43 FTE (s). As an example, it can fluctuate from 43 FTE(s) to 25 FTE(s) or from 25 FTE(S) to 10 FTE(s) based on the magnitude of the projects. The contractor must be able to pro

71 Work Assignment Area 2 Unispec, Inc. Describe the publication needs in terms of production and labor? On average how many conferences are being planned at one time? On average how many people attend these conferences? Typically, what types of marketing materials are needed for these confer Each meeting is different, and the meeting requirements may change. At the current time, we cannot predict publication needs, the number of conferences, the number of attendees and the types of marketing materials needed for these conferences.

86 Work Assignment Area 5 Altum Included in this email is one question we have for the aforementioned RFP in location: Part IV, Section L, 2 (Instructions to Offerors), b (Technical Proposal Instructions), 3 (Information and Physical Access Security), E (Additional NIH Requirements), The security level has been changed to Moderate risk. This change will be reflected in the final RFP.

88 Incumbent SSS EDJ Associates, Inc Who is the incumbent Contractor? Social and Scientific Systems, Inc. is the current contractor.

89 Incumbent SSS EDJ Associates, Inc Is the incumbent eligible to bid? No, the current contractor is not eligible for a Small Business Set-Aside contract.

90 Budget EDJ Associates, Inc What was the previous contract value? The current contract value is $57,000,000.

91 Proposal Format EDJ Associates, Inc Attachment 1 indicates that technical proposals cannot exceed 25 pages, however page 46 of the RFP states that technical proposals cannot exceed 75 pages. Please confirm the correct page limit for the technical proposals. The Technical Proposal cannot exceed 50 pages.

92 Budget EDJ Associates, Inc With regard to the budget, should bidders submit a cost plus budget only for the labor hours noted on page 19 and each of the sample Work Assignments on pages 48-49? Offerors are expected to provide pricing and cost (determine the level of effort/mix required for each task) for the sample task assignments per the instructions in section M as part of their technical proposal.

This estimate is different from your busin

93 Proposal Format CSR Attachment 1 indicates the length of the technical proposal should be no greater than 25 pages. However, page 46 of the RFP indicates the length should be no greater than 75 pages. Please clarify the correct length expected for the technical proposal. The Technical Proposal cannot exceed 50 pages.

94 Special Requirement CSR Regarding the surge capacity of the contractor’s staff, page 13 of the RFP indicates the upper level to be 20 FTEs and page 66 indicates the upper level is 25 FTEs in one month. Please clarify. The estimated maximum surge capacity is 43.

95 Incumbent SSS CSR How many work assignments of each type have been issued during each year of the current contract? The current contract consists of the same 11 Work Assignments as listed in the RFP. Within each WA, OAR issues a request for support of specific activities. The number of activities requested in each WA can vary significantly year to year, as can the dura

96 Work Assignment Area 1 CSR Does Attachment 7, Contract Work Assignment, represent an automated or paper system for documenting Work Assignments under the contract? Who maintains the system? The Contract Work Assignment does not represent an automated system. The contractor is expected to monitor or track work assignments.

97 Sec. L CSR Section L, B, Understanding (p.46) indicates that for each work assignment area the bidder should address “relevant experience in the work area.” Is OAR expecting the corporate experience to be described under the technical approach rather than in a separ The contractor can summarize its experience in the work area in whatever manner it feels is appropriate.

98 Sec. L CSR Section L, D, Staff/Personnel (p.46), is there a limit on the page length of resumes included in the appendix, e.g., 2 page resumes? There is no page limit for resumes.

99 Sec. L CSR Section L, E, 2. Past Performance Evaluation (p.47), are bidders expected to send the past performance questionnaires to references before the proposal due date and have the completed questionnaires delivered directly to OAR prior to the submission date ( The offeror is responsible for the survey being returned to the address shown in block 5 on the SF30. This information is due no later than 5 calendar days from the date of submission of the proposal. Please see Section M of the RFP.

100 Work Assignment Area 1 CSR Under sample work assignment 1, page 49, the RFP indicates “OAR also seeks to integrate the budgeting and spending of this contract, once awarded, into its trans-NIH budget-tracking process.” In order to respond to this assignment, the bidder will need The “illustrative, hypothetical tasks” are sample task assignments, no additional details need to be provided.

102 Security CSR Page 50, c. Position Sensitivity Levels indicates the security level for the contract is Level 5, Public Trust-Moderate Risk. However, on page 57, b. Security Categories and Levels, all security categories and indicated as “High.” Please clarify the secur The security level has been changed to moderate risk. This change will be reflected in the final RFP.

103 Work Assignment Area 9 CSR Section C, page 5 refers to “…an information data base on intramural/extramural AIDS activities…” Does the database currently exist? What software is used and what is the size of the current database? Yes the database currently exists. The software used is Infor PM BPA. The data base size is 5GB.

104 Work Assignment Area 9 CSR Is the same database used to maintain the mailing lists of potential participants as the historical lists (Page 7 of SOW-Work Assignment 2)? No. The database maintaining the lists of potential participants is different than the database for historical lists.

105 Work Assignment Area 2 CSR Is OAR using a subscription sourced registration system as a platform for their conference registration Web sites? If yes, what is it (Page 7 SOW-Work Assignment 2)? No. The current contractor and OAR are not using a subscription source to register participants for conferences.

106 Work Assignment Area 3 CSR What is the approximate level of effort required for each of the Work Assignment Areas under the Statement of Work? The contractor is to provide the government with the approximate level of effort required for each WA.

107 Work Assignment Area 2 CSR What outside sources is OAR referring to when indicating support for food and beverage (Page 7 of SOW-Work Assignment 2)? The use of appropriated funds for food and beverages is prohibited until further notice. The contractors will not be allowed to collect fees or payments for food and/or beverages.

108 Work Assignment Area 3 CSR What NIH meeting space is preferred by OAR for the OARAC meetings? What is the offsite meeting space preferred by OAR (Page 8 of SOW-Work Assignment 3)? The OAR prefers to have the OARAC meetings at the NIH conference facility located at 5635 Fishers Lane.

109 Work Assignment Area 4 CSR On page 8, the 2nd bullet indicates “some of the following activities may be performed by SSS.” But there are no activities listed. Will OAR please provide the list of activities (Page 8 of SOW-Work Assignment 4)? References to SSS will be deleted from this solicitation.

110 Special Requirement CSR What platform supports the current database? Is this the same database mentioned earlier in the SOW under Work Assignment 2 for maintaining list of participants involve in OAR conferences (Page 12 of SOW-Work Assignment 9)? The current database uses Microsoft SQL Server. Yes, this is same database mentioned under statement SOW-WA2.

111 Work Assignment Area 9 CSR What system is currently used by OAR to track and monitor budgeting and spending related to all AIDs research projects (Page 49 Section L-Sample 1)? The “illustrative, hypothetical tasks” are sample task assignments, no additional details need to be provided.

112 Work Assignment Area 5 CSR Will security be needed for the VIP in Russia (Sample 2)? The “illustrative, hypothetical tasks” are sample task assignments, no additional details need to be provided.

113 Work Assignment Area 5 CSR Does the VIP have any special needs (Sample 2)? The “illustrative, hypothetical tasks” are sample task assignments, no additional details need to be provided.

114 Work Assignment Area 1 CSR Section C., II Statement of Work, reference is made to numerous meetings and deliverables under each work assignment area. Please provide: the numbers of meetings of each type? numbers of federal versus nonfederal participants for each type of meeting ea Each meeting is different, and the meeting requirements may change. At the current time, we cannot predict the number of meetings, the number of federal vs. non-federal participants, the potential locations of each meeting type domestic vs. international

118 Work Assignment Area 2 CSR Section C., II Statement of Work, page 8, reference is made to post meeting materials, including verbatim transcripts. How many verbatim transcripts versus summaries/minutes will be required during each contract year? Each meeting is different, and the meeting requirements may change from year to year, so we cannot currently predict the number of meetings that will require verbatim transcripts vs. summaries/minutes.

119 Work Assignment Area 7 CSR Page 10 refers to the creation of Powerpoint presentations, slides, etc. and traveling exhibits. How many of each type of product will be required during each contract year? Each meeting is different, and the meeting requirements may change from year to year, so we cannot currently predict how many meetings will have powerpoint presentations, slides and traveling exhibits.

120 Work Assignment Area 9 CSR Page 12, under Work Assignment 9, reference is made to conducting literature searches and “Establish and keep a library of AIDS information.” Is the current library maintained in hard copy or is it automated? If automated, what software is used to maint The library of AIDS information is kept in different formats. For example, a list of upcoming AIDS-Related Conferences is in an Excel spreadsheet; information on collaborative activities are retained in hardcopy and electronic copy for reference (for exa

124 Work Assignment Area 2 CSR How many domestic versus international airline tickets will the contractor purchase each contract year? Each meeting is different, and the meeting requirements may change from year to year, so we cannot currently predict the number of domestic vs. international airline tickets that the contractor will need to purchase at this time.

125 Special Requirement CSR Under II(2) f, page 14, Special Requirements, please indicate the approximate number of meetings for which services will be provided each year under the proposed contract. Each meeting is different, and the meeting requirements may change. At the current time, we cannot predict the number of meetings at this time.

126 Special Requirement CSR Under II(2) g, page 14, Special Requirements, please indicate the number of nonfederal individuals attending public hearings and other meetings per contract year for whom honoraria and travel reimbursement/per diem will be provided. Each meeting is different, and the meeting requirements may change. At the current time, we cannot predict the number of nonfederal individuals attending public hearings and other meetings per contract year for whom travel reimbursement/per diem will be

127 Special Requirement CSR Under II(2) h, page 14, Special Requirements, please indicate the frequency of the type of wire transfers that are expected to occur during each quarter of a typical contract year. The number of wire transfers expected to occur during a quarter will be based on the budget.

Also please note that "Special Requirements" which was duplicated in Section C and M, is now only in Section C.

128 Special Requirement CSR Article C.2, Reporting Requirements, regarding the 7 specific types of reports required, and the 1 “Any other” type of report required, what is the approximate number and length of reports of each type that are submitted each year of the contract? What is Once the contract has been awarded, the OAR COTR and the Project Director will determine what type of reports, the length of the reports, and when the reports are due.

129 Work Assignment Area 2 CSR Approximately how many meeting each contract year will involve a third party sponsor who may be paying for food and beverage, and other federally non-allowable items? The use of appropriated funds for food and beverages is prohibited until further notice. The contractors will not be allowed to collect fees or payments for food and/or beverages.

130 Special Requirement CSR Will the contractor be expected to coordinate with that party on the type and selection of the refreshments served during the event? The use of appropriated funds for food and beverages is prohibited until further notice. The contractors will not be allowed to collect fees or payments for food and/or beverages.

131 Work Assignment Area 10 CSR Section K, page 35 indicates that the bidder must complete the Reps and Certs online. Should proposed subcontractors complete their Reps and Certs online also? Reps and Certs have to be submitted by the prime contractor.

132 Special Requirement CSR Is there any Government Furnished Equipment that will transfer with the Contract? If yes, please provide details about what equipment is provided by OAR. A listing of equipment will be provided to the contractor once a contract has been awarded.

133 Work Assignment Area 1 CSR In section L, the project manager position is described but is not mentioned in the evaluation criteria provided in section M. How will the project manager position be evaluated? The Project Manager position will be added to the Technical Evaluation under Section M. The revisions will be made to the final RFP.

134 Special Requirement CSR WordPerfect software is listed as a requirement for facilities and resources. Please confirm that OAR plans to continue to use this program. MS Word is acceptable for word processing documents.

135 Special Requirement Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager Section K indicates that the offeror must have completed ORCA as well as include a completed Representations & Certifications (Attachment 2). The ORCA website link no longer works. It is our understanding that ORCA and CCR have been replaced by SAM.gov. Yes. Please go to SAM.gov to complete your Online Representations and Certifications Application.

136 Special Requirement Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager Article F3 provides the anticipated level of effort by functional category, i.e Project Management, Publication Support, etc. Article G2 identifies specific individuals and labor categories that will be designated as Key under the awarded contract. Othe No. The government will not provide a revised table within F3 that provides the anticipated level of effort by labor category.

The 43 FTEs should be based on the labor categories as stated in the RFP and the FTEs used will be based on tasks assigned.

137 Work Assignment Area 1 Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager G.6 indicates that the contractor must provide financial reports for the first quarter of the contract and then monthly thereafter. Will the Government allow the successful contractor to provide the required report in a contractor format rather than usin The contractor is to use NIH Form 2706 as specified in the RFP. However, the contractor can supplement the form with its own report.

138 Special Requirement Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager This form requests the name and title of the principle investigator and co-investigator. The scope of the intended contract is for Technical, Administrative, Analytical and Logistical Support. Will the Government clarify what position(s) under this proc NIH Form 2043 is the Proposal Summary and Data Record Form. The name and title of the prinicipal investigator and co-investigator on the form does not need to be filled out since this is not an R&D contract.

139 Special Requirement Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager The Government intends to have a 1 year base period and 16 3-month options. Article H.3 requires that the Government to indicate their intent to exercise an option 60 days before the contract expires. The process of awarding an option and then within 30 The intent to exercise an option notice has been changed to 14 days.

140 Special Requirement Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager In this article it states “The Contracting Officer’s Representative (COR) with Contracting Officer Approval, is authorized to initiate Work Assignments and to sign Work Assignments indicating satisfactory performance/delivery of the services /product requ The Contractor must obtain written approval from the COR and Contracting Officer before work on any Work Assignment is started.

141 Sec. M Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager II(2)d. Special Requirements, page 14 indicates that the contractor facility should be in close proximity allowing staff to be at OAR offices within 2-hours notice and materials picked-up or delivered with 1-hours notice. Section M, Special Requirement The change will be reflected in Section M of the RFP to state that the Contractor must be able, to pick up and/or deliver materials within 1 hours’ notice.

142 Sec. M Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager The Project Manager is not listed as an evaluated position in Section M. Is this position part of the professional or administrative staff? Is this position evaluated? The Project Manager is not part of the professional or administrative Staff. This position will be evaluated separately. The Project Manager/DPD will be added as an evaluated position in the final RFP. Section M has been updated.

143 Sec. M Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager The administrative staff is not identified in Section L, but is evaluated in Section M. Section L and M have both been updated in the RFP to include administrative staff.

144 Sec. L Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager Section L requires the related experience of staff to be included in Section E Related Experience, but Section M does not provide any evaluation criteria for staff experience in this section. Is staff experience evaluated under Related Experience? Staff experience will be evaluated based on the criteria outlined under the Personnel Technical Criteria.

145 Sec. M Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager Section M refers to the 8 work assignment areas within the scope of work, are areas 9-11 considered administrative areas? Are these areas evaluated? Section M of the RFP has been updated to reflect the evaluation of both the sample work assigmnments and the 11 work assignments.

146 Proposal Format Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager Is the Appendix of personnel resumes excluded from page count? Yes.

147 Sec. L Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager There is redundancy in the Section L requirements between Section B Understanding/Approach and Section E Related Experience. Both sections require discussion of relevant experience in each work area (corporate related experience) and discussion of any pe The contractor can summarize its experience in the work area in whatever manner it feels is appropriate.

148 Proposal Format Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager What is the correct page count for Technical Proposal—letter of instructions says 25 pages, RFP says 75 pages. The Technical Proposal cannot exceed 50 pages.

149 Proposal Format Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager Is there a font type and size requirement for the business and technical proposal? There is no font type/size requirement for the business and technical proposal.

150 Special Requirement Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager On page 47, the solicitation states that the Project Manager must show demonstrated experience and skill in managing a contract with multiple concurrent tasks over a period of five or more years with funding in excess of $35 Million. This is an excessive The Project Manager must have personally demonstrated experience in managing a contract with funding in excess of $35M.

151 Incumbent SSS Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager What is SSS staff? SSS is the current contractor for the OAR Logistical Support Contract.

153 Work Assignment Area 2 Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager What is the approximate number of predicted events and the approximate number of predicted participants at each? Each meeting is different, and the meeting requirements may change. At the current time, we cannot predict the number of events and participants for each meeting.

154 Work Assignment Area 2 Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager What is the approximate length of the event (number of days/hours)? Each meeting is different, and the meeting requirements may change. At the current time, we cannot predict the length of each meeting.

155 Special Requirement Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager Do current measures for ensuring confidentiality of individual’s names, health status, etc. exist? If yes, will a description be provided? Yes. The current contractor ensures the confidentiality of all individuals participating in meetings/conferences/events. Neither the current contractor nor the OAR collects information on an individual's health status. The reference to "health status" wi

156 Work Assignment Area 2 Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager Does confidentiality of names, health status, etc. refer to conference/meeting attendees? The OAR does not collect health status information on meeting attendees. The reference to "health status" will be taken out of the RFP.

157 Work Assignment Area 2 Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager Define basic parameters OAR generally provides in regards to identifying a meeting location. The parameters for identifying a meeting location is undetermined at this time. These parameters are determined based on the specific needs for each meeting.

158 Work Assignment Area 2 Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager Can examples of internal/external resources for identifying potential participants be provided? Once a topic has been identified, the contractor may have to search the historical database to provide a listing of potential participants who have the background/expertise in a specific topic area.

159 Work Assignment Area 2 Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager Does “outside sources for payment” (pg. 7) include solicitations of event/activity sponsorships? The use of appropriated funds for food and beverages is prohibited until further notice. The contractors will not be allowed to collect fees or payments for food and/or beverages.

160 Work Assignment Area 2 Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager Can an approximate number of meetings requiring a fully functional on-site office set-up be provided? Each meeting is different, and the meeting requirements may change. At the current time, we cannot predict the number of meetings requiring a fully functional on-site office set-up.

161 Work Assignment Area 2 Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager Will all meetings/conferences/events be held in the DC Metro area? Some of the meetings, conferences or events will not be held in the DC Metro area.

162 Work Assignment Area 2 Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager In what instances would food & beverage be allowed? What are the requirements for payment with appropriate funds? The use of appropriated funds for food and beverages is prohibited until further notice. The contractors will not be allowed to collect fees or payments for food and/or beverages.

163 Work Assignment Area 3 Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager What is the approximate number of predicted OARAC meetings? Are these held on an annual/quarterly/biweekly basis? The OARAC meetings are held twice a year.

164 Work Assignment Area 3 Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager What is the approximate length of each predicted meeting (number of days/hours)? The approximate length of each predicted meeting is one day for 8 hours.

165 Work Assignment Area 3 Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager Are all OARAC meetings held in the DC Metro area? Yes, all OARAC meetings are held in the DC Metro area.

166 Work Assignment Area 3 Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager What is the approximate number of predicted participants at each OARAC meeting? There are approximately 40 participants at each OARAC meeting.

167 Work Assignment Area 5 Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager How far in advance is the international location decided upon? The location of the International AIDS Conference is decided two years prior to the actual conference.

168 Work Assignment Area 5 Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager What is the approximate length of the event (number of days/hours)? The approximate length of the event is 5 days and the hours will vary from day to day.

169 Work Assignment Area 5 Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager Does the contractor assist in determining the location? No, the contractor does not assist in determining the location. The location is determined by the conference organizers.

170 Work Assignment Area 5 Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager What is the approximate number of NIH and PHS participants? The Department of Health and Human Services (HHS) decides on the number of NIH and HHS participants. The reference to PHS will be taken out of the RFP.

171 Work Assignment Area 2 Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager How many site visits were required for past events? The information requested may not be useful because the conference requirement will be significantly reduced because of the Executive Order on Promoting Efficient Spending curtailing spending on conferences and meetings.

172 Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager What is the approximant number of predicted research/exchange opportunities, both international and domestic? The number of research/exchange opportunitites cannot be predicted at this time.

173 Special Requirement Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager Is there a current list of preferred vendors? The government has no such list.

174 Work Assignment Area 9 Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager Can the software/applications which require training provided (page 12) be specified? This requirement will be removed from the RFP Solicitation.

175 Work Assignment Area 10 Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager How many subcontractors were used in the past? Approximately 37 subcontractors were used in the past.

177 Budget Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager Article G.2.e Invoice Matching Option states that “ This contract requires a two-way match.” Will the Government provide a clear definition of what a two-way match is in this context or provide a source reference that will provide this necessary informat A "two-way match" invoice option is an NIH internal invoice procedure that requires that orders must have Contracting Officer (CO) approval. When the invoice is received, the CO or Contract Specialist will annotate their name, title, indication of approv

178 Work Assignment Area 2 Command Decisions Systems & Solutions, Inc. (CDS2), Sherry A. Tate-Yeager It is stated that the use of contract funds to purchase food for meals, light refreshments, or beverages is expressly prohibited. Please explain the instances in Work Assessment 2 when food & beverage may be acceptable. The use of appropriated funds for food and beverages is prohibited until further notice. The contractors will not be allowed to collect fees or payments for food and/or beverages.

179 Incumbent SSS QuarterLine Justin Bacon Throughout section SOW beginning on page 6, in the Work Assignment descriptions, reference is made to SSS and its staff. Will SSS have a continuing role in the new contract by virtue of other contracts they hold? Or are the references to SSS erroneous? SSS is the current contractor for the OAR Logistical Support Contract. SSS will not receive a follow on contract and it has no role in the new contract award. However, there will be a close working relationship during the transition period between the ol

181 Special Requirement QuarterLine Justin Bacon Please clarify the Key Personnel required for this submission. Page 20 refers to four: Project Director; Deputy Project Director; Graphics Manager and Sr. Conference Manager.