Revised_Questions_and_Answers.docx

Solicitation RFP NIHOD2016243 – Vendor Questions

1. Reference: The solicitation states: “Past performance is preferred from firms proposed as prime and subcontractors or as joint venture members. If required to demonstrate adequate past performance, new firms/ventures may submit past performance for personnel designated as key staff.

However, it also states, “The Offeror shall complete form V-1 for all pertinent contracts. Past performance data is required for all proposed key staff. (Number of references limited to three.)”

Further, the solicitation requires, “Information must be provided on all Federal contracts for Events Management and Related Technical Services that: i) were awarded within three years prior to the closing date of this solicitation, or (ii) awarded more than three years ago, but completed within one year of the closing of this solicitation, and (iii) on-going contracts. The exclusion of any contracts meeting these time frames may be grounds for a marginal or poor evaluation. State and local Government contracts and commercial contracts may be included if the Federal Government contracts do not demonstrate adequate relevant experience in all phases of this project.”

Question: Please clarify the following:

a) Is past performance, as documented in form V-1, required of all proposed key personnel or only the offeror?

Answer: Yes, limit is three, see Tab 3.2. a.

b) Are the number of references to be provided by an offeror limited to three or is an exhaustive list of all Federal contracts for related services awarded within the prior three years required?

Answer: There is no limit on the number of contracts for past performance; however, only contracts that are relevant in size and scope to this requirement should be provided.

2. Reference: Section IV, Work Sample Portfolio, Evaluation Factor 4 requires, “The Offeror shall submit the following information for all samples: Name of primary personnel and role of responsibility in production, reference to Section I for additional information on the personnel” Question: Is it the government’s intention that the offeror will only be able to submit work samples that include key personnel proposed to perform against the contract resulting from this solicitation?

Answer: The samples should be either from the offeror’s operation and the proposed key staff.

3. With reference to the demo reel discussed in tab 4.3 on page 173 of the solicitation, please identify who the video production manager is. This is not a role that currently appears in the current list of Key Personnel.

Answer: This key position is identified as the Post Production Manager, see revised RFP.

4. With reference to the Balcony Turns in Natcher discussed on page 13, item 9, what does this involve staff-wise? RFP refers to each as a cycle – open/close. They occur ~3-5 0r 4-6 x/year. Not a lot, but we should ask.

Answer: This work used to be performed by a rigging company; however, the incumbent now performs the work with its own staff. The task may take up to five hours with a crew of six to eight laborers after normal business hours.

5. Please clarify with regard to the staff discussed in line item 7 and 8 on page 11-13. Does this refer to key personnel? It only mentions the following positions:

a) Project Manager

b) Assistant Project Manager

c) Chief AV Engineer

d) Assistant Chief AV Engineer

e) Broadcast Engineer Key personnel also includes:

f) One full time Post Production Manager (PPM)

g) One full time Media Asset Specialist (MAS)

Answer: Line items 7 and 8 on page 11 and subsequently for each Option Year ask for overtime rates for hourly paid staff. Line item 6 asks for hourly rates for the key staff.

6. We are asked to price staff required to fulfill three different event workloads:

· 10,000 – 13,000

· 13,001 – 16,000

· 16,001 – 19,000

Answer: Yes, the vendors are to provide pricing for the line items 1a, 1b, 1c and 2a, 2b, 2c.

7. Per the EM Facilities Matrix attachment TE-1, there are approximately 53 supportable rooms/spaces on the main NIH campus, 5 supportable spaces at the Executive Blvd location, 5 supportable spaces at the Fishers Lane location and 2 supportable spaces at the Rockledge Drive location.

a. Can we confirm these numbers?

b. usage be provided by space?

c. Further, will we be provided breakouts of usage at “remote” locations (Executive Blvd, Fishers Lane, Rockledge Drive)?

Answer: A. Rooms listed in TE-1 are currently managed by the existing contract. No change is expected. B. and C. Usage data for calendar year 2015 is provided in TE-2. It includes the usage of all rooms and services.

8. The room matrix broadly describes the capabilities of each room/space. The site visit will allow us to define the major spaces where multiple technicians will be required to operate. For the rest, we can assume that a single technician can operate, but we do not know if any are considered “self-service.”

a. We need to ask if there are self-service rooms and for those to be defined (how many/which ones?).

Answer: Meet and greet is required for all events.

b. We also need to know what the booking requirements are. For example, if rooms can be booked in morning and afternoon (1/2 day) slots then they could be used multiple times on a given day. At the UN, rooms can also be booked during a lunch period (3 times a day), and at night (4 times a day).

Answer: Rooms may be booked in increments from one hour to full day. Multiple events are possible in the same space over the course of the day. For example the auditoria and some of the fix setup rooms often have multiple meetings a day.

As an estimate:

There are ~250 business days in a year 52 weeks x 5 days less ~10 Government holidays. If 50 rooms were booked for 250 days that would be 12,500 annual events to cover. This is very simplistic, but we need more detail to estimate staffing. Each event volume is different so maybe ask:

c. Are rooms booked daily, half-daily, hourly, or all of the above?

Answer: This question is making the assumption that there is only one event per room per day. Refer to TE-2 for details on usage of rooms and services.

9. What percentage of events overall are half-day or hourly versus full-day?

Answer: Refer to TE-2 for details on usage of rooms and services.

10. If there are self-service rooms:

a. what percentage of events each day are self-service?

b. What percentage overall are self-service?

c. For self-service events, do these typically require a technician to open/close the event?

d. What percentage of self-service events require a technician to open/close the event?

e. What percentage of self-service events require a technician for the entire event (it happens – alot)?

Answer: Currently there are no self-service rooms. The minimum requirement for the majority of events is meet and greet and presentation display. The contractor is responsible for the contents of each room/facility. The requirement states that the contractor will open and close rooms for each meeting.

11. Question: What is the current FTE count for the contract?

Answer: The Government cannot release this information.

12. Question: There are likely going to be questions arising from the industry day. Does the Government anticipate an amendment to extend the solicitation due date?

Answer: Yes.

13. Question: Proposals are currently due on a Saturday. Does the Government intend to amend?

Answer: Yes.

14. Is this requesting event management or conference room management? Event management is normally considered a larger production that doesn’t occur 13000+ a year. If this contract is management of conference room spaces that’s ok just want to know. It appears that anyone can book a room for a meeting and this RFP is seeking the agent to book it, ensure its setup correctly and clean it. And that multitudes of these smaller rooms are available and are used by NIH employees for day to day meetings?

Answer: Please refer to Sections C.5.1, C.5.2 and C.5.3 to specific requirements. In addition TE-2 provides insight to scope of resources deployed for individual meetings.

15. Regarding the staffing of this effort, if a new contractor is awarded the work, will the incumbent personnel have the first right of refusal for placement on this contract?

Answer: Yes

16. Regarding Building 31 and 45 Business Centers, is FT staffing coverage required to service these areas?

Answer: Yes, they are monitored by the staff assigned to these two Business Centers.

17. Is there a list of outside Catering Venues on campus and if so, what are their capacities?

Answer: The list of authorized Caterers will be provided upon award. It is the NIH client who will make the selection of the caterer.

18. Is the Events Staff required to obtain rental equipment, or just provide optional vendors and their pricing?

Answer: If the event requirement exceeds the Government furnished resources, the contractor shall identify the additional resources and obtain approval to purchase or rent them. Upon approval the contractor will order, receive and pay for the order. The Government will reimburse.

19. Is Events Management responsible for invoicing and receivables, or do meeting planners deal directly with NIH Accounting regarding payment of events?

Answer: The contractor is responsible for entering services as well as requested staff overtime into the event work order. These prices are programmed into the ScheduALL software and are annually updated by the NIH Events Management. The monthly work order billing is performed by Government staff.

20. With the ScheduALL system for meeting reservations management, are meeting planners able to view availability of all rooms prior to making reservation requests?

Answer: NIH clients can book individual meetings; however, recurring and multi room and day events have to be booked by the contractor staff.

21. What is the process on protecting meeting space between events to give the Events Staff ample time to reset rooms if needed?

Answer: Minimum setup and cleanup times between meetings are programmed into the ScheduALL software and will be updated by the ScheduALL administrator. If more time is needed for setups, it is Contractor responsibility to schedule sufficient time for setup/cleanup.

22. For Registration responsibilities listed in the RFP, what is the ration of attendees to Registration Staff required?

Answer: Registration of attendees is an NIH client responsibility

23. Regarding custodial requirements, is the expectation for all public space and meeting rooms "broom/vacuum clean"? Does the contract requirement include deep cleaning of all space on a 2-4 times a year basis or is that done by another contractor?

Answer: The frequency of routine cleaning and deep cleaning has to be determined by the contractor in order to achieve identified acceptable quality level, see TE-4 for conditions in the Performance Description work sheet.

24. Will we be given the estimated workload volume for year 1 and can in year adjustments be made to staffing based on actual events realized.

Answer: Yes. Based on current workload volume, the Government will award the contract on cost line items 1b and 2b. TE-2 provides historical one year data on completed conference services events. Adjustments require a contract modification.

25. Please confirm 10 December is the desired/correct response date.

Answer: Due date: December 12, 2016.

26. Are there any NIH limitations, regulations and restrictions on companies’ teaming arrangements?

Answer: No.

27. Are there any contractor staffing limits on the total number of FTEs for this RFP?

Answer: No, it is offeror responsibility to identify staffing levels for CLINs, 1a, 1b, 1c and 2a, 2b, 2c.

28. Will NIH sponsor uncleared personnel for security background checks?

Answer: Security background checks of contractor personnel will be performed by NIH.

29. What is the relationship between the Event Management Team including Video Production and Television Operations and the NIH’s Office of Communications & Public Liaison (OCPL)?

Answer: OCPL is a NIH client.

30. Will the Video Production team have to support tasks and activities from the NIH’s Office of Communications & Public Liaison (OCPL) and its YouTube channel?

Answer: Y.es

31. When will you provide a site visit to allow potential bidders to see the facility?

Answer: A tour was given during the pre-proposal conference. There will be no other site visits.

32. When do you hope to float a DRFP/RFP?

Answer: The DRFP was posted on 11/10/2016. The DRFP was revised/posted on 12/5/2016.

33. Is this a set aside contract? Which category and contract vehicle do you hope to bid it under?

Answer: This is a 100% small business set aside. This is an Open Market acquisition.

34. How many conferences does NIH host each year?

Answer: See TE-2

35. How many of these conferences does the contractor support and what level of effort is required for each?

Answer: See TE-2

36. How many conference rooms are in the complex?

Answer: See TE-1

37. What equipment is contained in each conference room?

Answer: See TE-3 for AV equipment – complete inventory will be provided upon award. All rooms are furnished according to their maximum capacity.

38. Could you please provide historical data on the usage of each conference room?

Answer: See TE-2

39. What software and hardware tools does the government provide?

Answer: All needed to operate rooms according to the capabilities identified for each room, see TE-1.

40. Is the contractor expected to provide any software/hardware and at what level?

Answer: No.

41. Which labor categories are contained in the current contract? How many FTEs are in each?

Answer: Same as in question #11

42. Do you require PMP, Tandberg, AMX, Crestron, Cisco or other certifications?

Answer: Minimum qualification requirements are outlined on pages 35-39.

43. Do you foresee any installation work that may require carpenters, cabling technicians and the like? Are there any particular industry standards, certifications, or qualifications that NIH requires for these labor categories?

Answer: This type of work is usually done by NIH Service providers.

44. Please identify the classes of service employees expected to be employed under the contract and state the wages and fringe benefits payable to each if they were employed by the contracting agency

Answer: It is the responsibility of the contractor to identify the categories, levels, wages and benefits of the staff to fulfill, the requirements stated in Section C.5 of the solicitation

45. Who is the incumbent contractor?

Answer: International Development & Resources, Inc.

46. What is the historical or anticipated value of this contract?

Answer: Current Estimated Ceiling (Base Year + 4 Option Years) = $24,353,949.23

47. On Page 48 of 189, specifically the instruction, “IMPORTANT NOTE TO OFFERORS: The following information shall be addressed in a separate section of the Technical Proposal entitled, "INFORMATION SECURITY.” Also see on Page 146, specifically the instruction, “IMPORTANT NOTE TO OFFERORS: The following information shall be addressed in a separate section of the Technical Proposal entitled "Information Security.” In which Tab should an offer provide this information?

Answer: Volume One, Tab 2.4

48. On Page 114/115, specifically the instruction, “INFORMATION SECURITY TRAINING - The contractor shall comply with the below training”. In which Tab should an offer provide this information?

Answer: Volume One, Tab 2.4

49. On Page 130, are the SOLICITATION ATTACHMENTS #3 Performance Work Statement, #4, 13, 14, 16, 17 & 18 are missing or incorrect regarding the actual Attachments of the RFP. What is the correct and complete set of Attachments?

Answer: See revised posting in FBO.

50. Regarding the RFP Attachments, the titles and content between Attachment TE-1 and TE-6 are inconsistent. Also only 4, not 5, attachments are associated with the File Attachment 1-5.PDF. Please clarify.

Answer: See revised posting in FBO.

51. On Page 141, top of page paragraph 2, Authorized Official and Submission of Proposals –find a reference to Attachment 5, Section J. Please clarify this unfound Attachment.

Answer: See revised posting in FBO.

52. On Page 132 versus 183, for offerors who have valid electronic registration in SAM, what is the method to handle Section K?

Answer: See Section K, #3

53. On Page 142 - Volume Four Business Proposal reference (in table) versus "Business Proposal" consisting of Volume VI in paragraph 4 (first sentence). Clarify Volume VI – Business Proposal (Price/Cost Evaluation) versus Volume Four Business Proposal as well as please clarify that Volume Four was intended. This has been corrected in the revised draft RFP

Answer: See revised Draft RFP

54. On Pages 155/156, proposal subparagraph numbering is inconsistent, specifically, a. followed by B then 4. Other brakes in paragraph/sub paragraph numbering were also found. At Tab 5, sub paragraphs 1, subparagraphs are a., b., a., b., c. for apparently equally significant sub paragraphs. Please correct or include missing paragraphs.

Answer: See revised Draft RFP

55. On Pages 161/164, Form I-4 is referenced at Tab 1.4 and then again referenced in Tab 1.7. In which Tab should an offer provide this information?

Answer: See revised Draft RFP

56. On Pages 161, in the instructions for Tab 1.6 states, “The Offeror shall provide written consent, on company letterhead stationery, from each proposed team member, (1) Allowing the Government to discuss that key staff’s proposal information with the Offeror, and (2) allowing the Government to discuss that key staff’s past performance directly without contacting the Offeror”:

Answer: See revised Draft RFP

57. On Pages 161/166, Tab 1.5 and Tab 1.8 both address Form 1-5. In which Tab should an offer provide this information?

58. Tab 5.1 instructions state “”The Offeror shall complete form V-1 for all pertinent contracts. Past performance data is required for all proposed key staff. (Number of references limited to three.)”, as well as, “The exclusion of any contracts meeting these time frames may be grounds for a marginal or poor evaluation”. Please clarify the terms:

· all proposed key staff references any contracts

Answer: Key staff is identified in Section C.1.1.3. The formatting of the form V-1 has been change, see revised Draft RFP. References means the contract reference number. The sentence, “The exclusion of any contracts meeting these time frames may be grounds for a marginal or poor evaluation” has been deleted in the revised Draft RFP.

Page 159 of 189 clearly Each volume shall have a volume cover that states the name of the Offeror, the solicitation title and number, the date of submission, the volume number and title. Page 159/160 clearly states “Each volume shall have the same cover page” and defines its contents. Volume One, Two and Three clearly instruct to include a Cover + Cover Page. The last volume of the set, namely the Business Proposal, has that same inclusion. However on Page 160 of 189, a new Cover Sheet and its # 8 requirement specifically addressing “Proposed cost and/or price; profit or fee (as applicable); and total.” is also designated for the Business Proposal. Where in the Business Proposal should this Cover Sheet be placed in relationship to its own Cover + Cover Page.

Page 29 of the RFP, Option Period Four. The Option Period dates are incorrect. The Option cannot run from February1, 2021 - January 31, 2021

What is the staffing count for the existing Events Management Contract?

Answer: See question #11 answer.

When is the anticipated award date?

Answer: Prior to February 1, 2017.

Due to the Holiday and the amount of detail needed for a acceptable response can we have a one week extension?

Answer: See revised Draft RFP

Is NIH happy with the incumbents performance?

Answer: No comment possible.

Who is the incumbent on this contract?

Answer: See #46.

Is the incumbent eligible to bid on this solicitation?

Answer: Yes.

Could you please provide the prior contract number and contract value?

Answer: HHSN263201100006I. See #47 for the amount.

Will this contract be set-aside for HUBZone firms since the department has not met it's HUBZone goals?

Answer: See #34.

When does the government expect to award the contract?

Answer: See question #65 answer.

ARTICLE L.3 “INSTRUCTIONS TO OFFERORS," para. A.3., there is no name for Volume I. Volume II is “Work Sample;” Volume III is “Past Performance” and Volume IV is “Business Proposal”?

Answer: This has been corrected in the revised draft RFP.

The NIH RFP letter instruction is Original and 7 Copies; whereas, the proposal presentation format: ARTICLE L.3 “INSTRUCTIONS TO OFFERORS," para. A.3., states Original and 5 copies.

Answer: This has been corrected in the revised draft RFP.

ARTICLE L.3 “INSTRUCTIONS TO OFFERORS," para. A.3., Volumes are labeled with alphabetic letters, i.e., “One, Two, Three, Four;” whereas under ARTICLE L.3, para. B, “Volume Four” is stated as “Volume VI,” should this be labeled as “Volume Four?”

Answer: Yes.

ARTICLE B, ARTICLE B.3. “PRICE SCHEDULE,” there is no LINE ITEM 6.f. for the Base Year and all Option Years. Should CLIN 6.g. be relabeled 6.f.?

Answer: This has been corrected in the revised draft RFP.

ARTICLE B, ARTICLE B.3. “PRICE SCHEDULE,”LINE ITEM #7 description “(except staff covered in line item #8)” should it reference LINE ITEM #6 not LINE ITEM #8?

ARTICLE B, ARTICLE B.3. “PRICE SCHEDULE,” LINE ITEM #8 description “(except staff covered in line item #8)” should it reference LINE ITEM #6 not LINE ITEM #8?

ARTICLE B, ARTICLE B.3. “PRICE SCHEDULE,” LINE ITEM #10 description refers to “housekeeping supplies that shall be included in the fix price for line 1;” however LINE ITEM #1 is staffing labor only services?

Which buildings are supported by the custodial work?

Answer: See TE-4

How many bathrooms are in these buildings?

Answer: Building 31 -2 restrooms and Building 45 – 6 restrooms The Terrace is supported. Is the work completed there or is it generally set-up and break down?

Answer: The contractor is responsible for the schedule, setup, and breakdown for events held in the FAES Terrace.

Is there any historical data on the tracking of the custodial supplies?

Answer: No

Can the dimensions of the trash bags for each type of receptacle be identified?

Answer: No

What brand dispenser are there for the toilet paper, paper towels, and foam soap?

Answer: Toilet and paper towels dispenser brand is Tork, foam soap is Gojo.

Are these dispensers the same in each building requiring custodial work?

Answer: Yes

In Building 31/6C, the coffee area needs to be serviced. Is that mainly clean up?

Answer: Yes.

Are there custodial closets on each floor that need custodial services, or is a cart moved from floor to floor?

Answer: Combination of both

Are the items required for each conference room the standard size?

Answer: Yes

How often do these supplies for each conference room need to be changed out?

Answer: Check after each meeting and resupply

Where are the supply items stored? Is there a central location, or is there a supply site at each building?

Answer: Storage is available in each building.

For proposal purposes could they provide historical data or approximate number of Commercial type equipment such as vacuums, carpet & upholstery cleaning equipment (steamer and rotary machine), cleaning carts, trash carts?

Answer: No.

During Industry Day they said they don’t have maintenance on certain things. Could they provide clarity on what has a maintenance program and what does not?

Answer: Currently there are no maintenance contracts for AV equipment; however, 80% of the AV equipment and systems have been replaced within the past 18 months and are covered by a three-year warranty. The remaining equipment/systems will be replaced within by 2018.

In light of the questions and the current timeline, do you think there will be an extension farther than the 12th of December?

Answer: No

Is the vendor required to hold insurance on the government furnished vehicles or will it be held by the government and the vendor will need a rider?

Answer: See #3 of ARTICLE H.3 INSURANCE in the Draft RFP.

1. Section L, Article L.3.A.3: Proposal Instructions. What are the page limits for Volumes 2, 3, and 4?

Answer: See revised Section L.3. Proposal Presentation Format, Form III-1 Past Performance, and Volume Two, Section IV.

How many copies should we provide of Volume 1? The RFP document shows an Original and 5 copies, but the Packing and Delivery attachment states Original and Seven Copies. Please clarify.

Answer: See revised Draft RFP

The proposal presentation format lists 4 volumes. However, the Separation of Technical and Business Proposals paragraph refers to a total of 6 volumes. Please confirm the number of volumes.

Answer: See revised Draft RFP

Section L, Article L.3.B: Technical Proposal Instructions. Do these instructions apply to the Technical Proposal (consisting of Section I, II, and III), or the technical approach/Section III?

Answer: Technical Proposal

Section L, Article L.3.B, Personnel. Under Additional Personnel, the Government states we are to “List names, titles, and proposed duties of additional personnel, if any, who will be required for full-time employment, or on a subcontract or consultant basis.” Does the Government desire the names, titles, and proposed duties of ALL personnel we are bidding, or just individuals we bid as Key Personnel or Consultants?

4. Are Covers and Cover Pages different? Can the Government please elaborate on these differences?

Answer: The Cover refers to the volume cover, cover page entails basic company information: Company name, address, phone, email, and point of contact information.

The RFP document has a Draft watermark on it. Will the Government clarify if this is a Final or Draft document?

Answer: The final will be posted shortly.

6. Section L, Article L.3.B, Schedule. Does the Government desire sample schedules for event completion, or schedules for all work under the contract?

Answer: See Draft RFP, Section IV - Work Sample Portfolio

Page 146 now that Volume Two is subject to the following page limitations:

Original, 7 copies, and one copy on a flash drive – Not to exceed 10 pages and 45 minutes running time for Tabs 4.1, 4.2 and 4.3. Does this mean 45 minutes for each of the three listed Tabs, or 45 minutes for all three Tabs combined?

Answer: 45 minutes is for all samples in Tabs 4.1, 4.2 & 4.3