Amendment_Two_for_LARC_IV_RFP_NIHOD201900019.pdf

Amendment Two to RFP NIHOD201900019

1. Question 1: In LARC III, each section had a page limit that totaled the 75-page limit. Do you plan to allocate a certain number of pages for each section for LARC IV?

Response: No.

2. Section L p 51 Section (4) – Specific Experience—Is there a page limit for each reference? If so, what is the page limit?

Response: This is included in the 75-page limit.

3. Section J p 39 – Attachment 1--Attachment1PkgdelivoproposalswitheCPS.pdf, the link is broke and the file is not available.

Response: The file is attached to the RFP as Attachment 1.

4. Section J p 39 – Attachment 11 – is this a duplicate of Attachment 17?

Response: Yes.

5. Section L – p 68 #4 Schedule -- Can the schedule be included as an appendix?

Response: Yes, but it is still included in the 75-page limit.

6. Are offerors still required to address the initial requirements for the Small Business Plan? Are we still supposed to include the Plan? Evaluation states that we are nonresponsive if we do not respond to the requirement fully. These responses seem to change the intent of the evaluation criteria.

Response: Only large businesses are required to submit a Small Business Subcontracting Plan form.

All offerors will be evaluated on the extent of proposed commitment to the use of U.S. small business in the performance of this acquisition.

7. Regarding the Form 2043, Who are the PIs?

Response: Please use the offeror’s point of contact.

8. Regarding the Form 2043, Errata number?

Response: The RFP Amendment number and date amendment was posted on FBO.gov.

9. Cognizant government audit Agency?

Response: Use N/A.

10. As the Government will not be using any of the Offeror’s systems, nor will the Offeror’s systems touch/interface with the Government systems, and this contract does not require the procurement of any IT systems, application, or operating systems for the Government, could the Government please clarify what information should be submitted to demonstrate compliance with 12. HHS

SECURITY AND PRIVACY LANGUAGE FOR INFORMATION AND IT PROCUREMENTS

in Section L as part of the Information Security section of the Technical response.

Response: Provide the information discussed required by The Homeland Security Presidential Directive (HSPD)-12 and FISMA, outlined in the RFP beginning on page 56, Information Security and/or Physical Access Security.

11. Per Section G.2, Key Personnel will be named as part of each individual Task Order. Count the Government please confirm that no key personnel resumes/VCs are required as part of this proposal response?

Response: Key Personnel is discussed throughout the solicitation. While the Government does not need Key Personnel a defined in Section G.2., the Government requests information as to the personnel who would be overseeing the LARC IV, i.e., management personnel.

12. Under Article H.3 (Pg. 16) Care of Live Vertebrate Animals, it states the contractor is to be registered with the Secretary of Agriculture of the United States in accordance with regulations and furnish evidence of the registration to the CO. Can the government clarify if this registration is applicable to this solicitation?

Response: This clause is not applicable and is removed from the solicitation.

13. On page 56, there is a note that the technical proposal shall address in a separate section "Information Security". Please confirm this should be a separate section.

Response: Yes, address in a separate section as requested.

14. On page b on page 68 "Technical Proposal Instructions" are included but seem to be more applicable to a research and development/BAA solicitation. Is it possible that this section was included in error as it contradicts the prior Technical Instructions in the RFP?

Response: See response to question 11.

15. On page 10 and page 47-48 are references to task orders being issued with a “technical area” and “contractors within a technical area”. There are no statements made about awards or contractors being sorted into “technical areas”. Can the Government clarify if they will be grouping Contractors by technical area? And/or define what the “technical area” is and how the groupings will be determined?

Response: The phrase “technical area” in this section is replaced with “LARC IV Global Awardees.”

16. Regarding Article G.5 discusses Government Property. Can the Government provide a list of anticipated Government Property to be provided? For example, we assume the Government will provide on-site personnel with computers and phones.

Response: The issuance of government property will vary depending on task order and individual roles and responsibilities. Therefore, a standard list of government property cannot be provided, but will be included in each RFTOP.

17. Under H.5 it states, “Nonexempt sources must be approved by permit issued through the DVR, ORS. The permit must be obtained by the Contractor prior to the shipment to NIH of the rodents and/or rodent products.”. Can more information be provided on this process- i.e. is this a permit that can be applied for electronically? How long does it usually take and how often is it required?

Response: This is not applicable to this procurement and removed from the RFP.

18. On page 20 under Privacy Threshold Analysis/Privacy Impact Assessment it states “…for the information system and/or information handled under this contract” but to our knowledge there is no information system required for development in the PWS. Can the Government confirm that there is no requirement for a “system development lifecycle” as discussed in this clause?

Response: There is no requirement for a system development lifecycle.

19. Page 63, Training Records requires submission of training records within 30 days after contract award. Does this mean all staff training must be completed within 30 days of IDIQ award or TO award? And if incumbent personnel are proposed, must they complete the training again if they are already up to date with their annual training?

Response: Training requirements and milestone dates will vary according to task order. The RFP states, “A copy of the training records shall be provided to the CO and/or COR within 30 days after contract award and annually thereafter or upon request.” This does not necessarily imply that all training must be completed within 30 days of award, nor that incumbents are required to repeat training. Specific requirements such as these will be outlined in the RFTOP.

20. Reference page 21, Incident Response, it is our understanding that we will be using Government provided computers and email addresses while supporting this effort as all work will be conducted on NIH site. As such is it correct to assume that NIH will be responsible for providing the log files and requested images for those personnel working on-site and using these systems and the Contractor is responsible for notification of the incident and cooperation for all activities in response?

Response: Yes.

21. Reference Security Background Investigation page 16, it says: “All costs associated with investigations will be borne directly by the Government. Note: Contractors will be required to credit the Government for investigation costs incurred for personnel who fail to work at least 30 days”. Can the Government provide a range for the cost of having this investigation completed?

Response: The Government believes background investigations cost approximately $40.00 per person.

22. Page 57 it states, “Typically, the Government investigates personnel at no cost to the Contractor.

However, multiple investigations for the same position may, at the Contracting Officer's discretion, justify reduction(s) in the contract price of no more that the cost of the additional investigation(s)”. What is the associated cost the Contractor is expected to pay should this situation arise and how many investigations per position would trigger this clause?

Response: The above is removed from the RFP.

23. On page 37, it says “The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 YEARS” but the dates listed imply six years (2019 – 2024).

Can you clarify the total period of performance?

Response: The period of performance will begin in 2019 for one year. Thereafter, there will be four (4) twelve (12) month options, totaling 5 years.

24. On Page 46 under Notice of Small Business Set Aside it states there will be 18 task orders. Does the Government intend to issue all 18 TO RFPs at or immediately after contract award? If not, is there a schedule for release and can/will this information be shared (i.e. as a forecast)?

Response: Task orders will be competed among the awardees, subject to those set aside for small business, after contract award. It is anticipated that task order RFPs will be issued 2-3 weeks apart.

25. On Page 48 Performance Based Acquisition says the QASP will be attached to the Task Order (TO). Will an IDIQ level QASP be provided and if so, can it be provided as part of the solicitation?

Response: No. QASPs only apply to Task Orders.

26. On Page 48 under Performance Based Acquisition there is a reference to an “award fee amount” but there are no award fee contract clauses included in the solicitation. Additionally, this same section states, “will be used on time and materials type task orders where feasible”. Can you please define what is meant by an “incentive”? Also, can the Government explain how incentives will be utilized as part of T&M TOs?

Response: On some TOs, incentives are given when contractor’s performance exceeds minimums stated and/or when contractor performance results in substantial cost savings to government. If incentives are available, they will be outlined in the TO RFP.

27. On page 51, Specific Experience, is the Specific Experience section limited to “animal care facilities” contracts only or can other contracts which may have relevant elements (i.e.

administrative support) of the PWS be submitted?

Response: Specific experience applies to animal care facilities performing research.

28. On page 51, Specific Experience it says, “For purposes of this solicitation, a "major subcontract" is defined as total value over $500,000.00”. Can the Government clarify this definition- is the intention to establish a threshold by which Subcontractor Specific Experience/contracts can be included or is this meant to set a minimum contract value for submission under this requirement?

Response: Offerors may list specific experience as a subcontractor when they have performed major or critical aspects of the requirement. “Major aspects” is defined as performing work valued over $500,000.

29. Under Personnel & Staffing on page 52, it says: “Offerors shall assure that all personnel proposed shall not be committed on Federal grants and contracts for more than a total of 100% of their time”. Can the Government confirm that no personnel may be billable for more than 100% of their time?

Response: Yes.

30. On page 59, Vulnerability Scanning, if the Contractor personnel sit exclusively at the Government’s site in performance of this effort and is using Government provided computers, software and email systems, is this tool going to run on the Government provided laptop or is the Contractor expected to install and run this scan on the Government provided device?

Response: Contractors are not expected, nor should they, install and run vulnerability scanning on Government provided devices.

31. On page 68, it says, “Information is required which will show the composition of the task or work group, its general qualifications, and recent experience with similar equipment or programs”. Is the intention that the Bidder provide a sampling of the personnel available to support this effort or is there a sample TO that we are expected to use to develop this list of qualifications and experience?

Response: Offerors should provide information on personnel who will manage any task orders awarded on this contract. Examples include proposed Program Manager, Human Resources, Trainer, etc.

32. On page 69, it states a requirement for “Other Key Personnel”. They are defined as “Other Key Personnel List all other professional personnel who will be participating in the project.” As this is a TO driven effort, how is the Contractor expected to determine other key personnel? Can the Government identify other key personnel it wishes to receive more information on in response to this requirement?

Response: Offerors should provide information on personnel who will manage any task orders awarded on this contract. Examples include proposed Program Manager, Human Resources, Trainer, etc.

33. There is a reference to a page limit for resumes. Do resumes count against the total page count or are they exempt?

Response: Resumes are exempt from the page count.

21. On page 81, Past Performance is listed as an evaluation criterion but there is no section of the Technical Proposal by this name. does the government mean corporate experience?

Response: Past performance will be evaluated separate from other evaluation criteria.

23. On page 51, Mandatory Qualification Criteria is says, “The Offeror shall possess a minimum of one-year experience performing animal research care services as described in the Statement of Work. Further on page 81, under this same heading it says, “Provide documentation of a minimum of one-year experience performing animal research care services as described in the Statement of Work”. Is the Government seeking copies of the contract PWS (to meet the documentation requirement) or are they seeking only a summary of experience under this heading?

Response: A summary of experience is sufficient.

24. Section M lists a past performance factor. Where will the information evaluated under this heading come from given there is no past performance section anymore?

Response: Past Performance is evaluated separately from technical evaluation criteria.

25. Under create your own business document Excel is a link (http://oamp.od.nih.gov/sites/default/files/DGS/contractingforms/ spshexcl_dec2012.xlsx) which is not working. Can a new link be provided and/or a copy of the attachment be included on FBO?

Response: The link has been printed out and attached as a pdf file to this amendment.

26. Under the SOW attachment, page 17, Initial Training, a mandatory training session is discussed.

When will this session be held and is it expected that the successful offeror will send their Project Director to this session? And will this meeting be in-person or remote?

Response: Paragraph G.1.a. (initial training) of the SOW is deleted. Paragraph b (Task Order specific initial training) will be held on Day 1 of the contract, and will take place in person.

Training will be provided by the Task Order Project Officer, and at a minimum, on-site staff are expected to attend unless otherwise noted by the Task Order Project Officer.

27. Under Appendix A, 3. Information Security Characterization it appears there is no box checked PII and also Confidentiality Impact Level. Can an answer to the questions be provided?

Response: The box should be checked for Yes PII.

28. Appendix A, b and c of 5) “Desktops, Laptops, and Other Computing Devices…” there is no information inserted to define these requirements. Can this information be inserted?

Response: There are no NIH specific configurations or timelines applicable to this procurement.

29. With respect to the subject solicitation, and Past Performance, is there a specific form that offerors need to have submitted to the Government for Past Performance References? Is there a questionnaire or rating form for our customers to complete? We did not see any type of form or attachment in the RFP.

Response: Offerors should provide the information requested on Page 51 of the RFP. The Government will contact references and obtain the information needed for an evaluation.

30. Are offerors still required to address the initial requirements for the Small Business Plan? Are we still supposed to include the Plan? Evaluation states that we are nonresponsive if we do not respond to the requirement fully. These responses seem to change the intent of the evaluation criteria. Are we still supposed to add subcontractors to the response as indicated? Please clarify.

Response: Small Business Subcontracting Plans are required for large businesses only. The template for this form is attachment 8 of the RFP. Separately from a Small Business Subcontracting Plan, all offerors regardless of size, will be evaluated on the extent to which they propose to use small businesses in the performance of this acquisition. If no subcontracting is proposed or intended, then the proposal should state that. Each section (a-e) must be addressed.

31. It is our understanding that within the Government provided Excel Spreadsheet (referenced in Attachment 1 of the RFP) the tabs listed as materials, travel, equipment, and patient care costs do not apply to this response. Please confirm.

Response: Correct, they do not apply.

32. Please advise that the employee names for government provided positions within the Pricing Excel Spreadsheet (referenced in Attachment 1 of the RFP) do not need to be provided at this point as this is an IDIQ response.

Response: Correct.

NOTE: All CORS have received the following message from the NIH Office of Administrative Management:

The message below, is based on the HSPD-12 Directive. NIH must comply with this Directive by ensuring that all individuals who need access to IT resources have an adjudicated preliminary background check before accessing any IT resources.

This will primarily impact contractors so we wanted to alert you of this important requirement so that you can plan accordingly when bringing contractors on board. There is currently an estimated waiting time of six (6) weeks for this process to occur through the Division of Physical Security and Access Control (DPSAC). It’s imperative that you plan in advance to make sure your contractors are entered in NED early enough to allow time for this process to take place.

If they require a network account, the account will not be authorized until they complete their eQIP process and the fingerprint process. Although there is a process in place for exempting new contractors who need network access immediately, this will be the exception not the rule. Each exemption request will be handled on a case by case basis and it will only be approved for those cases when there is a critical or immediate need.