B-4 Q_and_A Final.pdf

Questions and Answers Solicitation No. NIST-RFQ-21-73-01968

Technical Communications & Writing/Editing Support for Cyber Physical Systems and Smart Grid Program

1. Who is the incumbent contracting company?

The incumbent contractor is Linn Write & Associates, Inc.

2. Is there an incumbent for this work? If so, can the Government please specify their name, contract number, and ceiling contract value?

Yes, there is an incumbent. The incumbent contractor is Linn Write & Associates, Inc.

The current contract number is 1333ND18PNB730701 and it has a total value of $353,599.00, inclusive of options.

3. How many years has each incumbent contractor employee(s) worked in their current and/or similar roles?

The incumbent contractor key personnel has worked in the current role for three years.

4. How often are personnel required to work onsite during COVID-19?

The primary place of performance is the Contractor’s facility. However, the contractor may be required to attend in-person meetings at the NIST campus in Gaithersburg, Maryland. The estimated number of meetings is 4 to 6 for the period of performance.

5. Are there legacy versions or templates to the requested deliverables? If not, will the contractor be required to develop templates?

Yes, there are samples and templates for the requested deliverables so the contractor will not be required to develop templates.

6. Since this contract is Firm Fixed Price (FFP), please confirm that offerors will invoice by dividing the Annual Firm Fixed Price contract value by 12 months? In other words, if the award value was theoretically $120,000.00 the awardee would invoice the government $10,000.00 every month for the period of performance. If this is not the invoice approach, please detail the invoice approach for this contract?

Quoters may propose a payment schedule based on milestone task completion and deliverables.

7. To help offerors prepare an accurate FFP quote, can the Government provide an estimated number of graphics and an estimated word count or page count the contractor is expected to generate for task 4a?

It is estimated that one graphic will be required for each deliverable under this task.

However, the contractor is not required to develop the graphic but only to provide a description of the graphic that a graphic designer could use to create one. The estimated page count for each deliverable under Task 4a is 2-4 pages.

8. To help offerors prepare an accurate FFP quote, can the Government provide an estimated word count or page count the contractor is expected to generate for task 4b?

For example, is each factsheet expected to be 2 pages in length? Additionally, is the contractor required to produce the factsheets from conception to publication, including layout, graphic design, and remediation for Section 508 compliance?

The fact sheet is typically two pages (one page printed with content on both sides). The contractor is responsible for the narrative content (written portion) of the fact sheet. The design will be done through a different support mechanism.

9. To help offerors prepare an accurate FFP quote, can the Government provide an estimated word count or page count the contractor is expected to generate for task 4c?

Will graphic support also be required for this task?

The estimated page count for each deliverable under Task 4c is 2-4 pages. Graphic support is not required.

10. To help offerors prepare an accurate FFP quote, can the Government please clarify the role of the contractor for task 4d? For example, does serving as the editor require full production support, including layout, graphic design, and remediation for Section 508 compliance?

The contractor is required to develop articles based on current events and accomplishments from the Program. The contractor is only responsible for the narrative content of the articles. An example of a past newsletter may be found here:

https://www.nist.gov/el/smart-grid/nist-smart-grid-and-cyber-physical-systems-newsletter-october-2019.

11. Is it correct to presume the work for task 4c (writing announcements/newsletter articles) is related to task 4d (serving as the editor for the Cyber-Physical Systems and Smart Grid electronic newsletter)? If this understanding is correct, is it correct as well to assume that the newsletter will also contain articles/content written by NIST staff?

That is correct on all counts. There will be some content provided by NIST staff.

12. To help offerors prepare an accurate FFP quote, can the Government provide an estimated word count or page count the contractor is expected to generate for task 4e?

The estimated page count for the deliverable under Task 4e is between five and ten pages.

13. To help offerors prepare an accurate FFP quote, can the Government provide an estimate for how often the contractor will be required to support task 4f?

NIST estimates that support Task 4f will be required on a quarterly basis.

14. To help offerors prepare an accurate FFP quote, can the Government please provide an estimate for the average word count or page count of the "short reports" or "correspondence" mentioned in task 4f?

Reports and correspondence to be edited range from four to six pages in length each.

15. To help offerors prepare an accurate FFP quote, can the Government provide an estimate for the number of meetings the contractor is to attend per task 4g and an estimate for how long these meetings run on average?

There are four (4) standing meetings per week and they are 1-hour each. Additionally, there are two set of meetings that are bi-weekly (once every two weeks), and they are also 1-hour each.

16. The Government states "NIST anticipates approximately two meetings requiring travel."

Is this in reference to task 4h? If not, can the Government provide an estimate for the number of meetings the contractor is to attend per task 4h and an estimate for how long these meetings run on average?

The travel requirement is in reference to Task 4h. NIST has now reduced the number of meetings requiring travel to one. The expected duration is 5 days per meeting.

17. To help offerors prepare an accurate FFP quote, can the Government provide an estimated word count or page count the contractor is expected to generate for task 4i?

Will graphic support also be required for this task?

The total estimated page count for each article is expected to be between 5 and 10 pages. Graphic support is not required.

18. To clarify the requirements of task 4j, will the contractor be asked to provide advice during the aforementioned meetings, as necessary by correspondence, or both?

The contractor will be asked to provide advice during the meetings.

19. Is the contractor required to provide any other information in the monthly report (mentioned in task 4j) aside from a summary of the advice requested under task 4j?

Yes. The monthly report shall also detail activities accomplished, deliverables completed, outstanding deliverables, and any delays, as well as reasons for any delays and proposed resolutions. The statement of work has been revised accordingly.

20. Under task 4j, is the advice meant to be in regard to the Program's strategic communication goals or all goals, technical included?

This task is related to providing recommendations to the program on possible communication methods for disseminating upcoming project announcements or project results. Technical goals are not included.

21. Does the "5 calendar day" turnaround for comments and incorporating edits include weekends or is this requirement meant to be "5 working days"? Will there be any leeway for complex or lengthy deliverables?

The statement of work has been revised to reflect business days and to provide leeway for revised turnaround times if mutually agreed.

22. Is the Technical Point of Contact the same individual for each deliverable or will it change depending on the deliverable/content/intended audience?

The Technical Point of Contact is the same individual for all deliverables.

23. Is there an internal style guide or hierarchy of preferred styles for the contractor to follow when developing deliverables?

No, there is no internal style guide or hierarchy of preferred styles. However, there are examples of past deliverables that the contractor will be expected to use as guidance for new deliverables. Examples will be provided after award.

24. Are subject matter experts (SMEs) Federal employees, academia, or industry professionals? Will SMEs be the same individual for each deliverable or will they change depending on the deliverable/content/intended audience?

Subject matter experts (SMEs) are NIST staff that could include Federal employees, contractors, and post-doctoral fellows. The SME will change based on the deliverable topic.

25. Will the Government allow offerors to suggest additional Key Personnel positions, such as a management position?

Yes. Only the required key personnel identified in the Statement of Work is mandatory;

however, quoters may propose any key personnel desired.

26. Can additional demonstrated years of experience be substituted for the advanced degree (master's or doctorate) requirement?

Yes. 6 or more years of experience providing support to requirements related to smart grid or cyber physical systems is acceptable in place of an advanced degree (master’s or doctorate). The requirements document has been updated to reflect this.

27. Will personnel given GFE be required to obtain security clearance?

No, security clearance is not required.

28. To ensure Small Business offerors have enough time to accurately and appropriately incorporate the Government’s answers to questions, especially in regard to preparing an accurate FFP quotation, would the Government please consider offering an extension to the submission deadline?

Yes. The solicitation has been extended through August 2nd at 5:00 PM.

29. Are offerors permitted to include a cover page for each proposal? And if so, would the cover count against or be exempt from the 15-page limit for Volume 1?

Yes, quoters are permitted to include a cover page. The cover page does not count against the Volume 1 page limit.

30. May offerors use text smaller than 12-point font for tables and figures as long as the text is readable?

Yes. Quoters may use any reasonably legible font.

31. Does the transmission letter count against the page limit?

No, the transmission letter does not count against the page limit.

32. May offerors use a Calibri font? Calibri has been Microsoft’s default font since 2013 and was chosen because it makes text easier to read on computer monitors.

Yes, quoters may use a Calibri font, or any reasonably legible font.

33. May offers use an 11-point font for body content instead of the stipulated "...12-point...or otherwise legible font?

Quoters may use any reasonably legible font.

34. May offers use a 9-point font in tables and figures? If no, what is the smallest allowable font size?

Quoters may use any reasonably legible font. There is no minimum font size.