RFP Amendment 004 Attachment.doc

RFP DACS08P2215, Amendment 004

I. This amendment to Request for Proposals (RFP) No. DACS08P2215 shall accomplish the following:

A. Provide notice to all potential offerors that the deadline for submitting comments and questions on RFP No. DACS08P2215 is 2:00 p.m. local time on January 23, 2009;

B. Amend RFP Section L is amended as stated below; and, C. Provide answers to written questions and comments received on RFP No. DACS08P2215.

II. RFP No. DACS08P2215 is amended as follows:

A. SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS OR RESPONDENTS is amended as follows:

1. RFP Section L.3 PRE-PROPOSAL ONE-ON-ONES is amended to read:

L.3 PRE-PROPOSAL ONE-ON-ONES

Pre-proposal one-on-ones will not be held.

2. RFP Section L.6.3.9, Page Set-Up/Font Size/Lines on Page. The sixth (6) sentence is replaced with the following:

“Single-sided foldouts (11 x 17 inch) are permitted for Volume IV, Cost/Price, without page restriction.”

3. RFP Section L.12.1, Subcontracting Plan, the last sentence is amended to delete “8(a) Business 2.5%” and should read as follows:

“The total contract dollar amount proposed will be compared to total subcontract dollars proposed to determine a percentage of total subcontract dollars for each of the categories:

Total Small Business

28.3%

Small Disadvantaged Business

5.0%

Women-Owned Business

5.0%

HUBZone Business

3.0%

Service Disabled Veteran Owned Business

3.0%”

4. RFP Section L.14 CROSS REFERENCE MATRIX is amended to read as follows:

L.14 CROSS REFERENCE MATRIX

General instructions regarding the completion of the Cross Reference Matrix: If this matrix conflicts with any other requirement, direction or provision of the solicitation, the other reference shall take precedence over this matrix. All RFP references in the cross reference matrix shall be for informational purposes. In particular, Section M references in the matrix are for informational purposes only and the Government shall be obligated to evaluate proposals solely in conformance with the provisions of Section M of the solicitation.

Columns are listed in no particular order. Information listed in one particular row under any one column should cross reference to other applicable columns within that row. “Not applicable” or “N/A” should be annotated in any row of any column where there is no relevant cross reference which pertains to information provided under other columns in the same row. An example of the Cross-Reference Matrix headings which should be completed by the offeror in an MS Excel format is shown below:

RFP SOO Para Reference

PWS

Reference

Including Section & Para (not covered by another RFP reference column)

CLIN

Reference

Para Reference RFP Section M Para Reference

III. RFP QUESTIONS/COMMENTS AND ANSWERS

The below questions/comments and answers are continued from RFP Amendment 001 and RFP Amendment 003 (See RFP Amendment 001 for Q&As 1 through 32; See RFP Amendment 003 for Q&As 33 through 108).

109.

Question: Is it the Government’s intent for the incumbent contractor and ASC contractor to expend resources to document all GFP and GFE valued at less than $5,000?

Answer: RFP Section F.7 Schedule of Contract Deliverables Item #1 states that a “listing of GFP and GFE valued less than $5,000 shall be developed during the transition in period by the incumbent contractor and ASC contractor”.

110.

Question: The cross-reference matrix format appears to require references solely associated with the SOO (because the SOO Para Reference is the first column). As a result, discussions not associated with a particular SOO item (e.g., proposed innovations) would not appear in the matrix. Likewise, a Section L reference may not appear in the matrix (e.g., Deviations/Waivers/Exceptions, if an exception is taken to another part of the RFP). To ensure all elements of each matrix column are addressed in the matrix, the matrix will have to be set up to first list all SOO items, then all PWS items, then all WBS items…literally, hundreds of pages.

Will the Government re-order the matrix format such that the Offeror’s Proposal Reference is first? Doing so will ensure all elements are addressed. If the matrix is provided in Excel, the Government will be able to sort on any column to verify all items are addressed.

Answer: RFP Section L.14 Cross Reference Matrix should be filled out completely by the offeror regardless of which item is listed in the first column. It is the offeror’s responsibility to fill out the matrix completely, e.g., if the offeror has pertinent information for the column labeled “Offeror’s Volume, Chapter, Page & Para Proposal Ref” but not for the column labeled “SOO Para Reference”, the information should still be provided for the Offeror’s volume with the offeror inserting a “Not Applicable” or “N/A” in any column that has no corresponding information. That said, the suggestion to require that offerors to provide the Cross-Reference Matrix information in an MS Excel format is a good one and the RFP will be amended to reflect this.

111.

Question: Will the Government provide information regarding the size of the transition team that can be accommodated at the various on-continent sites? Additionally, please provide optimal time periods for on-continent transition team visits.

Answer: The Government will make available accommodations for reasonable numbers of transition team personnel. For the Antarctic locations, there is no fixed number of berths available for any particular location, but transition activities must be conducted without impact to planned or on-going field activity. Some locations such as Palmer and South Pole Station will have only limited access during the transition period. The specific numbers of transition personnel to be accommodated will be a point of negotiation between the Government and the successful offeror for all locations (Antarctic or otherwise) that will be pertinent during the transition-in period.

112.

Question: In the cross-reference matrix please clarify the column heading “RFP Reference Including Section.” Sections C, F, L, and M are being addressed in other columns; the same information would be duplicated in this column.

Answer: RFP Section L.14 Cross Reference Matrix is amended in RFP Amendment 004 to address this.

113.

Question: Pre-solicitation conference, Pat Smith Presentation slide 72. There is reference to a program called “Lunisys DI 2000” Should this read “Lumisys DI 2000”, for digitizing radiographic reports? Is this program currently used and accessible at each USAP medical facility?

Answer: The correct nomenclature is "Lumisys DI 2000". This device remains in McMurdo as a back-up system to a newer digital x-ray system. Specifics are:

Lumisys DI 2000 x-ray film digitizer software and scanner

Part # 0068-210

Serial # 7363

Manufactured Aug 1995

Operational status: back-up in conjunction with back-up film/chemical x-ray system; used when primary system is inoperative

Kodak ACR 2000 tabletop computed radiography system, DICOM compliant in-service date: Jan, 2004

Operational status: primary

Lumisys, Inc. acquired by Eastman Kodak by year-end 2000.

Kodak Health Group acquired by Onex Corp. in early 2007, and rebranded as Carestream Health, Inc.

114.

Question: Pre-solicitation conference, Pat Smith Presentation slide 72. There is reference to a medical program called Med Tech. Is this system currently used to store the medical records for candidates subsequent to PQ processing? If not, what is the current medical document storage system?

Answer: MedTech32 is a clinical practice management system (PMS) for medical practitioners used at the Christchurch, New Zealand operating location. MedTech32 is used by the incumbent to track physical qualification (PQ) lab results of deploying, redeploying, and/or active medical treatment of personnel on station in Antarctica who transit via Christchurch. MedTech32 contains basic patient information, blood test results, and radiology test results.

MedTech32 is compatible with and is interfaced with the HealthLink Secure Information Exchange electronic data interchange (EDI) network used in Australia/New Zealand for the exchange of electronic patient data (lab results, radiology reports, referal letters, etc.). This process utilizes a link between MedTech32 and HealthLink SIX EDI client software for MS Windows. The HealthLink SIX application establishes a peer-to-peer IPSEC connection with a HealthLink VPN concentrator via the Christchurch commodity Internet service.

Of the entire suite of clinical management modules, only the front-office module is used. There are currently four individual user accounts.

The system is built on a client-server architecture. There is only one client workstation implemented on the Christchurch LAN.

Technical data are:

Application:

MedTech32

Version 17, build 2225

Supporting database: Borland InterBase 7, build 1.1.0.19 (later versions of InterBase are not compatible with the current MedTech version)

Complete Application Features - Core functionality: Demographics, Clinical Notes, Recalls and Screening, Prescribing and Accounts.

Additional functionality: Health Assessment and Management Tools, Drawing Tool for Anatomical References, Attachments Manager, Interface with Laboratory Results, Geocoding for Demographic Information, Query Builder, interface with the national immunization register and interfacing with third party applications.

Medtech House Level 1, 48 Market Place Auckland Central Ph: +64 9 379 9166 Fax: +64 9 379 9188 Sales & Support: +64 9 358 0116 http://www.medtechglobal.com/

Application:

HealthLink SIX messaging system

HMS version 6.5.x http://www.healthlink.net

Level 1 Corner Mary & Enfield St Mt Eden Auckland 1024 New Zealand

Postal Address:

HealthLink Ltd PO Box 8273 Auckland 1150

Support phone (NZ free phone): 0800 288 887 Support fax (NZ free phone): 0800 288 885 Email: support@healthlink.net

Company Profile:

" HealthLink is an electronic communications and integration service that is used by all of the organizations within the health sector to exchange electronic patient information via their computer systems. HealthLink is used by more than 8,000 medical practices across Australia, New Zealand and the Pacific region. The company has offices in Auckland, Brisbane and Perth. HealthLink has a growing presence in every Australian State and territory as well as an almost complete coverage of the New Zealand health sector. " http://www.healthlink.net/profile.htm

Server:

HP DL385 rack server dual processor, dual core

6Gb RAM

RAID drives redundant power supplies

Operating System: Windows Server 2003 Enterprise, Service Pack 2 115.

Question: Section L.10.5 requires “written consent from its proposed subcontractors to allow the government to discuss the subcontractor’s past performance evaluation with the offerers.” We assume since this section of the RFP provides direction on the past performance questionnaire that the “written consent” is only for subcontractors which have a past project referenced in Volume III as one of our three allowable projects. Is our assumption correct?

Answer: Yes.

116.

Question: Would the NSF please provide a listing of all State and Commerce Department export controlled items at each location?

Answer: There is no listing of export controlled items because these types of shipments are not common to the USAP. The last situation the USAP encountered with export controlled items was in October of 2008, where a NASA Endurance Robot was shipped CONUS to Christchurch, then on to McMurdo via inbound U.S. Air force aircraft.

117.

Question: Attachment L-4 requires all data elements to be placed in a MS Excel format. Attachment L-4 requires separate WBS spreadsheets for all level 5 WBS elements and further requires this breakdown for each year of the contract. Additionally Attachment L-4 requires narrative input for the WBS Functional Description and Special Staffing Requirements. For offerors to provide this information in the format required will result in a voluminous Cost Model because the WBS Functional Descriptions and Special Staffing Requirements would have to be repeated on each of the 5th level WBS task worksheets, for each year. The Cross Reference Matrix in Section L.14 does require WBS, SOO cross reference numbering and CLIN data (which match with L-14 requirements) but does not call for WBS functional descriptions or position titles and special qualification requirements.

a. Would the NSF please consider allowing offerors to provide the required WBS Functional Descriptions in a separate consolidated MS Word document, cross-referenced to the WBS number(s), in lieu of placing this information on each of the L-4 WBS spreadsheets? Allowing this modification will significantly reduce repetition of these narrative data elements.

b. Would the NSF allow offerors to provide a second MS Word document that provides a single consolidated listing of all position titles, cross-referenced by employee numbers that would contain any with Special Staffing Requirements for each position?

Answer: Answer to 117.a.: No. Refer to the answer to Question 33 (in RFP Amendment 003) for additional information. Answer to 117.b.: As long as the RFP requirements for Attachment L-4 are complied with, offerors may provide additional supplemental information.

See the answer to Question 33 (in RFP Amendment 003) for additional information.

118.

Question: The eighth item from the top of Attachment L-4 asks offerors to list narrative data for Other Direct Costs. That the intent of this part of the form is to highlight high dollar items that would be included and identified later in the aggregate on the lower part of the form in the row labeled Direct Costs (other than labor). Would the NSF please consider allowing offerors to identify “Other Direct Costs” and provide narrative explanations on separate attachment from L-4 cross-referenced to the WBS number? Allowing this modification would significantly reduce repetition of these narrative data elements.

Answer: No. Refer to the answer to Question 33 (in RFP Amendment 003) for additional information.

119.

Question: The MS Excel Pivot Table function provides a useful tool for offerors to assemble the required information for this attachment. To use the pivot table function, data must be arrayed either by row or by column, but not both ways.

Would the NSF please consider allowing offerors to modify Attachment L-4 to accommodate the use of the MS Excel pivot table function as long as all required information is provided on such modified formats?

Answer: Yes.

120.

Question: Would the NSF allow additional columns in Attachment L-5 to enable offerors to further breakdown cost elements IAW their disclosed practices?

Answer: Yes.

121.

Question: We believe to list SDB and 8a separate is not consistent with current practices. An 8a is a SBD, but the SDB can not automatically become an 8a. The percentages should be modified to reflect something like this:

L12.1 Sub contracting Plan Total Small Business 28.3% SDB/8a 05.%

WOSB 05%

HubZone 03%

SDVOSB 03%

It looks like this now:

Total Small Business 28.3% 8(a) Business 2.5% SDB/8a 05.%

WOSB 05%

HubZone 03%

SDVOSB 03%

Can you please clarify?

Answer: RFP Section L.12.1 percentages are amended per RFP Amendment 004.

122.

Question: Amendment 3, Q&A #47 directs the offerors to “assume that the level of field activity will remain consistent with the level of 2008/2009 field season”; however, the 2008-2009 science support summary is password protected for USAP participants only. Will the NSF provide access to the 2008-2009 Science Support Summary?

Answer: 2008-2009 Science Support Summary is no longer password protected.

123.

Question: Please provide clarification on whether NSF intends to conduct orals. If orals will be conducted please provide the format, offeror attendees and timing.

Answer: No oral presentations will be held at this time.

124.

Question: Does NSF still plan to conduct one-on-ones in January 2009. If so, please provide the schedule, offeror attendees, and format for the meetings.

Answer: RFP Section L.3 is amended per RFP Amendment 004 to reflect that pre-proposal one-on-ones will not be held.

125.

Question: It is our normal practice to include certain training costs to maintain professional qualifications or certifications and other customary training necessary for personnel to perform their assigned duties that are not project specific as a part of our overhead or G&A. We believe this is a compliant way to address training that is not "for Government unique systems pertinent to the ASC" under H.17. Does NSF agree with this interpretation?

Answer: In accordance with RFP Section H.17, “All requests for training at Government’s expense shall be submitted to the COTR for approval or disapproval prior to the training. Allowability of training costs in question will be determined on a case-by-case basis.”

126.

Question: H.17 d) states that the "Contractor shall be responsible for all costs including labor hours associated with equivalent training of replacement personnel when Contractor personnel who have received Government-funded training leave and are replaced". Based upon the seasonal nature of a large portion of the workforce and the inherent turnover within this population, we believe this clause cannot apply to seasonal and staff or replacements outside the Contractors control such as emergencies. Is this a reasonable interpretation of this clause?

Answer: No. See RFP Section H.17.c.

127.

Question: The Cost Model format outline in L-4 does not include clear "Total" columns that will improve the communication of the cost information by cost element. The prescribed Excel format also limits the text that may be used for the functional WBS description. May offerors edit the format to include "Total" columns and summarize the WBS narrative with a cross reference to a more detailed narrative in Word format?

Answer: L-4 Spreadsheet does contain a row for total cost per WBS Element (see last row on the spreadsheet). Labor costs should be added up in the subtotal direct labor cost row. Direct costs other than labor should be presented in total amount for that expense line item (travel, equipment, consultants, etc.) in the adjacent column; and these expense line items are then added together for the total costs per WBS element.

Where appropriate or necessary a short explanation and dollar amount can be included in the text section for Other Direct Costs. Offerors may use the text wrap function in MS Excel for additional text within L-4 (and/or L-5). Stand-alone narratives are not acceptable, however, narratives may be provided as a supplement to the RFP required data within L-4 and L-5.

128.

Question: Can you please advise when the one on one discussions are expected to be scheduled so that we may make the necessary travel and other arrangements?

Answer: RFP Section L.3 is amended per RFP Amendment 004 to reflect that pre-proposal one-on-ones will not be held.

129. Question: In RFP Amendment 003, a sample Surveillance Plan was included. The Plan consists of only a Table of Contents. Was that your intent, or did additional content, the basics of the Plan, get omitted?

Answer: It was posted as intended.