Amend2_Attachment G_Question Submittal Form.xlsx

XLSX spreadsheet 31 KB Posted Dec 11, 2020

Attached to: CTP Public Education Campaign Federal contract opportunity
Solicitation number: RFP_FDA-SOL-1230974
Issued by: Department of Health and Human Services Food and Drug Administration Office of Acquisition and Grant Services

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Written by GovTribe AI · Dec 30, 2023

This solicitation requests proposals for a public education campaign managed by the FDA Center for Tobacco Products. Offerors would be expected to conduct formative research, develop multichannel communication strategies and materials, and deliver five tobacco prevention campaigns targeting youth e-cigarette use and other public health priorities. Key responsibilities include strategic planning, campaign measurement and refinement, and ensuring paid media plans achieve effective reach and frequency. Proposals are due in two phases, with an initial technical submission and subsequent oral presentations and business proposals from second phase selectees. The contract would be an IDIQ with task orders issued over five ordering periods to retain services for approximately five years starting in 2021.

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Other files attached to CTP Public Education Campaign, newest first.
File	Type	Posted
Amend1_RFP_FDA-SOL-1230974.pdf	PDF	Dec 11, 2020
Attachment J_HHS Small Business Subcontracting Plan Template.doc	DOC document	Dec 11, 2020
Attachment A_Campaign Backgrounds 10.6.20.pdf	PDF	Nov 30, 2020
Attachment E_Standard Form LLL Disclosure of Lobbying Activities.pdf	PDF	Nov 30, 2020
Attachment H_Relevant Experience Form.docx	DOCX document	Nov 30, 2020
Attachment C_ Wage Determinations.pdf	PDF	Nov 30, 2020
Attachment I_PPQ.docx	DOCX document	Nov 30, 2020
Attachment F_Labor Category Descriptions.docx	DOCX document	Nov 30, 2020
RFP_FDA-SOL-1230974.docx	DOCX document	Nov 30, 2020
Attachment B_FAR Deviation 18-01 (Whistleblower Protection-Commercial).pdf	PDF	Nov 30, 2020
Attachment G_Question Submittal Form.xlsx	XLSX spreadsheet	Nov 30, 2020
Attachment D_IDIQ Pricing Worksheet.xlsx	XLSX spreadsheet	Nov 30, 2020

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Sheet1

Attachment TBD - RFP Question Submittal Form; Solicitation No. TBD

Attachment G - RFP Question Submittal Form; Solicitation No. FDA-SOL-1230974

Offerors must use this form to submit all questions in relation to Solicitation No. FDA-SOL-1230974 - CTP Public Education Campaign

The Reference column contains drop-down menus from which the applicable section must be selected. The remaining sections are fill-in cells.				Description of Requirement/Statement of Work
					Proposal Instructions
					Basis for Award and Evaluation Factors
					Attachments
					Terms and Conditions/Provisions/Clauses
					Misc.
	#	Reference	Section & Page #s	Question	Agency Response
	Column1	Column2	Column3	Column4	Column5	Column6
	1	Proposal Instructions	10.3.4, Page 90
10.3.4.2, Page 93	Can the government confirm that the 12 pages for Technical Factor 3 are in addition to the 40 pages allowed for the technical volume?	Confirmed, page 90 of the solicitation has been updated to reflect this.
	2	Proposal Instructions	10.3.4.2, Page 94	The solicitation requests that samples be provided "via a secure, password-protected website and clearly labeled."

Will the government provide the website and login information to upload samples or is the expectation that the offeror establishes a secure site and provides a username/password with our response?

Alternatively, would the government consider accepting links to publicly available samples for this requirement?	Links to publicly available samples are acceptable. Offerors are responsible for providing sites, but may use sites such as Vimeo or unlisted YouTube videos as well.
	3	Description of Requirement/Statement of Work	Task Area 5, Page 20	"Within 5 days of award of the IDIQ the contractor shall provide a staff directory including contact information, hierarchy, and list of core areas of responsibility for all staff working on the IDIQ". As an IDIQ, the full range of staffing will not be known until task orders are issued. Can the government confim the initial staffing directory will be limited only to those supporting direct IDIQ management?	Confirmed.
	4	Basis for Award and Evaluation Factors	11.1 a (Page 99)	Would the government consider multiple awards on the IDIQ to allow for separation between campaign delivery and assessment, effectively avoiding a contractor “grading their own homework.” Awarding separate contracts for creative development and campaign assessment may provide the government greater confidence in findings, provide stronger support of efficacy to oversight committees and leadership, and reduce fiduciary risk. Furthermore, it allows the government to contract the best firm for content/campaign development and the best firm for analytics and assessment, which may not be the same company.	No.
	5	Proposal Instructions	Section 10.3.5.1 / 94	Volume III instructions state "Volume IV shall include a listing of...." We assume that this is a misprint and the Government intended to write Volume III (not IV). Please confirm.	Correct, this is a misprint, it should say Volume III.
	6	Proposal Instructions	Section 10.3.4.2 / 94	Can we have flexibility on the type of formats we submit for the Relevant Experience samples of creative work, such as event activations?	Offerors must complete and submit the Relevant Experience Form (Attachment H) for each relevant experience example submitted. Please see attachment H.

For each project, the Offeror shall provide samples of its creative work. Any supporting video (maximum 3 :30 video ads/project), radio (maximum 3 radio ads/project), print (maximum 3 print ads/project) digital creative samples (maximum 3 interactive ads/project) shall be submitted via a secure, password-protected website and clearly labeled. Links to publicly available samples are acceptable. Offerors are responsible for providing sites, but may use sites such as Vimeo or unlisted YouTube videos as well.

7 Proposal Instructions Section 10.3.5.1 / 94 Can you clarify the instructions for submitting the Past Performance questionnaire?

The proposal states: "The Offeror shall ensure that all the points of contact complete and return the questionnaires to the Government electronically prior to the solicitation close date...with the subject reference 'FDA-RFP-TBD'" -- but the performance questionnaire (Attachment I) says: "Please reference 'Past Performance Questionnaire, CTP Public Education Campaign, Solicitation No. FDA-RFP-TBD' in the subject line."	Please reference “Past Performance Questionnaire, CTP Public Education Campaign, Solicitation No. FDA-RFP-1230974" in the subject line.
	8	Proposal Instructions	Section 10.3.4 / 90	Can the citations not be counted toward the page limit in Technical subfactor 2, 3, and 4?	Citations do not count towards the page limit. 10.3.4 (Page 90) has been revised to clarify this.
	9	Description of Requirement/Statement of Work	Section 4.3 / 23-25	Will Task Orders be unique to a campaign or can they run across multiple campaigns? Given that there are five campaigns, seven task areas within each campaign, labor, paid media and non-media ODCs, and five separate ordering periods, how many separate CLINs does the Government intend to utilize? Will separate CLINs require separate invoices?	This will be determined at the Task Order level.
	10	Description of Requirement/Statement of Work	Section 8.4 / 61-62	The Government has identified 12 titles as Key Personnel. Can we add to that list?	No, the Offeror may not recommend additional Key Personnel positions.
	11	Proposal Instructions	Section 8.3 / 57	Clause 52.219-9 has been checked. Please confirm that a formal Small Business Subcontracting Plan is required by Offerors that are not small business concerns.	Confirmed.
	12	Proposal Instructions	Section 8.3 / 57	If a formal subcontracting plan is required, please confirm whether or not the following elements are considered subcontracting: Paid Media, Non-Media ODCs, and billable labor for employees of subcontractors.	Yes, a formal small business subcontracting plan is required. That plan should meet the allocations provided on page 104 of the solicitation, and should be based on labor costs only.
	13	Proposal Instructions	Section 10.3.9 / 97	Please explain the difference between a Small Business Subcontracting Plan and the Small Business Participation Plan. If possible, please elaborate on what the Government means by the labor portion under this contract. Are we to base this on the titles and hours outlined in Attachment D, or are you looking for a projection based on our own understanding of how the account would be staffed?	See revised RFP.
	14	Proposal Instructions	Section 10.3.1 / 88	Approximately how long after Phase 1 offers are submitted does the Government anticipate notifications regarding Phase 2?	The Government cannot provide an approximate timeframe for how long the phase 1 evaluation will be.
	15	Proposal Instructions	Section 10.3.1 / 88	After Phase 2 notification, approximately how much time will Phase 2 selectees be given to prepare for the oral presentation and business proposal submission?	Offerors will have four weeks to provide responses to the Phase 2 portion of the solicitation.
	16	Attachments	Section 10.3.10 / 97-98	The Government has identified 43 specific titles in Attachment D, which we assume are to be used for price evaluation. We have determined that there are many other personnel titles/rates we will need in order to successfully manage this contract, both for us and for our subcontract partners. Can we provide them separately, and if so, where and how should we include them?	No, the Offeror should only address the 43 specific titles in Attachment D.
	17	Proposal Instructions	Section 10.3.4.1 / 93	Can we use the same font for the resumes as for the proposal (Calibri 11-point)? Right now, the instructions for the proposal state that Calibri 11-point is preferred (page 95), while instructions for the resumes dictate 11-point Arial (page 93).	11-point Calibri for resumes is acceptable. The solicitation has been revised to acknowledge this.
	18	Proposal Instructions	Section 10.3.2 / 90	Should we provide copies of all teaming agreements? And if so, please give instructions as to the section in which the teaming agreements should be included. Please also confirm that teaming agreements would not be included in the page count.	Offerors shall include a cover letter that contains identification of any teaming arrangements.
	19	Attachments	Attachment D	The instructions provided, in red, specifically tell us to complete only the yellow-highlighted portions of the spreadsheet. However, columns labeled "Full-Time Equivalents - FTEs" (columns E, I, M, Q, and U) are currently blank and will remain so if these instructions are followed. Was that the Government's intent? We assume, since the columns are present, the Government intended for them to be used. In fact, without each Offeror providing this information, a truly fair comparison cannot be made.

For example, if Offeror A uses a 2080-hour base as an FTE (40 hours @ 52 weeks) and Offeror B uses an 1800-hour base as an FTE (40 hours @ 45 weeks), which accounts for seven weeks of holiday, vacation, and sick leave, Offeror A's fully burdened rate will be 13% less than Offeror B's; therefore, Offeror A will be 13% less expensive. However, Offeror A will also be providing 13% less manpower in terms of FTEs. Using an example from Attachment D, the total annual hours of @ 191,254 hours would translate into approximately 92 FTEs for Offeror A. Those same hours would translate into approximately 106 FTEs (or 15% more personnel) for Offeror B. In reality, both offer the same value; but in the current form, the added value of the additional FTEs provided by Offeror B would not be clearly apparent.	The Offeror shall follow the instructions and list their FTE assumptions in their business proposal.
	20	Attachments	Attachment H	The Attachment H Relevant Experience Form lists CPARS as an option for "How is Past Performance for this example being submitted?" Does this mean that we can submit CPARS instead of a PPQ for Relevant Experiences?	CPARS may not be submitted instead of a PPQ for relevant experience. The Offeror shall send the Past Performance Questionnaire to the sources that it identifies in the Relevant Experience Section of Volume II.
	21	Attachments	Attachment E	Attachment E is included in the package but there are no instructions to submit. Do we need to submit Attachment E? If so, what are the instructions?	See RFP Section 10.3.10.1 - Disclosure and Use of Lobbying Activities: If the offeror has any activity to report, the offeror shall complete Standard Form (SF) LLL and shall include one originally signed copy submitted with the business proposal. SF LLL, “Disclosure of Lobbying Activities,” is included for use in accordance with FAR 52.203-11, Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions (Sep 2007).
	22	Description of Requirement/Statement of Work	Section 2.2, pg 9	Given the shift to a richer media mix, what has been your approach for measuring cross channel reach?	In the fragmented media landscape and with the rise in digital media consumption, CTP recognizes it is likely that higher levels of reach and frequency on digital platforms are required to achieve sustained audience awareness through paid media and to drive positive change in tobacco-related knowledge, attitudes and beliefs.
	23	Description of Requirement/Statement of Work	Section 2.3, 12	How is media being measured/evaluated?	As indicated in the SOW, paid media plans are evaluated based on ability to ensure and maintain effective levels of reach and frequency that drive campaign awareness with the target audience.
	24	Description of Requirement/Statement of Work	Section 2.2, pg 9-12	How are budgets currently determined and prioritized between each campaign?	The campaign budgets are determined based on priorities set by the FDA.
	25	Description of Requirement/Statement of Work	Section 2.2, pg 9-12	What is the audience overlap between each campaign? Do you try to ensure that the same target is not being served four different messages?	National campaigns have a broader reach to multiple audiences. Campaign messages should focus on three main areas based on FDA’s regulatory authority: addiction/loss of control, negative health consequences and harmful or potentially harmful constituents (HPHCs).
	26	Description of Requirement/Statement of Work	Section 2.2, pg 9-12	Is there seasonality among the campaigns?	Campaigns are in-market throughout the year and are refined or optimized based on emerging trends or FDA priorities.
	27	Description of Requirement/Statement of Work	Section 2.2, pg 9-12	For digital, have you historically been driving users only to the campaign websites? If other destinations, please provide some examples of what has been effective and not effective?	The campaign has utilized multiple strategies based on different creative executions. For example, when appropriate the campaign drives traffic to its owned social media channels, YouTube channel, and approved websites for specific resources.
	28	Description of Requirement/Statement of Work	Section 2.3, p. 12	What are the key actions users take in digital or in response to other channels that have been proved to be correlated to successful outcomes of the campaign?	Different creative executions and paid media placements have produced a variety of audience interactions and engagements.
	29	Description of Requirement/Statement of Work	Task Area 1: Strategic Planning & Research, pg. 13-15	Does CTP have existing, approved, or preferred social listening or other research technology vendors?	Offerors should provide a recommendation based on their expertise with social listening tools.
	30	Description of Requirement/Statement of Work	Section 3.2, Pg 18	Are there examples of past successes with UGC? If so, can you share?	The program has used UGC in the past; however we do not have any UGC data to share. Offerors should recommend their own strategies.
	31	Description of Requirement/Statement of Work	Task Area 4: Campaign Measurement, Performance and Refinement, p. 19	Can the government clarify what required paid media data will be provided to the Outcome Evaluation Contractor?	This will be determined by the outcome evaluation contractor and FDA’s requirements for measuring the campaign impact. Historically, this has included but is not limited to paid media data on Gross Rating Pionts, Targeted Rating Points, impressions, Video completion rates, Click-through rates, and has been provided by the DMA or media market level. However, with the evolving media landscape other paid media data may be requested.
	32	Description of Requirement/Statement of Work	2 Description of Requirements / Statement of Work, pg. 7-21	Does this scope of work include earned media strategies and public relations services?	Offerors may need to coordinate with CTP's earned media and public relations contractor or FDA's communications office. This coordination is not a key task and occurs at the discretion of FDA.
	33	Description of Requirement/Statement of Work	Section 4.1, A. 3. Pg 40	How has first party data been used to inform campaign audiences and activation?	First party data including surveys, focus groups and in-depth interviews are used to determine and develop messaging approaches and paid media implementation strategies for campaigns.
	34	Description of Requirement/Statement of Work	Section 7.4, A.4.c., p. 40	Is it acceptable to have data reside on a Contractor's existing system which meets the NIST SP 800-171 requirement?	Please reference Section 7.4.
	35	Basis for Award and Evaluation Factors	7.11 Other Direct Costs, pg. 50-51	Can the government provide guidance on whether non-labor costs (e.g., social media monitoring tools, focus groups, survey tools, media buys) should be included as ODCs or accounted for in the overall labor rates?	Non-labor costs (e.g., social media monitoring tools, focus groups, survey tools, media buys) should be included as ODCs.
	36	Proposal Instructions	10.3.9 - Section 1.3.9, pg. 94	Can the government provide a reference to the HHS Small Business Subcontracting Plan template?	See Attachment J_HHS Small Business Subcontracting Plan Template
	37	Proposal Instructions	Section 11.2.2.1, Pg 104	Will your Social media needs include community management?	Yes.
	38	Proposal Instructions	10.3.4.2 Technical Factor 3 – Relevant Experience – Page limitation is 12 pages (page 93)	Can the Government please clarify if “Offerors” are inclusive of subcontracting and/or teaming partners, as it relates to the Past Performance Requirements? In other words, can past performances only be from prime contractors or can we also include subcontractor references (for projects in which they were prime) to meet the minimum Past Performance requirement?	At least two (2) out of the four (4) references must account for work that the Offeror performed as the prime contractor within the last five (5) years.
	39	Misc.		We understand that the current contract was a five-year contract expiring in 2022, why is the Government planning to award for a contract start in 2021?	To adequately plan for a transition to a new contractor, should a new contractor be awarded the contract.
	42	Proposal Instructions	7.7	For an Offeror that has a tobacco-related company as a client, would the Government deem this a conflict of interest?	Organizations that have a financial relationship with clients that are regulated by FDA/CTP may have a conflict of interest that could impair objectivity of the offeror and prohibit them from performing the work in this requirement. The specifics of the financial relationship as it relates to the work to be performed in this requirement would be determinative of whether a conflict of interest exists. If an offeror believes that their relationship does not pose a conflict of interest that could impair their objectivity, the offeror may submit a proposal but must disclose the nature of their financial relationship, their analysis of why they think their objectivity will not be impaired by that relationship, and any steps that will be taken to mitigate potential conflicts related to the financial relationship. The government will evaluate this information and make a determination as to whether a conflict of interest exists and whether the offeror can perform the requirement without bias. If the government determines that a conflict of interest exists and that it has not been properly mitigated, the offeror will be ineligible for award.
	43	Proposal Instructions	7.7	For an Offeror that is a firm within a holding company that possesses a tobacco-related company as a client, would the Government deem this a conflict of interest? (To clarify, the Offeror doesn't have a tobacco-related client; however, the parent company/holding company does).	Organizations that have a financial relationship with clients that are regulated by FDA/CTP may have a conflict of interest that could impair objectivity of the offeror and prohibit them from performing the work in this requirement. The specifics of the financial relationship as it relates to the work to be performed in this requirement would be determinative of whether a conflict of interest exists. If an offeror believes that their relationship does not pose a conflict of interest that could impair their objectivity, the offeror may submit a proposal but must disclose the nature of their financial relationship, their analysis of why they think their objectivity will not be impaired by that relationship, and any steps that will be taken to mitigate potential conflicts related to the financial relationship. The government will evaluate this information and make a determination as to whether a conflict of interest exists and whether the offeror can perform the requirement without bias. If the government determines that a conflict of interest exists and that it has not been properly mitigated, the offeror will be ineligible for award. If the offeror believes that the existence of the parent/holding company’s financial relationship would not impair their objectivity additional information should be provided. Are there details, policies, procedures, or circumstances that may mitigate the existence of a financial conflict of interest? For example, what firewalls are in place between the offeror and it’s parent company to ensure that the offeror’s performance is not influenced by biases that may be present due to financial relationships existing in the parent company. Does the offeror have it’s own conflict’s of interest policy and screening that ensure staff working on this contract are free from conflicting financial relationships – including those with the parent company – that may bias their performance on this contract? Do staff receive training on conflicts of interest and are they required to report financial interests? Etc.
	44	Description of Requirement/Statement of Work	Section 3.1, pg.17	Solicitation: RFP_FDA-SOL-1230974 states in one of its paragraphs that "The contractor shall have the ability to pay as much as $100 million annually in upfront advertising cost and then seek reimbursement from the Government." Is that correct or was that a mistake made in contracting? If it's correct, it will preclude us and many other entities from responding.	The requirement is accurately stated.
	45	Misc.		Can companies from Outside USA can apply for this? (like,from India or Canada) Do we need to come over there for meetings? Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada)	Any company wishing to participate in this solicitation and proivde a proposal shall be registered in the SAM.Gov system prior to close of solicitaiton. If the SOW calls for onsite meetings then the offeror will be required to attend those meetings in person. Performance is not restricked to the US but the offeror shall need to conform with all all requirements of the solicitaiton and SOW.

File details come from the government source that posted it. Updated Dec 11, 2020.