|Request for Proposal No.:||NIH-NHLBI-HO-02-01|
|Issue Date:||February 23, 2001|
|Issued By:||Lynda A. Bindseil, Contracting Officer
Contracts Operations Branch
6701 ROCKLEDGE DR MSC 7902
BETHESDA MD 20892-7902
|Purchase Authority:||Public Law 95-83, as amended|
|Small Business Set-Aside:||No; NAICS 561110|
|Proposal Intent Date:||March 15, 2001|
|Proposal Due Date:||April 17, 2001, 4:30 PM (Eastern Time)|
Ladies and Gentlemen:
The National Heart, Lung, and Blood Institute (NHLBI) is soliciting proposals to provide technical, analytical, and documentation support services to assist the NHLBI in various activities. The NIH anticipates a cost-reimbursement contract will be awarded for a period of 5 years.
This Streamlined Technical Request For Proposal (RFP) consists of this combined solicitation form and cover letter (PART A), and three additional components, as follows:
These components contain the technical information required for the submission of a proposal for this acquisition. In addition, there are two other sections in this specific RFP. The section entitled "Specific RFP Instructions and Provisions" contains, for example, the address for delivery of your proposal. The section entitled "Applicable RFP References" lists those items in the STREAMLINED RFP REFERENCES directory that apply to this RFP, including forms for submission of the proposal. The Streamlined RFP References directory is located at URL:
Although these documents contain sufficient information for you or your organization to submit a proposal, if you intend to submit a proposal in response to this RFP, IT IS ESSENTIAL THAT YOU IMMEDIATELY NOTIFY LYNDA A. BINDSEIL, CONTRACTING OFFICER, AT THE FOLLOWING INTERNET ADDRESS: firstname.lastname@example.org
IF YOU DO NOT NOTIFY THE CONTRACTING OFFICE OF YOUR INTENT TO SUBMIT A PROPOSAL, YOU WILL NOT RECEIVE AN INDIVIDUAL NOTICE OF ANY AMENDMENTS TO THE RFP, IF ANY ARE ISSUED. HOWEVER, ALL AMENDMENTS WILL BE POSTED ON THE NIH WEB SITE.
The original and fifteen (15) copies of your technical proposal and the original and six (6) copies of your business proposal and one Electronic Business Proposal Spread Sheet (EXCEL Spread Sheet) on disk must be received by the Contracting Office no later than April 17, 2001, 4:30 P.M. (Eastern Standard Time) at the address listed in the item entitled "Packaging and Delivery of Proposals". Also, please complete the form entitled "Proposal Intent Response Sheet" and send it to the address indicated therein on or before March 15, 2001. This will allow us to expedite preparations for the review of proposals. Your proposal must be organized and submitted in accordance with the "Technical Proposal Table of Contents." These items are found under the "Specific RFP Instructions and Provisions" portion of this RFP, which follows the technical evaluation criteria section.
You are reminded that the "Technical Proposal Cover Sheet" must be completed in full detail and used as the cover sheet for each copy of your technical proposal. (This form is contained in this NIH WEB site under the FORMS, FORMATS, AND ATTACHMENTS file found in STREAMLINED RFP REFERENCES.) This information will be used to ensure that there will be no conflict of interest when selecting review committee members.
Offers will be valid for 120 days unless a different period is specified by the offeror on the form entitled, "Proposal Summary and Data Record, NIH 2043" also located at the site for FORMS, FORMATS, AND ATTACHMENTS.
NOTE: IF YOUR PROPOSAL IS NOT RECEIVED BY THE CONTRACTING OFFICER OR DESIGNEE AT THE PLACE AND TIME SPECIFIED, THEN IT WILL BE CONSIDERED LATE AND HANDLED IN ACCORDANCE WITH SUBPARAGRAPH (c)(3) OF FAR CLAUSE 52.215-1.
If you have any additional questions regarding this RFP, please contact Ms. Lynda A. Bindseil through the Internet using the electronic mail address email@example.com, or phone (301) 435-0356, fax (301) 480-3432. Collect calls will not be accepted.
SUBMISSION OF PROPOSALS USING FACSIMILE OR E-MAIL IS NOT AUTHORIZED.
NOTE: DIRECTIONS FOR ACCESSING THE "STREAMLINED RFP REFERENCES" REFERRED TO THROUGHOUT THIS RFP ARE AS FOLLOWS:
After reviewing this Request For Proposal, type in URL:
"http://od.nih.gov/ocm/contracts/rfps/mainpage.htm". In this directory, entitled "NIH Request For Proposals Directory", following the list of NIH Institutes by name, is the section entitled STREAMLINED RFP REFERENCES". Select (click on) each section you wish to review:
"STANDARD RFP INSTRUCTIONS AND PROVISIONS" for proposal preparation instructions and other standard provisions,
"OPTIONAL RFP INSTRUCTIONS AND PROVISIONS" for the special provisions identified in this specific RFP,
"FORM, FORMATS, AND ATTACHMENTS" to download the forms listed in this specific RFP that you will need to submit a proposal, and
"SAMPLE CONTRACT FORMAT-GENERAL" to view some of the clauses that are typical for inclusion in a Research and Development type contract issued by NIH.
Ms. Lynda A. Bindseil
The objectives of the contract are to provide the following support services:
Under this task, the contractor shall provide a variety of services such as arrangements for scientific meetings of technical experts in research on heart, lung, and blood diseases, sleep disorders, and blood resources; development, preparation, and distribution of technical and other support materials for meetings; on site documentation of meeting proceedings; and follow-up activities and preparation of summary materials.
This task area requires two kinds of services: (1) preparation and reproduction of reports and similar documents and (2) editorial support.
Two types of analytical support are required: (1) qualitative and quantitative data compilation and synthesis and (2) analysis of Institute programs and activities.
The National Heart, Lung, and Blood Institute is responsible for a national program in diseases of the heart, blood vessels, lung, and blood; sleep disorders; and blood resources. The National Heart, Blood Vessel, Lung, and Blood Act of 1972 mandated that the Director of the Institute develop, with the help of the National Advisory Council, a National Program Plan and that the plan be updated regularly. The Institute has maintained the practice of routine updates of the National Plan through successive versions of the authorizing legislation for the Institute. Since the 1972 Act, the Congress has regularly reaffirmed the need for an expanded, intensified, and coordinated national effort. Beginning in 1978 and continuing to the present, the Congressional mandate to the Institute has also included a directive that information related to the prevention, diagnosis, and treatment of diseases within the Institute mandate be disseminated on a timely basis.
The Institute is organized along categorical lines, with Divisions on Heart and Vascular Diseases, Lung Diseases, and Blood Diseases and Resources, as well as Divisions of Epidemiology and Clinical Applications, Intramural Research, and Extramural Affairs, the National Center on Sleep Disorders Research, and an Office of Prevention, Education, and Control. The Office of Science and Technology (OST) within the Office of the Director provides support to the Director, NHLBI, coordinates Division activities relating to planning and evaluation, and maintains an Institute-wide information system.
The Institute plans, conducts, and supports an integrated and coordinated program of basic research, clinical investigations, clinical trials, and demonstration and education research through contracts and research grants to scientific institutions and individuals and through research performed intramurally. It also conducts planning and evaluation activities to assess continually the state of science related to various disease problems, to review scientific progress, and to develop specific plans for additional research in selected areas.
Representatives of the biomedical research community, NHLBI staff, and scientific experts are called upon to assist in management of the Institute's programs. Approaches relied upon to facilitate use of this scientific expertise include: small expert meetings, highly structured task forces and technical working groups, problem-solving workshops, and large scientific meetings involving numerous individuals and interest groups concerned with research, demonstration, and education programs related to heart, lung, and blood diseases, sleep disorders, and blood resources.
The NHLBI requires non-Government resources and labor services to assist in conducting the foregoing activities and in preparing reports and other necessary documentation.
The contractor shall furnish the NHLBI with conference and documentation support services to assist the Institute in conducting and implementing its biomedical programs. Specialized expertise shall be provided to assist Institute staff in conference, logistical, and planning functions and in scientific and other publications and communications. Services are to be available to all the Institute's Divisions, the National Center on Sleep Disorders Research, and the Office of the Director, through the Office of Science and Technology, and are to be accessible on short notice to meet the Institute's needs. Scientific meeting services shall include planning and logistical support required by the Institute's advisory groups, task forces, review panels, and working groups. Special emphasis must be placed upon ensuring that meetings are arranged so that they are conducted as efficiently as possible and in the most cost-effective manner. It is particularly important that efforts are made to keep the travel and other necessary meeting-related expenses as low as possible.
Documentation services shall include technical writing, editing, publication design, graphics, and production services related to scientific meetings, workshops, and task forces as well as special publications. Because the documents prepared by the Institute are disseminated widely to professional and public audiences, it is essential that all NHLBI publications be scientifically accurate, written in clear and proper English, prepared in final form so that they are visually attractive and without typographical or other errors, and produced in the most efficient and cost-effective manner possible.
Analytical services include information and data compilation and synthesis and analysis of Institute programs and activities. Understanding of NIH research and research training programs (and the data elements related to them that would be critical in assessing those programs) is essential for providing these services. Although access to NIH electronic databases is limited to NIH staff and NIH contractors, information about the structure of NIH research and research training programs is widely available.
Task 1. Support to Scientific Working Groups
The nature and range of services to be provided will vary greatly. The number of participants will range from a few (5 to 20) to many (several hundred). Workshop participants will be scientific experts on research in diseases of the heart, lung, or blood, sleep disorders, or blood resources or on particular scientific disciplines relevant to the mandate of the NHLBI. Working groups may include among their membership, NHLBI staff, NHLBI grantees or contractors, and special consultants to the Institute. The subject matter of meetings may be as narrowly defined as the role of the polymorphonuclear leukocyte in sickle cell disease, or as broadly defined as the state of the science in research on diseases of the heart, lung, or blood, sleep disorders, or blood resources. To accomplish their objectives, working groups may require only one meeting lasting one day or they may require 3 to 5 meetings each year for several years. Meetings may be held either at the NIH or off site at a commercial facility or some other government facility. The support required may be limited to taping of discussions or may extend to all logistical and technical pre-meeting, meeting, and post-meeting functions. Included among the support activities that may be required for meetings and work sessions are development, preparation, and mailing of technical background materials, site selection and contract negotiations, preparation of logistical arrangements for participants, design and maintenance of a registration database, providing for recording and summarizing of session discussions, and performing follow-up activities to insure continued coordination and participation of working group members. Post-meeting support may include development through several drafts and review cycles of summary reports based on the proceedings and handling travel and per diem reimbursements. The degree of support required for each working group assignment will be specified by the Project Officer. In planning for all meetings, special emphasis must be placed upon ensuring that they are conducted as efficiently as possible and in the most cost-effective manner. It is particularly important that efforts are made to keep the travel and other necessary meeting-related expenses as low as possible.
Task 2. Documentation Support
The range of services required will vary greatly. Support for the preparation, production, and duplication of documents may be limited to typing and editing of recorded or draft materials, but also may extend to all stages of development, including original writing, design, graphics preparation, and production under the technical guidance of NHLBI staff. Because the documents prepared by the Institute are disseminated widely to professional and public audiences, it is essential that all NHLBI publications be scientifically accurate, written in clear and proper English, prepared in final form so that they are visually attractive and without typographical or other errors, and produced in the most efficient and cost-effective manner possible. The Institute is particularly interested in alternatives to printing that ensure a high quality product, yet are available at a significantly lower cost. Two specific kinds of documentation services will be required:
This latter activity might also involve participating in outlining and formatting the report, suggesting ways to display information, coordinating the writing of various contributors; preparing art work; editing and distributing drafts; collating comments on drafts; and providing revised drafts through several review cycles, designing covers, providing final formatting, duplicating a limited number of copies, and providing camera-ready copy for GPO printing. A large portion of the work will require frequent and close liaison with NHLBI staff and rapid turnaround.
Task 3. Analytical Support
The NHLBI regularly relies upon analyses and syntheses of data related to its research and research training activities in making major decisions regarding research direction and funding levels. Although access to NIH electronic databases is limited to staff and NIH contractors, information about the structure of NIH research and research training programs is widely available. A sound knowledge of NIH research and research training programs (and the data elements related to them that would be critical in assessing those program) is essential to be able to conduct the analytic studies required by the Institute. In order for such studies to be useful to the Institute Director and senior staff, they must be presented in a clear and concise manner. Two types of analytical support shall be furnished:
The following mix of requirements shall be assumed for each contract year, with equal distribution throughout. These types of work are not necessarily all-inclusive, but are to be used as a basis for preparing technical and cost proposals.
Task 1. Support to Scientific Working Groups
Assume for estimating purposes that the total number of working sessions shall equal approximately twenty-eight (28), including ten (10) of Type A, eight (8) of Type B, eight (8) of Type C, and two (2) of Type D. For the purpose of preparing a proposal, the following types of work sessions shall be assumed.
Type A One-day work sessions on site at the NIH
10 participants (travel costs, per diem allowance, and honoraria NOT paid under this contract)
Support required: Recording of discussions, preparation of a 200 page report through two cycles of review, corrections, and comments, and distribution of 20 copies of the report.
Type B Two-day work sessions on site at the NIH
20 participants, average travel cost per person $675, per diem costs for two days at the government rate.
Support required: Complete pre-meeting assistance to include agenda preparation, letters of invitation, distribution of support materials of 200 pages including abstracts of 20 papers, arrangements for participants' travel and lodging, preparation of logistics information, and maintenance of registration database. On-site support to include recording of discussions at the work sessions including opening plenary session (1/2 day), 4 simultaneous working sessions (1 day), closing plenary session (1/2 day), on-site registration, arranging for coffee breaks, and duplication of materials during work sessions (working group reports of 15 pages each). Post-meeting support to include payment of vendor bills, reimbursement of participant travel expenses, preparation of proceedings (250 pages) through two cycles of review, corrections, changes, and comments, delivery of camera ready copy suitable for GPO printing, and printing of the final proceedings (100 copies).
Type C Two-day work session at commercial facility in local area
All conditions the same as in Type B except that contractor shall be responsible for investigating several alternative sites, presenting site alternatives to NHLBI staff for selection, negotiating a contract, arranging for all food functions and audiovisual support at selected facility, and paying vendor bills as a direct cost to the contract.
Type D Two-day work session at commercial facility in local area
250 participants, travel and per diem expenses for 15 participants for 2 days
Support required: Complete pre-meeting assistance to include site selection, contract negotiations, agenda preparation, letters of invitation, distribution of support materials of 200 pages including abstracts of 20 papers, arrangements for participants' travel and lodging, preparation of logistics information, and maintenance of registration database. On-site support to include recording of discussions at the work sessions including opening plenary session (1/2 day), 4 simultaneous working sessions (2 days), closing plenary session (1/2 day), arranging for coffee breaks and lunch, and duplication of materials during work sessions (working group reports of 15 pages each). Post-meeting support to include payment of vendor bills, reimbursement of participant travel expenses, preparation of proceedings (150 pages) through two cycles of review, corrections, changes and comments, delivery of camera ready copy suitable for GPO printing, and printing of the final proceedings (100 copies).
Task 2. Documentation Support
Since the number and kind of reports and briefings and educational training materials required during the anticipated period of the contract cannot be precisely foreseen, proposal sections dealing with reports and briefing materials shall be based on the following:
The following shall be assumed for each report: Contractor shall be responsible for cover design and preparation of art work for all illustrations (5 drawings requiring a skilled artist). All reports shall undergo a minimum of two cycles of "drafts for comment" and a final review.
|Type A||(2 reports) 150 pages each, single-spaced; contractor responsible for developing draft narrative, editing, duplicating 20 copies of each draft (assume two drafts), and providing camera-ready copy.|
|Type B||(10 reports) Same as in type A, without requiring any technical writing. Additionally, providing 150 high-resolution copies of the final report.|
|Type C||(10 reports) 200 pages each, single-spaced, contractor responsible for layout, editing, duplication of 20 copies of each draft (assume two drafts), and providing camera-ready copy, and 125 high-resolution copies of the final report.|
|Type D||(3 reports) 200 pages each, single-spaced, contractor responsible for consulting on report concept, collating materials, layout, editing, duplicating 20 copies of each draft (assume two drafts), providing camera-ready copy, and 125 high-resolution copies of the final report.|
Task 3. Analytical Support
Since the number and exact nature of the analytical support services cannot be totally defined at this time, proposal approaches shall be developed based on the following types of analytical tasks.
Type A (Five) Three-week studies to develop a presentation for the Institute Director on present program activities and progress to present to groups outside the NHLBI or the NIH. The presentation shall include appropriate text as well as briefing materials. Type B (Two) Three-month studies to document procedures used by the Institute to respond to queries by Congress or other governmental agencies regarding Institute programs. The process to be documented shall result in output or reports of a scientific, fiscal, or programmatic nature. Type C (Three) Three-month studies to evaluate the program impact of NHLBI training or research programs. The evaluations shall be comprehensive and provide summary recommendations for program revision that are consistent with and supported by the assembled data.
The offeror shall describe the support contractor's role in providing the services described in Tasks 1 (Support to Scientific Working Groups), 2 (Documentation Support), and 3 (Analytical Support) in the Sample Assignments A, B, and C as set forth below. In addition, the offeror shall describe the different standard operating procedures that will be used to facilitate interaction between program staff and the contractor, while insuring the considerable involvement of the Project Officer in all aspects of the contract. Included shall be descriptions of types of personnel, levels of effort, plans to maintain quality control, projected costs, and approaches to be used in minimizing costs of the sample assignments. It is essential for the offeror to describe specifically the steps to be taken to ensure that all documents produced under this contract are scientifically accurate, written in clear English, and prepared in final form so that they are visually attractive and without typographical or other errors. The use of subcontractor or other outside consultants shall be identified and justified, with particular emphasis on demonstrating the ability of the subcontractor to integrate its efforts with those of the offeror and to ensure that the needs of the NHLBI are met, when such capability does not exist in-house.
The technical approach to the statement of work (Tasks 1-3 above, and Sample Assignments A--C below) as demonstrated in the proposal shall include the following in the very same order:
Samples of Previous Work
The offeror is requested to submit with the proposal samples of work done by personnel proposed for the contract. Where possible, samples shall be similar to products described in task areas 1, 2, and 3. Proposed personnel shall be specifically identified for their function and/or contribution to each work sample. The selection of appropriate samples shall be sufficient to demonstrate the abilities of the proposed personnel and to show their experience. A large quantity of materials is not necessary.
SUPPORT FOR SCIENTIFIC SYMPOSIA
The National Heart, Lung, and Blood Institute sponsors symposia and other scientific events on subject areas of critical importance to the Institute. The symposia are designed to bring together leading experts in relevant scientific disciplines to discuss the state of the science, to identify problems in understanding, and to recommend important areas for future research.
The NHLBI requires assistance in all phases of the planning and conduct of these symposia. The offeror should be able to show evidence of competence in providing efficient and effective support that includes securing hotel accommodations for speakers and participants, securing adequate meeting room space, and planning food functions that include receptions and dinners. The offeror should provide evidence of being able to prepare appropriate invitation, logistics, confirmation, and thank you letters and to design and maintain a registration database to track symposia participants that is compatible with software relied upon by the Institute. Graphics and editorial support must be provided by the contractor to ensure the timely preparation of brochures, programs, journal advertisements, posters, and meeting summaries. The contractor must have sufficient knowledge of the internet to promote NHLBI scientific events on-line and to set up on-line registration that can be transported to a database. They must have an accounting system in place that allows for an ongoing assessment of expenditures, that is capable of processing vendor bills and reimbursement of travel expenses, and one that can provide the client with monthly status reports.
The offeror should describe in detail its provisions for on-site support for speakers and participants including such activities as registration, distributing programs and registration packages, maintaining a message center, helping participants with travel arrangements, and assisting speakers with computerized presentation packages.
The offeror should describe in detail the procedures it has in place to prevent problems that may develop in any of the above mentioned areas and the procedures and principles it follows to resolve any such problems should they arise.
REPORT OF FISCAL AND PROGRAM DATA FOR THE INSTITUTE
Each year the NHLBI provides the National Heart, Lung, and Blood Advisory Council (NHLBAC) with a summary of program activities of the previous fiscal years, that highlights scientific research advances and the impact of budgeting considerations on the Institute's activity. Data from previous fiscal years are compiled by the OST and the Financial Management Branch, NHLBI, and are summarized in an extensive administrative document that is presented to the NHLBAC.
The document is provided to the NHLBAC early in February and uses data and information that are not available until after November 30 of the previous year. The administrative document is developed under very tight deadlines and requires quick turnaround, expertise in the preparation of statistical graphs and tables, and special emphasis on quality control. For the administrative document, 70 graphics shall be required. A total of 150 copies of the 130-page administrative document containing trend charts, bar graphs, pie charts, tables, and other statistical presentations and narratives is required. Included among the contents are: a depiction of NHLBI organizational structure and a directory of key personnel, brief descriptions of important events, disease statistics and an accompanying narrative, a description of NHLBI management mechanisms, listings of advisory committees, a budget overview and analysis, a budget distribution among programs, program progress summaries, and research highlights. To execute this assignment in a timely and appropriate fashion, the contractor shall make materials available to Institute staff throughout the project to assure maximum communication and to facilitate review and changes.
Please describe in-house procedures that shall be employed to produce, store, retrieve, modify, reproduce, and deliver the administrative document to the NHLBI in the most economical manner and with a minimal time delay, but in any event no later than January 31.
REVIEW AND ANALYSIS OF THE RESEARCH SUPPLEMENTS FOR UNDERREPRESENTED MINORITIES PROGRAM
The NHLBI Research Supplements for Underrepresented Minorities program, part of an NIH-wide Initiative, provides supplemental funds to ongoing research grants to encourage minority individuals at all levels of training from high school to the faculty level to pursue careers in biomedical or behavioral research. Under this program, principal investigators with eligible NHLBI research grants may request funds to support new minority investigators and minority students as participants in their research. Priority is given to applications requesting support for underrepresented minorities blacks, Hispanics, Native Americans, and Pacific Islanders. The research activity proposed for the minority individual must be part of the approved research for the ongoing grant or a logical extension. The minority individual must be given opportunities to interact with other individuals on the grant, to contribute intellectually to the study, and to enhance his or her research skills and knowledge. The first supplements awarded by the NHLBI under this program (in FY 1988) were for newly-independent minority investigators; supplements for individuals at other levels of training and career development were phased in over the next three years. (For more information about this program, see the NHLBI website on Research Training and Career Development Programs at http://www.nhlbi.nih.gov/funding/training/redbook/index.htm.) The NHLBI is interested in assessing whether its minority supplements program has been effective in encouraging students to pursue research careers and in preparing new investigators for fully independent research careers.
The review of the minority supplements program should provide the Institute with an indication of the degree to which the postdoctoral individuals and newly-independent minority investigators, who participated in this program, have been successful in establishing careers in biomedical research. To do this, it is essential to identify an appropriate comparison group(s), for which the same data elements are readily available as those used to describe the career success of the minority supplement program participants. The NHLBI understands that identification of an exact "control" group is not possible, and will accept comparisons with a reasonably similar group, accompanied by an explanation of the differences between the minority supplement program participants and members of the comparison group and how such differences could affect the analysis results.
The offeror shall provide a detailed plan for conducting the analysis, noting in particular the kinds and sources of data that may be relevant to the analysis and the manner in which data are to be retrieved, and providing an expected timetable for its completion.
Because of the need to provide information to the executive staff of the Institute and its Advisory Council in a timely fashion, it is imperative that the project be completed in the shortest possible time. It is also imperative that the contractor regularly make available to the Project Officer materials related to the project, including data summaries and analytical results as they are developed. The results of the review will be presented both orally and in writing to the Advisory Council of the Institute, so the final product should be summarized in a manner that is both insightful and graphically interesting. The offeror should describe the procedures that it will employ to ensure that the resultant printed summary and graphic materials meet those standards.
Addressee Item Quantity Project Officer
31 Center Drive
Bldg. 31, Room 5A03
BETHESDA MD 20892-2482
1 4 copies Contracting Officer
Contracts Operations Branch, DEA, NHLBI
Rockledge 2, Room 6134
6701 ROCKLEDGE DR MSC 7902
BETHESDA MD 20892-7902
1 original &
Selection of an offeror for contract award will be based on an evaluation of proposals against three factors. The factors in order of importance are: technical, cost/price, and small disadvantaged business (SDB) participation. The technical proposal will receive paramount consideration in the selection of the contractor for this acquisition. Past performance is NOT an evaluation factor but will be considered in determining an offeror's responsibility in accordance with FAR 9.104-3(b). (Reference Applicable RFP References, Optional RFP Instructions and Provisions) All evaluation factors other than cost/price, when combined, are significantly more important than cost/price. The trade-off process described in FAR 15.101-1 will be employed. This process permits tradeoffs among cost/price and non-cost factors and allows the Government to consider award to other than the lowest priced or highest technically rated offeror. In any event, the Government reserves the right to make an award to that offeror whose proposal provides the best value to the Government.
The evaluation will be based on the demonstrated capabilities of offerors in relation to the needs of the project as set forth in the RFP. The merits of each proposal will be evaluated carefully. Each proposal must document the feasibility of successful implementation of the requirements of the RFP. Offerors must submit information sufficient to evaluate their proposals based on the detailed evaluation criteria/factors listed below.
Proposals submitted in response to this solicitation will be subjected to an in-house review by an ad hoc committee of the NHLBI and other NIH staff who are familiar with the requirements of the RFP.
Specific technical evaluation criteria to be considered in the review of proposals are shown below:
|Total Weight||100 points|
Price analysis will be used to verify that the overall price offered is fair and reasonable. Cost/price analysis will be used to evaluate the reasonableness of individual cost elements when cost or pricing data are required. Cost analysis may be used to evaluate information other than cost or pricing data to determine cost reasonableness or cost realism.
Price Evaluation Adjustment for Small Disadvantaged Business Concerns
In accordance with FAR Clause 52.219-23, Notice of Price Evaluation Adjustment for Small Disadvantaged Business Concerns, offerors will be evaluated by adding a factor of 10 percent to the price of all offers, except offers from small disadvantaged business (SDB) concerns that have not waived the price evaluation adjustment. In addition, offerors that satisfy the exception requirements under subparagraph (b) of FAR Clause 52.219-23 will not have the price evaluation adjustment factor added to their offers.
A SDB concern may elect to waive the price evaluation adjustment, in which case the factor will be added to its offer for evaluation purposes. (The agreements in paragraph (d) of FAR Clause 52.219-23 do not apply to offerors that waive the price evaluation adjustment.) If the SDB concern elects to waive the price evaluation adjustment, it will be evaluated under the Small Disadvantaged Business Participation Factor cited in Section M, and participation in performance of the resultant contract shall include the work expected to be performed by SDB concerns at the prime contract level. Small businesses, other than SDB concerns, will also be evaluated under the Small Disadvantaged Business Participation Factor cited in Section M. Any targets will be incorporated into and become part of the resulting contract.
Credit under the small disadvantaged business participation factor is not available to small disadvantaged business concerns that receive a price evaluation adjustment.
Price Evaluation Preference for HUBZone Small Business Concerns
In accordance with FAR Clause 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns, offers from HUBZone small business concerns will receive a price evaluation preference by adding a factor of 10 percent to all offers except those referenced at FAR Clause 52.219-4. The factor of 10 percent will be applied on a line item basis or to any group of items on which award may be made. Other evaluation factors, such as transportation costs or rent-free use of Government facilities, will be added to the offer to establish the base offer before adding the factor of 10 percent.
In accordance with FAR part 15.304(c)(4), the extent of participation of Small Disadvantaged Business (SDB) concerns in performance of the contract will be evaluated; however, the evaluation may take place after establishment of the competitive range. This evaluation will not be conducted on any offeror whose proposal would not be selected for award based on the results of the evaluation of factors other than SDB participation.
The evaluation will be based on information obtained from the Small Disadvantaged Business Participation Plan provided by the offeror (Reference Applicable RFP References, Optional RFP Instructions and Provisions), other relevant information obtained from named SDB concerns, any information supplied by the offeror concerning problems encountered in SDB participation, and other references available to the Government. Evaluation of the SDB Participation Plan will be based on consideration of all relevant facts and circumstances; it will not be based on absolute standards of acceptable performance.
SDB participation will not be scored, but the Government's conclusions about overall commitment and realism of the offeror's SDB Participation Plan will be considered in determining the relative merits of the offeror's proposal and in selecting the offeror whose proposal is considered to offer the best value to the Government.
The SDB Participation Plan is a separate requirement from the Small, Small Disadvantaged and Women-Owned Small Business Subcontracting Plan.
THE REMAINDER OF THIS RFP CONSISTS OF THE FOLLOWING SECTIONS:
NOTICE TO OFFEROR: This section contains proposal instructions and information which are specifically related to this acquisition. The information provided below is only a portion of the instructions and notices required for the submission of a proposal. References to additional, more general, information and forms regarding proposal preparation are contained under Section III. Applicable RFP References.
The following specific RFP instructions and provisions apply to this Request For Proposal:
|A. PROPOSAL INTENT RESPONSE SHEET
RFP No. NHLBI-HO-02-01
TITLE OF RFP: Technical, Analytical, and Documentation Support Services for the National Heart, Lung, and Blood Institute
FURNISH THE INFORMATION REQUESTED BELOW AND RETURN THIS PAGE BY March 15, 2001. YOUR EXPRESSION OF INTENT IS NOT BINDING BUT WILL ASSIST US IN PLANNING FOR PROPOSAL EVALUATION.
I INTEND TO SUBMIT A PROPOSAL
|PROJECT DIRECTOR'S NAME:|
|NAMES OF COLLABORATING INSTITUTIONS AND INVESTIGATORS
(include Subcontractors and Consultants):
Attention: Dr. Deborah Beebe
6701 ROCKLEDGE DR MSC 7924
BETHESDA MD 20892-7924
|or FAX TO: Dr. Deborah Beebe at (301) 480-3541|
GOVERNMENT NOTICE FOR HANDLING PROPOSALS
This proposal shall be used and disclosed for evaluation purposes only, and a copy of this Government notice shall be applied to any reproduction or abstract thereof. Any authorized restrictive notices which the submitter places on this proposal shall be strictly complied with. Disclosure of this proposal outside the Government for evaluation purposes shall be made only to the extent authorized by, and in accordance with, the procedures in HHSAR paragraph 315.608-72.
Shipment and marking shall be as follows:
EXTERNAL PACKAGE MARKING
In addition to the address cited below, mark each package as follows:
"RFP NO. NHLBI-HO-02-01
TO BE OPENED BY AUTHORIZED GOVERNMENT PERSONNEL ONLY"
The number of copies required of each part of your proposal are:
TECHNICAL PROPOSAL: ORIGINAL* AND Fifteen (15) COPIES
BUSINESS PROPOSAL: ORIGINAL* AND Six (6) COPIES
One Electronic Business Proposal Spread Sheet (EXCEL Spread Sheet) on disk
DELIVER PROPOSAL TO:
If hand delivered or delivery service:
Division of Extramural Affairs
National Heart, Lung, and Blood Institute
Rockledge Building, Room 7091
6701 ROCKLEDGE DRIVE MSC 7924
BETHESDA, MD 20817-7924
If using U.S. Postal Service:
Review Branch, Division of Extramural Affairs
National Institutes of Health
National Heart, Lung, and Blood Institute
6701 ROCKLEDGE DRIVE MSC 7924
BETHESDA, MD 20892-7924
*THE ORIGINAL PROPOSAL MUST BE READILY ACCESSIBLE FOR DATE STAMPING.
NOTE: The following information is to be used by the offeror in preparing its Representations and Certifications, specifically in completing the provisions entitled, SMALL BUSINESS PROGRAM REPRESENTATIONS, FAR 52.219-1:
The North American Industry Classification System (NAICS) code for this acquisition is 561110.
The small business size standard is 500 employees or less.
THIS REQUIREMENT IS NOT SET-ASIDE FOR SMALL BUSINESS. However, the FAR requires in every solicitation (except for foreign acquisitions) the inclusion of the NAICS code and corresponding size standard which best describes the nature of the requirement in the solicitation.
It is anticipated that one award will be made from this solicitation and that award will be made on or about November 16, 2001.
It is anticipated that the award from this solicitation will be a multiple-year cost reimbursement, level of effort type contract with a period of performance of five years, and that incremental funding will be used.
To assist you in the preparation of your proposal, the Government considers the effort to be approximately as follows. This information is furnished for the offeror's information only and is not to be considered restrictive for proposal purposes.
Although the Institute cannot specify the amount of support by task or subtask area, it is the government's estimate that the annual support required for all tasks during the contract period shall average 9.2 person years. This level of effort shall not be expended at a constant rate. While a greater number of person-hours shall be required during peak workload periods, it is estimated that peak loading shall not exceed 2,100 person hours in any given month. Proposals shall demonstrate the existence or availability of a labor pool to fulfill the task requirements during peak workload periods. Proposals shall include a detailed person loading chart for each month of the contract that reflects the offeror's assessment of the government labor estimate for each proposed task (and subtask where appropriate).
Period No. Person Years 11/16/01-11/15/02
One Person Year = 1,800 person hours (excluding vacation and sick leave).
Publications typical of the kind of materials solicited in this acquisition will be available for on site review at the library of the National Institutes of Health. The library is located in the Clinical Center, Building 10, National Institutes of Health, Bethesda, Maryland. The materials can be reviewed during the period beginning February 27, 2001, and ending April 16, 2001 on Monday through Thursday between 7:45 a.m. and 10:00 p.m., Friday between 7:45 a.m. and 6:00 p.m., Saturday between 8:30 a.m. and 6:00 p.m., and Sunday between 1:00 p.m and 5:00 p.m. They will be located on the lower level of the library near the training room, at the end of the compact shelving (i.e., after the "Z's"). The following materials will be exhibited for review, but may not be removed from the library:
In accordance with FAR 52.233-2 SERVICE OF PROTEST (NOV 1988):
Ms. Lynda A. Bindseil
National Institutes of Health
National Heart, Lung, and Blood Institute
Contracts Operations Branch
6701 Rockledge Drive, MSC 7902
Bethesda, MD 20892-7902
The copy of any protest shall be received in the office designated above within one day of filing a protest with GAO.
Please number each page of text. Type density and size must be 10-12 points. If constant spacing is used, there should be no more than 15 cpi, whereas proportional spacing should provide an average of no more than 15 cpi. There must be no more than six lines of text within a vertical inch. The technical proposal should be organized as follows:
PROVIDE NARRATIVE FOR:
In accordance with FAR Clause 52.219-23, Notice of Price Evaluation Adjustment for Small Disadvantaged Business Concerns, incorporated in Section I.3., offerors will be evaluated by adding a factor of 10 percent to the price of all offers, except offers from small disadvantaged business concerns that have not waived the adjustment. (Note: A listing of other offerors who are excepted and will not have this evaluation factor added to their offer may be found in subparagraph (b) of FAR Clause 52.219-23.
A small disadvantaged business concern may elect to waive the adjustment, in which case the factor will be added to its offer for evaluation purposes. The agreements in paragraph (d) of FAR Clause 52.219-23 do not apply to offerors that waive the adjustment.
AN OFFEROR WHO ELECTS TO WAIVE THIS EVALUATION ADJUSTMENT MUST SPECIFICALLY INDICATE WITH A STATEMENT TO THIS EFFECT ON THE COVER PAGE OF ITS BUSINESS PROPOSAL.
The offeror's business proposal shall include the basic cost/pricing information specified in the Standard RFP Instructions and Provisions, under the Streamlined RFP References Directory referenced in this RFP. Please include information to substantiate the proposed costs or prices, including payroll documentation, vendor quotes, invoice prices, and/or any other information relevant to aid the Government in evaluating the reasonableness of the price or to determine cost realism. Before award, submission and certification of cost or pricing data may be required. Please submit a computer disk with the original cost proposal in Excel 5.0 (or 97) format.
The entire file entitled "STANDARD RFP INSTRUCTIONS AND PROVISIONS" is applicable to this RFP, except as modified by the inclusion of items from the "OPTIONAL RFP INSTRUCTIONS AND PROVISIONS" below.
The following items are applicable from the file entitled "OPTIONAL RFP INSTRUCTIONS AND PROVISIONS". The full text of the provisions is available in the file.
List of optional provisions which apply to this specific RFP:
- Notice: This requirement is Not Set-Aside for Small Business
- Small Business Subcontracting Plan (JAN 1999)
- Total Compensation Plan--Instructions
- Total Compensation Plan--Evaluation
- Facilities Capital Cost of Money
The following additional optional provisions apply to this specific RFP:
- Standard RFP Instruction and Provisions, G. General Instruction 19. Small Disadvantaged Business Participation is deleted in its entirety and the following is substituted in lieu thereof:
Small Disadvantaged Business Participation Plan
In accordance with FAR part 15.304(c)(4), the extent of participation of Small Disadvantaged Business (SDB) concerns in performance of the contract in the authorized SIC Major Groups will be evaluated in unrestricted competitive acquisitions expected to exceed $500,000 ($1,000,000 for construction) subject to certain limitations (see FAR 19.1202-1 and 19.1202-2(b). The dollar amounts cited above include any option years/option quantities that may be included in this solicitation. The definition of a "small disadvantaged business" is cited in FAR 19.001.
NOTE: The SDB Participation Plan is a separate requirement from the Small, Small Disadvantaged and Women-Owned Small Business Subcontracting Plan described elsewhere in this solicitation, if applicable. Offerors shall submit a Small Disadvantaged Business Participation Plan which includes the following information in one clearly marked section of their business proposal:
A plan on the extent of participation of SDB concerns in performance of the contract. Participation in performance of the contract includes the work expected to be performed by SDB concern(s). This can include SDB (as prime contractor), joint ventures, teaming arrangements, and subcontracts. Include the following information in your SDB participation plans:
- The extent of an offerors commitment to use SDB concerns. Commitment should be as specific as possible, e.g., are subcontract arrangements already in place; are letters of commitment in place. Enforceable commitments will be weighted more heavily than non-enforceable ones;
- Specifically identify the SDB concerns with point of contact and telephone number;
- The complexity and variety of the work SDB concerns are to perform;
- Realism for the use of SDB in the proposal;
- Past performance of the offeror in complying with subcontracting plans for SDB concerns;
- Targets expressed as dollars and percentage of total contract value, in each of the applicable authorized SIC Major Group(s). A total target for SDB participation by the prime contractor that includes any joint ventures and team members* shall be provided, as well as a total target for SDB participation by subcontractors. Targets may be incorporated into and become part of any resulting contract; and
- The extent of participation of SDB concerns in terms of the value of the total acquisition.
*NOTE: FAR Subpart 9.6 defines "Contractor team arrangements" to include two or more companies forming a partnership or joint venture to act as a potential prime contractor, or a potential prime contractor who agrees with one or more companies to have them act as its subcontractors on a specific contract or acquisition program. For purposes of evaluation of the SDB participation factor, FAR 19.1202-4 requires that SDB joint ventures and teaming arrangements at the prime level be presented separately from SDB participation by subcontractors.
The Government is seeking to determine whether the offeror has demonstrated a commitment to use SDB concerns for the work that it intends to perform as the prime contractor. The assessment of the offeror's SDB Participation Plan will be used as a means of evaluating the relative capability and commitment of the offeror and the other competitors, e.g., an offeror with an exceptional record of participation with SDB concerns may receive a more favorable evaluation than another whose record of participation with SDB concerns is acceptable, even though both may have acceptable technical proposals.
NOTE: Offers to rely on SDB concerns merely for such activities as provision of supplies and basic services such as travel arrangements, unless such supplies and arrangements are of significant value and are an integral part of contract performance, will be considered of negligible value for the purposes of evaluating the SDB participation plan.
- Uniform Resource Locators (URLs) in Contract Proposals
All proposals must be self-contained within the specific page limitations cited elsewhere in this solicitation. Unless otherwise specified, URLs/Internet addresses shall not be used to provide information necessary to the review because reviewers are under no obligation to review the Internet sites.
- Past Performance Information
- Offerors shall submit the following information as part of their business proposals (for both the offeror and proposed major subcontractors): A list of the contracts completed during the past three years and all contracts currently in progress for products or services similar to the solicitation workscope. Contracts listed may include those entered into with the Federal Government, agencies of state and local governments and commercial customers. Offerors that are newly formed entities without prior contracts should list contracts and subcontracts as required above for all key personnel. Include the following information for each contract or subcontract:
- Name of Contracting Organization
- Contract Number (for subcontracts, provide the prime contract number and subcontract number)
- Contract Type
- Total Contract Value
- Description of Requirement
- Contracting Officer's Name and Telephone Number
- Project Officer's Name and Telephone Number
- Each offeror will be evaluated on its performance under existing and prior contracts for similar products or services. Performance information will be used for responsibility determinations. The Government will focus on information that demonstrates quality of performance relative to the size and complexity of the acquisition under consideration. The Government is not required to contact all references provided by the offeror, References other than those identified by the offeror may be contacted by the Government to obtain additional information that will be used in the evaluation of an offeror's past performance.
- Standard RFP Instructions, Business Proposal Instructions, 3. Qualification of Offerors is amended to delete the following sentence:
"Experience and past performance are factors which are relevant to the ability of the offerors to perform and are considered in the source selection process."
The following items are applicable to this specific RFP and are located in the file entitled "FORMS, FORMATS, AND ATTACHMENTS", under Streamlined RFP References:
SUBMIT WITH TECHNICAL PROPOSAL (with original and every copy of technical proposal)
SUBMIT WITH BUSINESS PROPOSAL:
OTHER--TO BE SUBMITTED WITH THE FINAL PROPOSAL REVISION:
ANTICIPATED TO BE INCLUDED AS CONTRACT ATTACHMENTS:
The "SAMPLE CONTRACT FORMAT-GENERAL" under the Streamlined RFP References is applicable to this RFP. Selected clauses, applicable to this acquisition, will be included in the contract.
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