Attachment_10_-_Additional_Business_Proposal_Instructions_-_AMEND_1.pdf

Attachment 10: Additional Business Proposal Instructions RFP: 75N91019R00029 Page 1 of 18

Attachment 10 Additional Business Proposal Instructions

Surveillance, Epidemiology, and End Results (SEER) Program

NOTE: All uses of the term “Government” refer to the United States Federal Government.

Refer to SECTION L.2.c Business Proposal Instructions of the Solicitation for a complete description of the Solicitation’s business proposal instructions. The following Additional Business Proposal Instructions reflect the requirements of this Request for Proposal (RFP) and are meant to provide additional instructions as well as uniform format for business proposals. The information provided and requested in these instructions should be used as a guide for formatting and preparing the business proposal. This information is provided in addition to instructions provided in Section L of the Solicitation.

Offerors are required to organize and submit the Business Proposal in the following order and as noted below, separating the sections with a page that indicates the section number. If an Item or Section is not applicable, retain the section and item number and write ‘Not Applicable’ after the Item’s Part Name or Section’s Title.

Organization of Business Proposal

SECTION 1 – INTRODUCTION

ITEM PART INSTRUCTIONS

1.1 Business Proposal Title Page See below for specific information required

1.2 Proposal Summary and Data

Record (NIH-2043) Refer to Solicitation Section J - Attachment 11. Do not include SSN number on the form

1.3 Table of Contents (TOC) Include the PDF page number or working link for each Section, Part, Attachment, and Appendix

1.4 Offeror’s Points of Contact Refer to Solicitation Section J - Attachment 12

1.5 Amendment(s)

Acknowledgment Acknowledge each Solicitation Amendment (if applicable) by including each Standard Form 30 (SF-30) signed by your organization’s signature authority

1.6 Exceptions to Solicitation

Terms and Conditions

See 1.6 below.

SECTION 2 – ORGANIZATIONAL INFORMATION

NARRATIVE

2.1 Qualifications of the Offeror Refer to Solicitation Section L – Qualifications of the Offeror

2.2 Past Performance

Information

Refer to Solicitation Section L and M and see 2.2 below

2.3 Financial Capacity Statement Refer to Solicitation Section L - Financial Capacity and include the statement in business proposal

2.4 Adequate Accounting

System Certification

Refer to Solicitation Section L - Adequate Accounting System and include the certification statement in business proposal

2.5 Wage Rate Determination

Discussion

See 2.5 below

ATTACHMENTS

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2.6 Section K – Representatives, Certifications, and Other Statements of Offerors

Refer to Solicitation Section J - Attachment 18

2.7 Negotiated Indirect Rate

Agreement

Provide a copy of the organization’s most current Negotiated Indirect Rate Agreement

2.8 Fringe Rate Policy Submit if specific approved Fringe Rates are not included in the Negotiated Indirect Rate Agreement

2.9 Cost of Living Adjustment

Policy

Provide a copy of the organization’s Cost of Living Adjustment (COLA) Policy

2.10 Merit Increase Policy Provide a copy of the organization’s Merit Increase Policy

2.11 Travel Policy Refer to Solicitation Section L – Travel Costs/Travel Policy

2.12 Annual Financial Report Refer to Solicitation Section L – Annual Financial Report

2.13 Disclosure of Lobbying

Activities Refer to Solicitation Section J - Attachment 19

2.14 Representation Regarding

Certain Telecommunications and Video Surveillance Services or Equipment.

Refer to Solicitation 1.4 - FAR Clause 52.204-24 and Section J – Attachment 32

SECTION 3 -

CORE INFRASTRUCTURE – COST PROPOSAL

ITEM PART INSTRUCTIONS

NARRATIVE

3.1 Budget Narrative Required for each cost element. See below for specific instructions and

Refer to Section L - Certified Cost or Pricing Data

3.2 Section 508 Conformant

Electronic Reports and Deliverables Discussion

See 3.2 below

3.3 Government Property

Discussion

Refer to Solicitation Section L – Property and see 3.3 below

ATTACHMENTS

3.4 Certificate of Current Cost or

Pricing Data Refer to Solicitation Section L – Requirements for Certified Cost or Pricing Data and Solicitation Section J - Attachment 13

3.5 Supporting Salary

Documentation

Required for personnel proposed. See below for specific instructions

3.6 Supporting Quotations Required for Material, Equipment, or Other Direct Costs with a unit cost of more than $500 and required for Government-Furnished Property (equipment at any cost). See 3.6 below for specific instructions

3.7 Supporting Price Catalogues Required for Material, Equipment, or Other Direct Costs with a unit cost of more than $500 not supported by a quotation. See 3.7 below for specific instructions

3.8 Signed Consultant Letter’s

and/or Agreements

Required for all proposed consultants, see 3.8 below

3.9 Subcontractor

Documentation

Signed Commitment Letters must be submitted as part of the Technical Proposal. Additional required documentation and information must be submitted as part of the Business Proposal; See 3.9 below

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3.10 Draft Subcontract

Agreements

Required for each proposed subcontractor (unsigned drafts)

3.11 All Other Budget Supporting

Documentation (as required)

Required to support each cost element.

3.13 Government Property

Schedule

Refer to Solicitation Section J - Attachment 17.

3.12 Non-Disclosure Agreements Refer to Solicitation Section J - Attachment 27.

3.13 Small Business

Subcontracting Plan

Refer to Solicitation Section J - Attachment 16 and see additional instructions below.

3.14 Breakdown of Proposed

Estimated Costs

Refer to Solicitation Section J - Attachment 14. Submit in both PDF and Excel, refer to Attachment 03 for specific proposal delivery instructions.

See below for more information.

SECTION 4 –

PROGRAMMATIC MEETING

4.1 Provide acknowledgement See 4.1 below

SUBMISSION, FORMATTING, AND PAGE LIMITATIONS

a. The Business Proposal shall be submitted electronically using the Electronic Contract Proposal

System (eCPS). Refer to Attachment 03 - Delivery of Proposal Using eCPS for instructions. No hardcopies are to be submitted.

b. Submit one Business Proposal divided into the sections in the chart above. Refer to Attachment 03 - Delivery of Proposal Using eCPS for instructions.

c. The Business Proposal shall be a ‘searchable’ PDF to the maximum extent practicable vs. a scanned/unreadable PDF.

d. There are no page limitations for the Business Proposal or any Sections within the Business Proposal.

e. All proposal information and documentation required as specified in the Solicitation should be included and listed in the Table of Contents with a PDF page number or working link.

f. Proposals shall not include links to internet web site addresses (URLs) or otherwise direct readers to alternate sources of information.

g. Font size must be 12 points.

h. Spacing should be no more than 15 characters per inch. Within a vertical inch, there must be no more than six lines of text.

i. Margins must be at least one inch on all sides.

j. Failure to adhere to the formatting requirements above may impact whether your proposal is reviewed in its entirety.

GENERAL INSTRUCTIONS

a. This is will be a Multiple Award Indefinite Quantity contract as contemplated by Federal Acquisition

Regulation 16.504.

b. All offerors are required to submit a Cost Proposal for Task Order 1 – Core Infrastructure.

Do not submit a Cost Proposal for the Base Statement of Work.

c. Section L of the Request for Proposal (RFP) specifies the minimum documentation requirements for cost data and all cost related support. All related documentation should be included in the business proposal in a clearly marked Section. Refer to the detailed instructions below.

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EXCEL SPREADSHEET

a. Solicitation Section J - Attachment 14 - Breakdown of Proposed Estimated Costs Excel Spreadsheet includes an “Instructions” Tab on “How to use this Excel file”. In addition, each Tab may include specific notes or instructions for completing a specific cost element. Please read these instructions carefully.

SECTION 1: INSTRUCTIONS:

1.1 BUSINESS PROPOSAL TITLE PAGE. The following must be provided on the first page of the

Business Proposal:

a. Identification of the Proposal Part (Business Proposal);

b. Solicitation number (75N91019R00029) and title (Surveillance, Epidemiology, and End Results

(SEER) Program);

c. Name and address Offeror;

d. Offeror’s DUNS number;

e. Total Proposed Cost (Task Order 1 – Core Infrastructure Only)

f. A statement that no profit/fee was proposed as required under Federal Acquisition Regulation

(FAR) 16.303(a).

g. A statement as to whether your organization is subject to cost accounting standards; whether your organization has submitted a CASB Disclosure Statement, and if it has been determined adequate; whether you have been notified that you are or may be in noncompliance with your Disclosure Statement or CAS, and, if yes, an explanation; whether any aspect of this proposal is inconsistent with your disclosed practices or applicable CAS, and, if so, an explanation; and whether the proposal is consistent with your established estimating and accounting principles and procedures and FAR Part 31, Cost Principles, and, if not, an explanation;

h. Include the following statement: This proposal reflects our estimates and/or actual costs as of this date and conforms with the instructions in FAR 15.403-5(b)(1) and Table 15-2. By submitting this proposal, we grant the Contracting Officer and authorized representative(s) the right to examine, at any time before award, those records, which include books, documents, accounting procedures and practices, and other data, regardless of type and form or whether such supporting information is specifically referenced or included in the proposal as the basis for pricing, that will permit an adequate evaluation of the proposed price;

i. A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation

j. Name, address, and telephone number of Audit Office (if available);

k. Date of submission;

l. Names, titles, telephone numbers, emails, and signatures of persons authorized to negotiate on the

Offeror's behalf with the Government in connection with this solicitation; and

m. Name, title, telephone number, email, and signature of person authorized to sign the proposal.

Proposals signed by an agent shall be accompanied by evidence of that agent's authority.

1.2 PROPOSAL SUMMARY AND DATA RECORD (NIH-2043); Do not include any Social Security Numbers (SSNs) on the form. Refer to Solicitation Section J - Attachment 11.

1.3 TABLE OF CONTENTS. Include a Table of Contents (TOC) that provides the PDF page number or working link of each proposal Section or Part that at a minimum uses the headings and subheadings that appear in the chart above. Additional subheadings may be entered at the Offeror’s discretion.

Refer to Other Considerations within Section L of the Solicitation.

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1.4 OFFEROR’S POINTS OF CONTACT. Reference Solicitation Section J - Attachment 12.

1.5 AMENDMENT(S) ACKNOWLEDGMENT. Acknowledge each Solicitation Amendment (if applicable) by including each Standard Form 30 (SF-30) signed by your organization’s signature authority.

1.6 EXCEPTIONS TO SOLICITATION TERMS AND CONDITIONS. List all solicitation Terms and Conditions, Provisions, or Clauses that your organization takes exception to.

SECTION 2: ORGANIZATIONAL INFORMATION

NARRATIVE

2.1 QUALIFICATIONS OF THE OFFEROR. Refer to Solicitation Section L – Qualifications of the

Offeror. Provide a summary of your organization’s “General Experience, Organizational Experience Related to this RFP, Performance History, Pertinent Contracts, and Pertinent Grants”.

2.2 PAST PERFORMANCE INFORMATION. Refer to Solicitation Section L and M for required information. Past Performance Information must be similar in nature to Solicitation Attachment 02 - Task Order 1 – Core Infrastructure – Statement of Work.

2.3 FINANCIAL CAPACITY STATEMENT. Refer to Solicitation Section L - Financial Capacity and include the statement in Business Proposal.

2.4 ADEQUTE ACCOUNTING SYSTEM CERTIFICATION. Refer to Solicitation Section L - Adequate Accounting System.

a. Include the certification statement in business proposal.

b. State whether your organization’s accounting system has been approved for use on

Government cost reimbursement contracts.

c. Provide the Contracting Officer Determination Letter or give the name and address of the agency that approved the system.

d. For cost-type subcontracts proposed, include the subcontractor’s certification and information.

2.5 WAGE RATE DETERMINATION DISCUSSION. Offerors should discuss their understanding that the Service Contract Act will be applicable in any resultant base contract and the Wage Rate determination for the Offeror’s locality will be incorporated in the base contract. The Offeror should list the direct labor positions proposed to conduct Task Orders 1 – Core Infrastructure in this section and acknowledge understanding that the minimum wage rates will comply with the relevant locality wage determination. Refer to the SERVICE CONTRACT LABOR STANDARDS article of the Solicitation. Provide the Wage Rate Determination (or Collective Bargaining Agreement) applicable to your organization found here: https://beta.sam.gov/search?index=wd.

2.6 SECTION K – REPRESENTATIVES, CERTIFICATIONS, AND OTHER STATEMENTS OF

OFFERORS. Refer to Solicitation Section K and Section J - Attachment 18. Submit Attachment 18 which is an NIH form in addition to completing online representations and certifications on https://beta.sam.gov/search?index=wd

RFP: 75N91019R00029 Page 6 of 18 www.sam.gov as indicated in Part IV, Section K of the Solicitation. The North American Industry Classification System (NACIS) code is 541715.

2.7 NEGOTIATED INDIRECT RATE AGREEMENT. Provide a copy of the organization’s most recently Negotiated Indirect Rate Agreement.

2.8 FRINGE RATE POLICY. Submit if specific approved Fringe Rates are not included in the

Negotiated Indirect Rate Agreement.

2.9 COST OF LIVING ADJUSTMENT POLICY. One copy of the offeror's written Cost of Living

Adjustment (COLA) policy shall be included in the business proposal. If an offeror does not have a written COLA, the offeror shall so state.

2.10 MERIT INCREASE POLICY. One copy of the offeror's written Merit Increase Policy shall be included in the business proposal. If an offeror does not have a written Merit Increase Policy, the offeror shall so state.

2.11 TRAVEL POLICY. Refer to Solicitation Section L – Travel Costs/Travel Policy. One copy of the offeror's written travel policy shall be included in the business proposal. If an offeror does not have a written travel policy, the offeror shall so state.

2.12 ANNUAL FINANCIAL REPORT. Refer to Solicitation Section L – Annual Financial Report.

Provide a copy of the organization's most recent Annual Financial Report. If the Offeror does not have an Annual Financial Report or Audited Financial Statement, provide the most recent Balance Sheet.

2.13 DISCLOSURE OF LOBBYING ACTIVITIES. Provide completed OMB Form SF-LLL. Refer to Solicitation Section J - Attachment 19.

2.14 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO

SURVEILLANCE SERVICES OR EQUIPMENT. Provide completed Representation Form. Refer to Solicitation Section J - Attachment 32.

http://www.sam.gov/

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SECTION 3 - CORE INFRASTRUCTURE – COST PROPOSAL

NARRATIVE

3.1 BUDGET NARRATIVE. Provide a Budget Narrative for each cost element proposed (e.g. direct labor salaries and hourly employees, fringe benefit costs, overhead, materials and supplies, professional travel, equipment, consultants, other direct costs, subcontractor costs and indirect costs (e.g. General and Administrative Expenses or Facilities and Administrative Expenses). The narrative should provide sufficient justification and rationale for the costs proposed including the cost for each element as well as the quantity of each (e.g. percentage of full-time equivalent effort, number of labor hours, number of units). The “Instructions” section below should be used in preparing the Budget Narrative/Cost Proposal for Task Order 1 – Core Infrastructure. A Budget Narrative/Cost Proposal is not required for the Base Statement of Work.

3.2 SECTION 508 CONFORMANT ELECTRONIC REPORTS AND DELIVERABLES DISCUSSION.

All Electronic Reports and Deliverables listed in Article C.2. and Article F.2. Deliveries must be Section 508 conformant. Discuss Offeror’s plan to verify Section 508 Conformance and submission of Section 508 Checklist.

3.3 PROPERTY DISCUSSION. Refer to Solicitation Section L “Property” and provide the required information. Property proposed under the contractor-share portion of total cost is considered contractor’s property not Government Property. Government-Furnished Property, if requested, will be determined during negotiations. The Offeror should include a list of property that is requested for purchase with Government funds, refer to Solicitation Section J – Attachment 17 – Government Property Schedule and provide with the Attachments below.

3.4 CERTIFICATE OF CURRENT COST OR PRICING DATA. Refer to Solicitation Section L –

Requirements for Certified Cost or Pricing Data and Solicitation Section J - Attachment 13.

3.5 SUPPORTING SALARY DOCUMENTATION. Required for personnel proposed. See below

“Instructions” Section. SUPPORTING QUOTATIONS. Required for Material, Equipment, or Other Direct Costs with a unit cost of more than $500 and required for Government-Furnished Property (equipment at any cost). See below “Instructions” Section.

3.6 SUPPORTING PRICE CATALOGUES. Required for Material, Equipment, or Other Direct Costs with a unit cost of more than $500 not supported by a quotation. See below “Instructions” Section.

3.7 SIGNED CONSULTANT LETTER’S AND/OR AGREEMENTS. Required for all proposed consultants. See below “Instructions” Section.

3.8 SUBCONTRACTOR DOCUMENTATION. Signed Commitment Letters must be submitted as part of the Technical Proposal. Additional required documentation and information must be submitted as part of the Business Proposal. See below “Instructions” Section.

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3.9 DRAFT SUBCONTRACT AGREEMENTS. Required for each proposed subcontractor (unsigned drafts). See below “Instructions” Section.

3.10 ALL OTHER BUDGET SUPPORTING DOCUMENTATION. Provide any other supporting documentation as required to support each cost element.

3.11 GOVERNMENT PROPERTY SCHEDULE. Refer to Solicitation Section J - Attachment 17.

3.12 NON-DISCLOSURE AGREEMENTS. Refer to Solicitation Section J - Attachment 27. Submit this form signed for each named contractor and subcontractor personnel who may have access to non-public information.

3.13 SMALL BUSINESS SUBCONTRACTING PLAN. Refer to Solicitation Section L- Small Business Subcontracting Plan and Section J - Attachment 16.

a. A Small Business Subcontracting Plan (SBSP) form is required for all offerors. No exceptions.

b. Each Offeror is responsible for ensuring their SBSP form is legible. Some form fields only accept a limited amount of text and can become unreadable when sent via PDF. If your text does not fit, please simply write ‘see attachment’ and include the attachment with your SBSP.

c. The SBSP form must be completed using Government-share costs only.

d. For SBSP Section 2 (boxes a through h) the right most column titled “% of total Contract

$” is not required by the Contracting Officer and should not be completed.

e. The SBSP is to be completed for the base contract under the assumption that the total

IDIQ maximum of $500M is awarded to the offeror.

f. The base contract will not include Option Periods. Therefore, all references in the SBSP to

“Options” must be marked “NA” or left blank. All references to “totals” or “amounts” must assume a full eight-year period of performance.

g. For the purposes of completing the SBSP the term “Other Direct Costs” includes materials, travel, equipment, consultants, subcontracts, and all other direct costs.

h. If the Offeror proposes “Other Direct Costs” that are not set-aside for small businesses the Offeror must provide detailed justification as to why these opportunities cannot be fulfilled by a small business. Only the prime Offeror’s direct labor, fringe benefits, overhead, and indirect costs do not require this justification.

i. SBSP Form Section 2, Item a(1) “Total dollars planned to be subcontracted under this contract” must be determined by dividing the IDIQ Maximum of $500M by the Total Cost proposed for all years for Task Order 1 – Core Infrastructure to arrive at a factor (xx.xx).

This factor should then be multiplied by Total Other Direct Costs ($xxx, xxx) of Task Order 1 – Core Infrastructure for all years to arrive at the “Total dollars planned to be subcontracted under this contract”.

j. Once you have calculated Item a(1), the following percentages in items (b) through (h) must meet the minimum HHS current subcontracting goals; these percentages are located on page 1 of the SBSP and in Solicitation Section L. The resultant dollar value goals in Items (b) through (h) assume the offeror is awarded the total maximum contract value of $500M, the Government understands this value will not match the actual proposed amounts for Task Order 1 – Core Infrastructure.

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k. The table in 2(i) must be based on currently identified subcontracts (inclusive of all ODCs) contained in the Task Order 1 – Core Infrastructure proposals.

3.14 BREAKDOWN OF PROPOSED ESTIMATED COSTS. Refer to Solicitation Section J -

Attachment 14. Submit in both PDF and Excel, refer to Solicitation Section J - Attachment 03 for specific proposal delivery instructions. The “Instructions” section below should be used in preparing the Budget Narrative/Cost Proposal for Task Order 1 – Core Infrastructure. A Budget Narrative/Cost Proposal is not required for the Base Statement of Work.

INSTRUCTIONS

1. GENERAL INSTRUCTIONS / ASSUMPTIONS

a. The Period of Performance shall include a Base Period plus seven Option Periods. Offerors shall estimate the Base Period beginning on November 1, 2020 and ending on April 30, 2021. The Government reserves the right to adjust the Base Period start date during negotiations by reducing the number of months performed during the period. The Government objective is to ensure the Base Period end date remains April 30, 2021 to align with the SEER Program contract cycle. If the Government adjusts the Base Period start date, Offerors will be requested to adjust their Cost Proposal accordingly.

Base Period: November 1, 2020 through April 30, 2021 Option Period 1: May 1, 2021 through April 30, 2022 Option Period 2: May 1, 2022 through April 30, 2023 Option Period 3: May 1, 2023 through April 30, 2024 Option Period 4: May 1, 2024 through April 30, 2025 Option Period 5: May 1, 2025 through April 30, 2026 Option Period 6: May 1, 2026 through April 30, 2027 Option Period 7: May 1, 2027 through April 30, 2028

Evaluation of Options: As indicated in Section M of the Solicitation, “In accordance with FAR Clause 52.217-5, Evaluation of Options, (July 1990), the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement, except when it is determined in accordance with FAR 17.206(b) not to be in the Government's best interests. Evaluation of options will not obligate the Government to exercise the options.”

b. Option Period Costs should increase by no more than 2% per year. Offerors shall provide their organization’s COLA Policy and Merit Increase Policy as noted above, if available. If your organization doesn’t have formal COLA or Merit Increase Policies, you may provide an alternative basis of estimate for an escalation of no more than 2% per year.

c. The Budget Narrative shall discuss the Offerors approach to controlling costs. This shall include an approach to ensuring that the only costs necessary to meet the requirements of the Task Order 1 – Core Infrastructure - Statement of Work are allocated to this contract.

d. The Contract Type shall be ‘cost-sharing’ as defined by FAR 16.303. A cost-sharing contract is a cost-reimbursement contract in which the contractor receives no fee and is reimbursed only for

RFP: 75N91019R00029 Page 10 of 18 an agreed-upon portion of its allowable costs. A cost-sharing contract may be used when the contractor agrees to absorb a portion of the costs, in the expectation of substantial compensating benefits. Cost-sharing on the part of the SEER registries will be necessary to keep the SEER Program financially viable during this contract period. For the Base Period and each Option Period, it is required that each registry cost-share at least 20 percent per year of the total cost of operating a registry (using non-Federal funds). If Offerors have extenuating circumstances which prevent them from meeting this requirement, details shall be provided.

e. The Offeror must identify the individual costs elements allocated to the Government-share (80%), the Contractor-share (20%), and provide a Total Cost Summary (100%). The Budget Narrative shall discuss costs in these three parts. Refer to Solicitation Section J - Attachment 14 - Breakdown of Proposed Estimated Costs for more information.

f. Offerors should provide a summary of their registry’s actual operating cost for the last two (2) fiscal years, (i.e. FY 2018 and FY 2017). Refer to the Tab titled “Historical Actual Costs” within Solicitation Section J - Attachment 14 - Breakdown of Proposed Estimated Costs. Completing the provided worksheet meets this requirement.

g. Offerors should discuss other sources of funding for this work (e.g. CDC funding for participation in the NPCR). Offerors should also discuss any anticipated changes or losses in those sources of funding (e.g., Other Federal, State, Local, or Institution).

2. COST ELEMENT INSTRUCTIONS / ASSUMPTIONS

a. Direct Labor Budget Narrative/Supporting Documentation

i. Specify the institutional direct work year (e.g. 2080 hours = one Full Time Equivalent).

If this differs by position classification, then provide for each position proposed.

ii. Provide a breakdown of salary or direct hourly costs and fringe benefits for all personnel proposed. The labor categories of co-investigator, research scientist, epidemiologist, biostatistician, research support and other related staff should be limited to only the staff time required to accomplish activities outlined in the Task Order 1 – Core Infrastructure - Statement of Work.

iii. The Contractor shall not use contract funds to pay the direct salary of an individual at a rate in excess of the Federal Executive Schedule Level II salary rate limitation (Refer to HHSAR 352.231-70 Salary Rate Limitation).

iv. Salaries and hourly rates proposed must comply with the Fair Labor Standards Act and locality wage rate determinations.

v. For current salary and hourly rates proposed, include copies of all named personnel’s payroll statement, pay stub or a screen shot the payroll system. Do not include Social Security Numbers or Dates of Birth. The proposed amounts must be based on current payroll information which shows hourly, monthly, or annual rate/salary for each proposed (named) individuals. Acceptable documentation includes any one of the following: 1) personnel action forms, or 2) most recent payroll register showing name, pay rate, and percent of effort if applicable, or 3) copy of pay stub.

vi. For COLA and/or merit increases proposed:

a. Discuss the institutional, organizational or departmental policy

b. List the names of the individuals and the date(s) of the scheduled increase(s) are scheduled and provide the effective date(s) of increase

c. Provide proof of scheduled merit increases for each named individual (e.g. HR or

Payroll form indicating scheduled increase)

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d. Solicitation Section J - Attachment 14 - Breakdown of Proposed Estimated Costs

– Salary worksheets include a tool for applying an Annual Increase Factor.

Please read the instructions within these worksheets. Ensure that no salaries in your Cost Proposal increase above the HHS Salary Rate Limitation as a result of COLA or Merit Increases.

vii. For To Be Named (TBN) or To Be Determined (TBD) positions proposed:

a. Discuss a specific approach, potential risks, and realistic timeline for on-boarding each position. Ensure your Cost Proposal accurately reflects this timeline (e.g. if you estimate 6 months to on-board, costs should not be estimated for the first 6 months).

b. Provide an explanation for how the proposed salary and fringe costs were established

c. Provide documentation (e.g. HR position classification and corresponding salary rate)

d. If the proposed positions have not been filled or are to be named or hired, then acceptable documentation includes the following: 1) letter of intent to hire including salary rate and title, or 2) position descriptions and salary scales or organizational wage table showing salary range and a copy of hiring policy, or 3) a comparable employee's payroll document. Increases for the to be named or hired are not eligible for increases in the first period.

viii. Provide the Total Compensation Plan required under Solicitation L.2.c.8.

ix. Describe all other requirements of Solicitation Section L.2.c. not described elsewhere in the Business Proposal.

b. Fringe Benefit Rates Budget Narrative/Supporting Documentation

i. If the fringe rate(s) are not included in the latest Negotiated Indirect Rate Agreement, provide detailed explanation as to how the fringe rates were determined and provide a copy of the institutional or organizational policy on fringe benefits.

ii. If fringe rates vary by type of personnel, provide explanation for each rate proposed and include a list of types of costs included in the fringe rate calculation.

c. Materials and Supplies (M&S) Budget Narrative/Supporting Documentation

i. M&S refers to property that may be consumed or expended during the performance of a contract, component parts of a higher assembly, or items that lose their individual identity through incorporation into an end-item. M&S does not include equipment, special tooling, and special test equipment or real property.

ii. Costs for M&S covered under the Offeror’s indirect rate structure should not be included as individual cost items directly allocable to this contract.

iii. In the cost proposal spreadsheet, itemize each type of M&S proposed and include the unit price and unit quantity proposed.

iv. In the budget narrative, discuss the purpose of each item listed on the M&S Budget page.

v. For M&S where unit prices/costs exceed $500, provide supporting documentation (e.g. 1 quote, copy of price list(s), or catalogue price(s)).

vi. Please use current catalog, historical documentation, or vendor quotes.

vii. The cost proposal spreadsheet automatically escalates M&S costs by 2% per year, however this may not be applicable to all M&S. Please adjust this escalation factor as necessary. In your budget narrative, discuss the basis for escalations applied.

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d. Travel Budget Narrative/ Supporting Documentation

i. Due to restrictions on the use of federally appropriated funding for travel to scientific conferences only the following travel may be proposed in the Government-share of the budget:

a. Routine travel (e.g. local travel for abstractors) required for data collection. Offerors should indicate each origin and destination point of routine travel, who will travel, reason for travel, and how many miles are proposed per routine travel trip. Offerors should also include the total estimated miles per year.

ii. The following travel should be proposed in the Contractor-share of the budget:

a. Travel to program specific meetings required by the Statement of Work including:

1. Travel to the annual SEER Principal Investigators and Registry Managers meeting should be limited to no more than 4 staff. All travel estimations should be based on four days for the PI/Manager conference and be based on GSA per-diem and travel rates for the Washington D.C. Metropolitan area.

2. Travel to the annual SEER*DMS Users Group Meeting should be limited to no more than 3 staff. All travel estimations should be for three days and be based on GSA per-diem and travel rates for the Washington D.C.

Metropolitan area.

3. Travel to the annual SEER Quality Improvement Experts Meeting shall be budgeted for two annual occurrences. Occurrence one should be limited to no more than 2 staff. All travel estimations for occurrence one should be for two days and be based on GSA per-diem and travel rates for the Washington D.C. Metropolitan area. Occurrence two should be limited to no more than one staff. All travel estimations for occurrence two should be for one day based on GSA per-diem and travel rates for the Washington D.C.

Metropolitan area.

b. Travel to general scientific conferences:

1. Travel to the annual NAACCR conference should be limited to no more than three staff. In years when the International Association of Cancer Registries (IACR) annual conference is held concurrently with the NAACCR annual conference both meetings may be included. All travel estimations should be based on five days for the NAACCR conference and be based on GSA per-diem and travel rates for the Washington D.C. Metropolitan area when the meeting location is unknown.

2. Travel to the annual NCRA annual conference/SEER NCRA workshop should be based on a registry’s annual caseload (<20,000 cases per year – 2 staff; 20,000-45,000 cases per year – 3 staff; 45,000-80,000 cases per year – 4 staff; 80,000+ cases per year – 5 staff). All travel estimations should be based on six days for the NCRA conference and be based on GSA per-diem and travel rates for the Washington D.C. Metropolitan area when the meeting location is unknown. For all proposed travel, provide in your budget; the number of travelers, number of nights lodging, per diem, airfare with origin and destination cities.

RFP: 75N91019R00029 Page 13 of 18

iii. For each trip:

a. Provide names of individuals traveling (or positions if unknown), estimated dates of travel (if known), locations, and purpose of travel for each trip.

b. Indicate if travel days are full days or partial travel days.

c. Include statement confirming that per diem rates are in accordance with either GSA or your institution’s travel policies for that city including for partial day travel.

d. Provide copies of quotes for all travel costs (e.g. airline tickets, hotels, ground transportation, rental car).

e. Hotel and per diem costs must be at or less than the current GSA rates for the meeting locality.

e. Equipment

i. Equipment refers to a tangible item that is functionally complete for its intended purpose, durable, nonexpendable, and needed for the performance of a contract. Equipment is not intended for sale and does not ordinarily lose its identity or become a component part of another article when put into use. Equipment does not include material, real property, special test equipment or special tooling.

ii. Costs for Computer Hardware and/or Computer Software and Licenses should be proposed under Other Direct Costs (see below), not under Equipment.

iii. If equipment that meets the definition of “Government Property” (See Solicitation Article G.6) is included in the Offeror’s Cost Proposal under Government-share funding, this equipment will become Government Property. The Offeror must complete the Government Property Schedule provided in Solicitation Section J - Attachment 17.

Further, this equipment must be tracked, maintained, and disposed of pursuant to Government Property regulations. To reduce this administrative burden, Offeror’s are strongly encouraged to include equipment in the Contractors-share of the Cost Proposal.

iv. Include discussion of any equipment costs proposed and rationale during those years in which costs are included.

f. Consultants Budget Narrative/ Supporting Documentation

i. Discuss the services that the proposed consultant(s) are to perform and why these cannot be performed by the Prime Offeror.

ii. Provide signed commitment letters from each consultant proposed including the type(s) of services they will perform, the number of hours proposed to work during the Sample Task Order period of performance, their hourly rate and confirmation that the rate proposed is the standard rate they charge both federal and non-federal customers.

g. Other Direct Costs (ODCs) Budget Narrative/ Supporting Documentation

i. In the budget spreadsheet, itemize each ODC proposed. Separate Computer Hardware, Computer Software & Licenses, and Other ODCs. These broad categories of ODCs will be negotiated into any resultant Task Order as ceiling amounts for these cost types.

ii. Executive Order 13589 (Promoting Efficient Spending) requires each Federal Agency to take steps to limit the number of Information Technology (IT) devices (e.g., desktop and laptop computers) that are purchased with appropriated funds. NCI cannot authorize the purchase of this Government property purely because it is on a cycle of 3-4 years for replacement. Therefore, cost proposals including the replacement of IT devices can only be justified if the item in question is past its useful life and showing signs of diminished function.

iii. If “Computer Hardware” that meets the definition of “Government Property” (See Solicitation Article G.6) is included in the Offeror’s Cost Proposal under Government-share funding, this hardware will become Government Property. The Offeror must

RFP: 75N91019R00029 Page 14 of 18 complete the Government Property Schedule provided in Solicitation Section J - Attachment 17. Further, this Computer Hardware must be tracked, maintained, and disposed of pursuant to Government Property regulations. To reduce this administrative burden, Offeror’s are strongly encouraged to include Computer Hardware in the Contractors-share of the Cost Proposal.

iv. In the Budget Narrative, discuss the purpose of each item proposed.

v. For ODCs where unit prices/costs exceed $500, provide copies of supporting documentation (e.g. one (1) quote, copy of price list, or catalogue price(s)).

vi. Please reference FAR Part 31 “Contract Cost Principles and Procedures” to assist in determining allowable ODCs based on your type of organization as follows:

Subpart 31.2 -- Contracts with Commercial Organizations Subpart 31.3 -- Contracts with Educational Institutions Subpart 31.6 -- Contracts with State, Local, and Federally Recognized Indian

Tribal Governments Subpart 31.7 -- Contracts with Nonprofit Organizations

h. Subcontract Costs Budget Narrative/ Supporting Documentation

i. Pursuant to FAR subpart 44.1 a “Subcontract” refers to any contract entered into by a subcontractor to furnish supplies or services for performance of a prime contract.

“Contract” means a mutually binding legal relationship obligating the seller to furnish the supplies or services and the buyer to pay for them. It includes all types of commitments that obligate the prime contractor to an expenditure that are in writing. In addition to bilateral instruments, contracts include (but are not limited to) awards and notices of awards; job orders or task letters issued under basic ordering agreements; letter contracts;

orders, such as purchase orders, under which the contract becomes effective by written acceptance or performance; and bilateral contract modifications.

ii. In the Prime Offeror’s Business Proposal, include a separate Budget Narrative for each proposed Subcontractor to include all of the following:

1) A description of the supplies or services to be subcontracted;

2) Identification of the type of subcontract to be used (cost reimbursement, cost plus fixed fee, or fixed price);

3) Identification of the proposed Subcontractor;

4) The proposed subcontract cost or price;

5) Discussion of price/cost analysis of the subcontractor’s cost/price proposal;

6) Discussion of how price or cost reasonableness was determined including discussion of adequate price competition or its absence properly justified;

7) Discussion of determination of Subcontractor responsibility (Refer to FAR

9.104-4), and;

8) Confirmation of completion of electronic annual representations and certifications at www.sam.gov

iii. Provide a Signed Letter of Commitment from each proposed Subcontractor. The Offeror must also include each Signed Letter of Commitment as part of the Technical Proposal. The letter must be signed by the Subcontractor’s Business Official and include all the following:

1) A statement regarding willingness to perform as a subcontractor for specific services to be provided during the period of performance.

2) What priority the work will be given and how it will relate to other work.

3) The amount of time and facilities available to this project.

4) Information on their cognizant field audit offices.

5) How rights to publications and patents are to be handled.

RFP: 75N91019R00029 Page 15 of 18

6) A list the Government Property (equipment) proposed or include a statement that none is proposed.

iv. In the Business Proposal only, provide a complete cost proposal in the same format as the Prime Offeror’s cost proposal, include a separate Breakdown of Proposed Estimated Costs spreadsheet for each Subcontractor.

v. Where cost-reimbursement type subcontracts are proposed:

1) Provide the subcontractor’s most recently negotiated Indirect Rate Agreement. If the Subcontractor does not have an agreement, the Subcontractor must provide a list of costs included in the proposed G&A. Use either the “Two-Tier Indirect Cost System (Excel Format)” or “Three-Tier Indirect Cost Rate System (Excel Format)” found at http://oamp.od.nih.gov/dfas/indirect-cost-branch/indirect-cost-submission.

2) Include adequacy of accounting system certification included in Section L of the Solicitation.

3) Provide an unsigned Draft Subcontract Agreement; Use of the Offeror’s standard template including the subcontractor organization’s name, address, type of subcontract, period of performance, amount of subcontract, relevant flow down clauses, and the subcontractor’s statement of work. Ensure that all required subcontractor flow down clauses are included.

vi. SEER*DMS Subcontract Offerors are required to establish a subcontract with Information Management Services, Inc. for SEER*DMS. The Budget Narrative provided for the IMS subcontract must clearly state that the Prime Offeror and IMS agree with the terms of the Draft Subcontract. IMS’s Signed Letter of Commitment must confirm that IMS agrees with the terms of the Draft Subcontract.

If agreement on the Draft Subcontract cannot be reached prior to proposal submission, the Budget Narrative shall discuss the barriers to agreement and potential mitigation strategies. In this scenario, IMS shall provide a Signed Letter detailing their understanding of the barriers and potential mitigation strategies.

a. Offerors that are on SEER*DMS and currently hosted, or Offerors who plan to be hosted at the NCI designated data center should budget the following hosting fee costs.

< 1M population under surveillance - $2,000 Initial Infrastructure Fee/$2,000 Annual Recurring Cost/$15,000 Annual Recurring Independent Assessment Fee

1-3M population under surveillance - $5,000 Initial Infrastructure Fee/$5,000 Annual Recurring Cost/$15,000 Annual Recurring Independent Assessment Fee

3-5M population under surveillance - $10,000 Initial Infrastructure Fee/$15,000 Annual Recurring Cost/$15,000 Annual Recurring Independent Assessment Fee

5-10M population under surveillance - $15,000 Initial Infrastructure Fee/$25,000 Annual Recurring Cost/$15,000 Annual Recurring Independent Assessment Fee

10-15M population under surveillance - $25,000 Initial Infrastructure Fee/$45,000 Annual Recurring Cost/$15,000 Annual Recurring Independent Assessment Fee http://oamp.od.nih.gov/dfas/indirect-cost-branch/indirect-cost-submission http://oamp.od.nih.gov/dfas/indirect-cost-branch/indirect-cost-submission

RFP: 75N91019R00029 Page 16 of 18

>15M population under surveillance - $40,000 Initial Infrastructure Fee/$75,000 Annual Recurring Cost/$15,000 Annual Recurring Independent Assessment Fee

Note: The annual hosting term begins at the start of data migration, assume data migration in contract year 2 (Option 1).

In contract year 2 (Option 1), budget for both the Initial Infrastructure Fee and the Annual Recurring Costs. In subsequent years, the Initial Infrastructure Fee should be removed, and the Annual Recurring Independent Assessment Fee should be included.

Offerors currently using SEER*DMS should not include the Initial Infrastructure Fee.

b. Offerors that are on SEER*DMS and currently hosted, or Offerors who plan to be hosted at the NCI designated data center should assume that the majority of the requirements needed to establish and demonstrate the NIST Moderate level controls will be the responsibility of the NCI designated data center.

c. Offerors on SEER*DMS who are not hosted at the NCI designated data center, will be solely responsible for all associated equipment, infrastructure, hosting, IT security including the establishment and certification of the NIST moderate controls requirement, and personnel costs. Costs may not be budgeted in the Government-share or Contractor-share budgets.

d. Offerors who are not migrated to SEER*DMS, will be solely responsible for all equipment, infrastructure, hosting, IT security, and personnel costs associated with their current data management systems. Costs may not be budgeted in the Government-share or Contractor-share budgets.

i. Indirect Rates Budget Narrative/ Supporting Documentation

i. Not all organizations allocate indirect cost in the same way. It is important that you use the indirect rate structure applicable to your organization. For example, if you have a two-tier indirect rate structure, then you will use a two-tier structure when proposing indirect costs. Generally, Universities and Non-Profits have Fringe Benefits and G&A (or sometimes called F&A) rates, while For-Profit Companies can have various indirect rates such as Fringe Benefits, Overhead, G&A, etc. The base for overhead costs includes direct labor and fringe benefits. Please modify if your base is different.

ii. If you have questions regarding indirect (F&A) rates see:

https://oamp.od.nih.gov/dfas/indirect-cost-branch/indirect-cost-submission

iii. If your organization does not have negotiated rates, the following website contains information which will assist you in computing indirect rates:

https://oamp.od.nih.gov/dfas/indirect-cost-branch/indirect-cost-submission

iv. Please do not submit your indirect proposal to the Division of Financial Advisory Services at this time.

3. UNALLOWABLE COSTS

In addition to the items outlined in Solicitation Article B “Provisions Applicable to Direct Costs” the following costs are unallowable.

https://oamp.od.nih.gov/dfas/indirect-cost-branch/indirect-cost-submission https://oamp.od.nih.gov/dfas/indirect-cost-branch/indirect-cost-submission

RFP: 75N91019R00029 Page 17 of 18

a. Offerors should assume that the cost of any required staff background checks will be paid directly by the Federal Government and not chargeable to the contract.

b. No contract funds should be used in support of the design, development, enhancement, or maintenance of a non-SEER*DMS legacy data management system or non-SEER*Abs data collection application or any parts of a legacy data management or data collection application.

Costs may not be estimated in the Government-share or Contractor-share proposals.

c. No contract funds should be used in support of design, development, or enhancement work in the areas of natural language processing, machine learning, or the automation of central registry processes. Costs may not be estimated in the Government-share or Contractor-share proposals.

d. No contract funds should be used in support of routine ongoing casefinding or abstracting of cancer cases from an American College of Surgeons (ACoS) hospital in support of the hospital’s requirements for ACoS certification. Contract funds should also not be used to support ACoS hospital databases or submissions to the National Cancer Database (NCDB). Costs may not be estimated in the Government-share or Contractor-share proposals.

e. Electronic Reporting - the Government plans to continue funding electronic pathology reporting;

including ePath licenses and maintenance, through a separate funding mechanism. Costs may not be estimated in the Government-share or Contractor-share proposals.

f. Passive Follow Up Linkages - the Government plans to continue to fund passive follow-up linkages with the Social Security Administration, the Centers for Medicare and Medicaid Services, and the National Center for Health Statistics/National Death Index through Interagency Agreements (IAA’s). Participation in the linkages may depend on the timing of contract award and existing IAA anniversary dates. Costs may not be estimated in the Government-share or Contractor-share proposals.

g. The Government plans to fund insurance claims data through a separate funding mechanism.

Costs may not be estimated in the Government-share or Contractor-share proposals.

h. Journal subscription costs should not be included in the cost proposal.

i. Association membership fees should not be included in the cost proposal. (This exclusion applies to NAACCR annual memberships).

j. General training costs should not be included in the cost proposal.

RFP: 75N91019R00029 Page 18 of 18

SECTION 4 - PROGRAMMATIC MEETING

4.1 PROGRAMMATIC MEETING. Solicitation Section M - Evaluation Factors for Award allows the Government to award a Base Contract to a Technically Acceptable Offeror that is not selected for award of Task Order 1 – Core Infrastructure. Offerors selected to receive a Base Contract, but not a Core Infrastructure Task Order, will be added to the SEER Multiple-Award contractor pool and allowed to compete for future Task Orders.