Attachment_9_-_Business_Proposal_Instructions.pdf

ATTACHMENT 9 – BUSINESS

PROPOSAL INSTRUCTIONS Page 1 of 4 May 14, 2024

ATTACHMENT 9 – BUSINESS PROPOSAL INSTRUCTIONS

Cost/Price Proposal Format

Please use the following spreadsheet to submit a budget in excel format inclusive of formulas:

https://oamp.od.nih.gov/sites/default/files/DFASDocs/buscntrctprpslsprdsht08-2014_508.xlsx. Provide a separate budget in different tabs for the Contact Center and additional services (VA Options) by contract period. In addition, please include a cost summary tab as well. It is the responsibility of the Offeror to verify the accuracy of all calculations.

The cost narrative should provide a description or assumption for each cost element/category included in the budget (e.g., Direct Labor, Fringe Benefits, Overhead, Materials and Supplies, Consultants, Other Direct Costs, Subcontracts, G&A, and proposed fee) along with supporting documentation.

NCI anticipates awarding one Cost-plus Fixed Fee, Level of Effort (CPFF LOE) type contract (for For-Profit Organizations) or cost-reimbursement no fee (for Non-Profit and Universities).

The period of performance required for total performance (inclusive of all options) is anticipated to be from May 1, 2025, to April 30, 2030. The contract will consist of a one-year Base Period with four one-year Option Periods for the Contact Center (CC) core work. In addition, the contract will also include one quantity option for additional services (VA Options) within each contract period. If an option quantity is exercised, it will only be available for incurring costs within the period of performance of the contract period in which it was exercised.

The Period of Performance (POP) will be:

CC Base Period/VA Option A: 5/1/2025 - 4/30/2026 CC Option Period 1/VA Option B: 5/1/2026 - 4/30/2027 CC Option Period 2/VA Option C: 5/1/2027 - 4/30/2028 CC Option Period 3/VA Option D: 5/1/2028 - 4/30/2029 CC Option Period 4/VA Option E: 5/1/2029 - 4/30/2030

The Government prefers a remote working space for the Cancer Information Service (CIS) project. The Government will not provide a workspace or Government Property for this effort. The Contractor’s business and its employees performing this project should be within the defined service areas of the United States.

The CIS currently averages approximately 4,900 calls, 2,153 chats, 185 emails, and 61 social media posts monthly. The VA quitline currently averages approximately 1,264 calls monthly.

For budget purposes, please assume 3 pilot projects per year.

A. DIRECT LABOR COSTS

List employee name, labor category, hourly salary and labor hours proposed. Provide supporting salary documentation for each person proposed using actual pay rates. If a pool of personnel is proposed, list the composition of the pool and how the costs proposed is calculated. The proposal https://oamp.od.nih.gov/sites/default/files/DFASDocs/buscntrctprpslsprdsht08-2014_508.xlsx

PROPOSAL INSTRUCTIONS Page 2 of 4 May 14, 2024 should state in the same terms that it will be used to account for and record direct labor under a contract (e.g. percentage of effort is used for most faculty and professional employees at educational institutions). If percentages of effort are used, the basis to which such percentages are applied must also be submitted by the Offeror.

Specify the annual productive hours (e.g., 2080 hours= one Full Time Equivalent (FTE)). If this number differs by position classification, then provide the annual productive hours for each position proposed.

All salaries are required to be below the ceilings set forth in the DHHS Appropriations Act concerning salary rate limitations.

Service Contract Labor Standards - Place of Performance Unknown - Please submit a wage determination for your State/County for any positions/locations in the proposal location within the United States of the successful awardee. Please identify the applicable positions and provide the total percentage of work being performed by service employees as defined in FAR 52.222-41 (in terms of hours).

Estimated Level of Effort

The Government estimates that the work will be performed with a labor hour mix as comprised below. The Offeror shall have satisfied the requirement if not less than 80% nor more than 120% of the total direct labor hours are provided to earn the full fixed fee if your organization is a For Profit insititution. Please note that the tables below are the Government’s estimates, however, they should not be considered restrictive for proposal preparation purposes. The proposed labor categories and LOE may be different based on the unique technical approach of the Offeror and should be supported in the technical proposal.

Contact Center Labor

Category Base Period

Hours Option Period 1

Hours Option Period 2

Hours Option Period 3

Hours Option Period 4

Hours Total Hours

1 Program Director

1,992 1,992 1,992 1,992 1,992 9,960

2 Contact Center Manager

1,992 1,992 1,992 1,992 1,992 9,960

3 Training Manager

1,992 1,992 1,992 1,992 1,992 9,960

4 Oncology Certified Nurse

1,992 1,992 1,992 1,992 1,992 9,960

5 Other Personnel

122,508 124,500 126,492 128,484 130,476 632,460

Total 130,476 132,468 134,460 136,452 138,444 672,300

Additional Services: VA Options

PROPOSAL INSTRUCTIONS Page 3 of 4 May 14, 2024

Labor Category

Option A Hours

Option B Hours

Option C Hours

Option D Hours

Option E Hours

Total Hour

1 Program Manager

498 498 498 498 498 2,490

2 Other Personnel

17,928 19,920 21,912 23,904 25,896 109,560

Total 18,426 20,418 22,410 24,402 26,394 112,050

B. INDIRECT RATES

Provide an approved indirect rate agreement. If an active indirect rate agreement is not available, provide the indirect rate pools and rates used in your estimate. Then explain the allocation base of indirect rates and calculations.

C. OTHER COSTS

1. Materials and Supplies

Assume $200/month for Contact Center and assume $50/month for VA Option for mailing supplies

For any other materials and supplies, provide estimated costs per year for materials and supplies based on the level of effort for staff above or according to your organization’s standard business practice. Itemize each type of Material and/or Supply proposed and include the unit price/cost and unit quantity proposed. Where unit prices/costs exceed $1000, provide supporting documentation (e.g., quote, copy of price list(s), or copy of catalogue price(s)).

2. Professional Travel

Based on the nature of the tasks in the Statement of Work, the need for Contractor staff to travel will be moderate. Therefore, Offerors should use the following assumptions for travel cost estimation when developing their Cost/Price Proposal.

Frequency: Base and each Option Period Purpose: NCI DOC Project Meetings

From To # of trips # of people # of days # of nights Contractor Location Rockville, MD 2 2 3 2

3. Equipment

Equipment is not foreseen in the execution of this contract; any proposed equipment should include 3 supporting quotes and a narrative detailing the benefit to the government.

4. Consultants

PROPOSAL INSTRUCTIONS Page 4 of 4 May 14, 2024

Any proposed consultant should include a letter of commitment with the hourly rate and a narrative detailing the benefit to the government. Also include copies of invoices for similar services for the consultant.

5. Other Direct Costs (Including Computer Costs)

For each item under Other Direct Costs, provide the number units, unit price and total pricing for each period of performance. Also provide supporting documentation (i.e., quotes) for unit prices exceeding $1,000. Include a narrative in the business proposal justifying the need for each item.

Estimate all computer costs and data storage according to your organization’s standard business practices and provide a detailed explanation of those practices in the business proposal.

6. Patient Care Costs

This contract does not anticipate including Patient Care Costs.

7. Subcontracts

Any proposed subcontract should provide a separate cost narrative for each subcontract cost included in the business proposal to include all information required in accordance with FAR Clause 52.244-2.

Provide a commitment letter(s) from each subcontractor proposed including a statement regarding their willingness to perform as a subcontractor to conduct the specific services to be provided during the period of performance indicated. In addition, include a complete cost proposal in the same format as the Prime Offeror's cost proposal, a statement regarding adequacy of the accounting system for the Subcontractor if the subcontract will be a cost type.

Where cost-reimbursement type subcontracts are proposed, if the Subcontractor does not have a negotiated indirect rate 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. Provide a draft subcontract agreement for each proposed Subcontractor and copy of the latest Negotiated Indirect Rate Agreement, if available.