Combined Synopsis Solicitation - 75N94024R00028.pdf

COMBINED SYNOPSIS / SOLICITATION

WORKFORM

(1) Action Code: Combined Synopsis/Solicitation

(2) Date: July 26, 2024

(3) Year: 2024

(4) Contracting Office Zip Code: 20892

(5) Classification Code: R706

(6) Contracting Office Address:

6710-B Rockledge Drive Bethesda, MD 20892

(7) Subject/Title: FIC Strategic Planning, Evaluation, Programmatic and Project Support Services

(8) Proposed Solicitation Number: 75N94024R00028

(9) Closing Response Date: August 12,2024 @ 3 P.M. Eastern Standard Time (EST)

(10) Contact Point(s): Nicole Freid, Contracting Specialist and Chris Bocus, Contracting

Officer

(11) Contract Award Date: TBD

(12) Contract Award Dollar Amount: TBD

(13) Contract Line Item Number(s): TBD

(14) Contractor Award Date: Upon Award

(15) Contractor Name: TBD

(16) Description: The purpose of this requirement is to provide FIC strategic planning, evaluation, programmatic and project support in the US and abroad for the following activities: 1) virtual, hybrid and in person meeting and logistical support for workshops, conferences and meetings; 2) travel support for one or more participants, including lodging and ground transportation as required from diverse geographic locations with some that may require special accommodations; 3) grant and contract support including sub awards monitoring, 4) directed payments for interns, contractors and other specialist consultants and procurements, 5) training, strategic planning, and development program services.

(17) Place of Performance: The Contractor shall be expected to perform the primary duties and functions off-site; however, may be required to provide staff to perform specific tasks on-site at the NIH offices in Bethesda, MD, unless otherwise approved by the Government.

(18) Set-Aside Status: Full and Open

(19) NAICS Code: 541690

COMBINED SYNOPSIS/SOLICITATION

(i) “This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; offers are being requested and a written solicitation will not be issued.”

(ii) The solicitation number is 75N94024R00028 and the solicitation is issued as a request for quote (RFQ).

This acquisition is for a commercial service and is conducted under the authority of the Federal Acquisition Regulation (FAR) Part 13—Simplified Acquisition Procedures; FAR Subpart 13.5— Simplified Procedures for Certain Commercial Products and Commercial Services; and FAR Part 12—Acquisition of Commercial Products and Commercial Services and is expected to exceed the simplified acquisition threshold.

(iii) The solicitation document, the incorporated provisions, and clauses are those in effect through Federal Acquisition Circular 2024-05, effective April 22, 2024.

(iv) This solicitation is being released full and open with no set-aside restrictions.

The NAICS code is 541690, and the small business size standard is $19 million. This acquisition is being conducted in accordance with the procedures of FAR Part 12 and FAR Part 13. The resultant award will be to establish a Blanket Purchase Agreement (BPA) under FAR Part 13.303.

(v) The Eunice Kennedy Shriver National Institute of Child Health and

Development (NICHD) Office of Acquisitions (OA) on behalf of Fogarty International Center (FIC) intends to award a BPA for services in accordance with the following information:

Statement of Work (SOW):

See attached Statement of Work (Attachment 1) for a description of the required supplies/services.

Anticipated Period of Performance:

The government intends to award a BPA for 5 years from September 15, 2024 through September 14, 2029.

Evaluation Factors:

The evaluation will be based on the following criteria outlined in Attachment 2

- Technical Evaluation Criteria and Addendum to FAR Clause 52.212-1 Instructions to Offerors Provided Below.

Applicable FAR Clauses

(vi) The provision at FAR 52.252-1, Solicitation Provisions Incorporated by Reference (Feb 1998), applies to this acquisition. This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at these addresses:

https://www.acquisition.gov/browse/index/far https://www.hhs.gov/grants/contracts/contract-policies-regulations/hhsar/index.html

(End of provision)

(vii) The FAR Provision 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition and is hereby incorporated by reference. All Federal Acquisition Regulations (FAR) clauses may be viewed at http://acquisition.gov/comp/far/index.html. Please see below addendum for additional quotation instructions.

(viii) The provision at FAR clause 52.212-2, Evaluation-Commercial Items, applies to this acquisition.

Please see Attachment 2 - Evaluation Factors for additional details on the basis for award.

(ix) FAR clause 52.212-3, Offeror Representations and Certifications – Commercial

Items, applies to this acquisition.

The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically in the System for Award Management (SAM) accessed through https://www.sam.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (v) of this provision.

(x) FAR clause 52.212-4, Contract Terms and Conditions--Commercial

Products and Commercial Services (NOV 2023). Please see Attachment 3

- FAR 52.212-4 Addendum.

(xi) FAR Clause 52.212-5, Contract Terms and Conditions Required to Implement

Statutes or Executive Orders (MAY 2024) –included as Attachment 4 indicate which FAR clauses and provisions are applicable to this acquisition.

(xii) The following provisions and clauses apply to this acquisition and are attached in full text.

Offerors MUST complete the following provisions at FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment and 52.204-26 Covered Telecommunications Equipment http://acquisition.gov/comp/far/index.html or Services-Representation and submit as a separate document with their quotation included as Attachment 5.

(xiii) The applicable Information and Physical Access Security Provisions is included in Attachment 6.

(xiv) The following invoice instruction is included and will be incorporated in the final award:

NIH Invoicing Instructions with IPP (Mar 2023) included as Attachment 7.

Options Considerations

The contract shall incorporate the following additional Federal Acquisition Regulation (FAR) clauses by reference, as a provision with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

In addition, the full text of a FAR clause may be accessed electronically at www.acquistion.gov.

1. FAR Clause 52.217-8, Option to Extend Services (November 1999).

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor 15 days prior to BPA order expiration. (End of clause). Evaluation of Options Provision (07/15/2024)

This solicitation notifies offerors that the award will include the Government's unilateral option to extend performance for an additional period up to six months under FAR 52.217- 8, during which the pricing and terms of the period in which the option was exercised would apply. The Government cannot predict if or when the option may be exercised.

Because any exercise of the Government's option extends the pricing and terms of the period in which the option was exercised, the Government expressly and affirmatively evaluates pricing for the option to extend under 52.217- 8 co-extensive with the Government's price evaluation for each of the base and option periods of this award.

Because pricing for each period subject to possible extension under the 52.217-8 has been evaluated, pricing for any possible future use of that option to extend has, likewise, been evaluated and would apply in strict accordance with this evaluation in the event of the Government’s exercise of the option to extend services. (End of Provision)

2. FAR 52.217-9, Option to Extend the Term of the Contract (March 2000)

Calls issued under this BPA may contain option periods if needed and will include FAR Clause 52.217-9.

ADDENDUM TO FAR CLAUSE 52.212-1

INSTRUCTIONS TO OFFERORS – COMMERCIAL ITEMS

SUBMISSION INSTRUCTIONS:

GENERAL SUBMISSION INFORMATION AND INSTRUCTIONS

Quotations shall be prepared and submitted electronically in two volumes: “Volume I -Technical” and “Volume II - Business.” Each of these volumes shall be separate and complete in itself, so that evaluation of one may be accomplished independently of, and concurrently with, evaluation of the other.

Offerors are instructed to send one electronic copy each of the Volume 1 – Technical and Volume II – Business quotations to the Contracting Specialist at the following address:

nicole.freid@nih.gov along with a copy to Contracting Officer Chris Bocus at chris.bocus@nih.gov

Quotations shall be prepared in English with Arial Font of 12 point, and the top, bottom, left and right margins shall be 1”.

Electronic submissions shall be made using Adobe PDF, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and Microsoft Project only. Charts, graphics, etc. may use smaller fonts if they are legible. Foldouts may be used, but their size, when unfolded, determines the number of pages used.

a. Responses to this solicitation will be evaluated to determine the offeror that can best meet the Government’s needs. The evaluation results in assessment of the offeror’s ability to successfully accomplish the requirement. Therefore, the offeror should read the solicitation carefully before preparing its response. The response should be practical, clear, and concise; should use quantitative terms whenever possible; should avoid qualitative adjectives; and should comprehensively address the requirements of this solicitation.

b. Information requested herein must be furnished in writing, fully and completely in compliance with the solicitation. The information requested and the manner of submittal is essential to permit prompt evaluation of all offers on a fair and uniform basis. Simple statements of compliance (i.e., “understood”; “will comply”) or phrases such as “standard procedures will be used” or “well known techniques will be utilized” and other generalities, without the detailed description of how compliance will be met, may not be considered sufficient evidence that the quote can technically meet the project requirements. Accordingly, any quote in which material information requested is not furnished or where indirect or incomplete answers or information are provided may be considered not acceptable.

c. Offerors may not submit alternate quotes or quotes that deviate from the solicitation.

Alternate quotes or deviations from any requirements of this solicitation will not be accepted.

TECHNICAL QUOTATION INSTRUCTIONS

Volume I - Technical shall not exceed a total of 25 pages (writing on one side of the page) and page limitation excludes any information on the qualifications of personnel (resume/CVs) and/or past performance information, as well as charts and appendices.

Offerors should include CVs and Past Performance information. Resumes for key personnel should include and contain information about education, background, expertise, and recent experience for the past three years. Resumes/CVs should not exceed five pages for each key personnel. Experience, product examples and reference letters should refer directly to tasks outlined in the SOW.

The Offeror’s proposed key personnel shall have specific, current, and relevant experience, education, and training that would be needed to successfully complete and support the tasks outlined in the Statement of Work. Offerors should demonstrate the proposed mix of labor categories and individuals to fulfill the requirements of this solicitation. Resumes should provide a description of the experience and capability for each of the key personnel on your proposed project team. Descriptions shall address such items as the individual's background, education, work experience, and accomplishments showing the knowledge that key personnel have gained through completed and ongoing efforts that are similar in nature to this effort.

The technical quotation must include information regarding how the project shall be organized, managed, and staffed. Information should be provided which shall demonstrate Offerors’ understanding and management of important events or tasks. Explain how the management and coordination of staffing shall be accomplished. Address any activities requiring subcontractor support.

The technical quotation must include a list of names and proposed duties of the professional personnel and administrative staff assigned to the project. The list of minimum needed personnel and associated responsibilities is outlined in Attachment 2 – Technical Evaluation Criteria under Technical Factor 3: Personnel.

Provide a narrative on the company’s content experience and corporate qualifications.

The technical quotation must discuss the general background, experience, and qualifications of the organization.

The technical quotation shall fully describe the technical and administrative aspects of accomplishing each task and shall include the Offeror’s familiarity with similar work.

PAST PERFORMANCE INFORMATION

The Offeror shall provide, at a minimum, the following information in support of its quotation to facilitate the evaluation of your past performance as a whole and as related to the requirements of the proposed award.

INFORMATION FROM THE OFFEROR

The Offeror and any proposed major subcontractors and teaming partners shall furnish the following information, as an attachment to the Technical Quotation, for your contracts or subcontracts within the last year.

The Offeror shall provide a list of all Federal contracts that it currently has: (1) ongoing and, (2) completed within the past 12 months.

Offerors shall also submit information for three (3) projects performed within the past three (3) years that are similar and comparable to those of this RFQ in size, scope and complexity. The Offeror shall provide a Contractor Performance Assessment Report (CPAR) for the referenced project, if one is available.

The Offeror shall provide the name of the company, mailing address, email address, and telephone number of the Government Project Officer or private sector Project Manager most familiar with the Offeror’s performance record. (Please verify the telephone numbers provided are current and correct.)

The Offeror shall include the following information for each contract or subcontract listed:

1. Name of Contracting Organization

2. Contract Number (for subcontracts, provide the prime contract number and the subcontract number)

3. Contract Type

4. Total Contract Value

5. Description of Requirement

6. Contracting Officer's Name and Telephone Number

7. Program Manager's Name and Telephone Number

8. North American Industry Classification System (NAICS) Code

The Offeror shall provide a detailed description of contract work and comparability to the proposed effort with reference to specific comparable SOW elements, where applicable. Stating that previous work is comparable in magnitude and scope is not sufficient. Rationale must be provided to demonstrate that it is comparable.

Method of acquisition: competitive or noncompetitive.

Nature of award: initial or follow-on.

The Offeror shall identify and explain major technical problems and how they were overcome. The Offeror shall list any major deviations or waivers to technical requirements that were granted by the customer.

The Offeror shall include a frank discussion of experiences (if any) that resulted in lessons learned and/or new processes that improved performance or had significant positive (or adverse) impact over the life of the contract.

The Offeror shall identify and explain completion successes and delays, including adherence to program schedules. The Offeror shall provide an assessment of the performance (technical, schedule and cost) on these past programs.

The Offeror shall identify cost management history; identify and explain any cost overruns and underruns, and cost incentive history, if applicable.

The Offeror shall provide the average number of personnel on the contract per year and percent turnover of personnel per year for performance.

BUSINESS QUOTATION INSTRUCTIONS

Volume II – Business – No page limitations.

Offerors shall provide their rates (including any yearly increases) for each labor category that is associated with this solicitation, as well as any additional labor categories that they believe would be relevant to the services that will be procured through BPA Call Orders during the Term of the BPA.

The price quotation must include the labor categories, fully loaded fixed hourly rate for each labor category into hourly compensation, and the total amount. Fully burdened labor rates include all direct, indirect, general and administrative costs, fringe benefits, and profit associated with providing the required skill. The Price Quote must be submitted separately from the Technical Quote for a five-year (5) year period of performance.

The Government considers one (1) full-time equivalent (FTE) employee as equaling 1,872 direct labor hours. The 1,872 hours are based on the most common direct work year of 2,080 hours less 80 hours for vacation, 40 hours for sick leave, and 88 hours for paid holidays. Therefore, the offeror is expected to propose 1,872 for a full-time equivalent employee. The offeror should factor vacation, sick leave, and the eleven (11) Federal holidays as an overhead expense incorporated the fixed hourly rate.

BPA Pricing

Labor Category

Year 1

Year 2

Year 3

Year 4

Year 5

TBD Proposed Hourly Rate

Proposed Hourly Rate

Proposed Hourly Rate

Proposed Hourly Rate

Proposed Hourly Rate

QUESTIONS AND RESPONSES TO THE RFQ

All questions regarding this RFQ must be submitted electronically (via email) to Ms. Nicole Freid @ nicole.freid@nih.gov and Mr. Chris Bocus @ chris.bocus@nih.gov no later than 12:00 PM (Eastern Time), Friday, August 2, 2024. Please reference the specific area of the RFQ letter or attachment when asking a question.

Responses to all relevant questions shall be addressed and provided electronically through an Amendment to the solicitation by 5:00 PM (Eastern Time), Tuesday, August 6, 2024. If this solicitation is amended; all terms and conditions that are not amended, shall remain unchanged and in full effect.

DEADLINE FOR SUBMISSION OF QUOTATIONS

Quotations shall be submitted electronically via email to Ms. Nicole Freid @ nicole.freid@nih.gov and Mr. Chris Bocus @ chris.bocus@nih.gov no later than 3:00 PM (Eastern Time), Monday, August 12, 2024. Quotations must be signed by an official authorized to bind your organization and must stipulate that it is predicated upon all the terms and conditions of this

RFQ.

Offerors are responsible for submitting quotation, and any modifications or revisions should reach the Government office designated in the solicitation by the time specified in the solicitation. Any quotation, modification, or revision received at the Government office designated in the solicitation after the exact time specified for receipt of offers is “late” and will not be considered unless the Contracting Officer determines that accepting the late offer would not unduly delay or compromise the acquisition.

Quotations may be withdrawn by written notice received at any time before award. Withdrawals are effective upon receipt of notice by the Contracting Officer.

Quotations in response to this solicitation will be valid for the number of days specified on the solicitation cover sheet (unless a different period is proposed by the Offeror).

COMMITMENT OF PUBLIC FUNDS

The Contracting Officer is the only individual who can legally commit the Government to the expenditure of public funds in connection with the proposed acquisition. Any other commitment, either explicit or implied, is invalid.

COMMUNICATIONS PRIOR TO AWARD

Offerors shall direct all communications and correspondence to the attention of:

Ms. Nicole Freid National Institutes of Health NICHD, Acquisition Services Branch (ASB) Email: nicole.freid@nih.gov

Mr. Chris Bocus National Institutes of Health NICHD, Acquisition Services Branch (ASB) Email: chris.bocus@nih.gov

Communications with other NIH/Government officials may compromise the integrity and competitiveness of this acquisition and may result in rejection of your organization’s quotation.

OTHER CONSIDERATIONS

1) Preparation Costs: This RFQ does not commit the Government to pay for the preparation and submission of a quotation.

2) Authorized Official: All quotations must be signed by an official authorized to bind your organization and must stipulate that it is predicated upon all the terms and conditions of this RFQ.

The quotation shall be certified as valid for a minimum of 120 days from the due date.

3) Rights in Data: The contractor agrees that upon completion (or termination with or without cause) of this contract, it shall have no property or possessor rights to any of the information of whatever kind or description, whether developed or prepared by it or furnished by the Government in connection with the performance of the contract; and that upon demand, it shall surrender immediately to the Contracting Officer such items, matters, materials and copies.

The Contractor shall not provide any Government information of whatever kind or description in any form to sources not authorized by the Government, during or after performance of this contract, without prior written approval of the Contracting Officer (CO) and the Contracting Officer’s Representative (COR).

All data/information first produced as a result of performing task assignments under this award shall become the Federal Government’s property and the Contractor shall surrender any and all rights to its ownership. To this end, the Contractor hereby agrees to accept the terms and conditions of Federal Acquisition Regulation (FAR) clause 52.227-17, Rights in Data – Special Works (June 1987) will be incorporated in the award by reference.

For purposes of this award, the FAR 52.227-17, Rights in Data – Special Works (Dec 2007) clause supersedes the following FAR clause: FAR 52.227-14, Rights in Data – General (Dec 2007).

The following documents are attached to this solicitation:

Attachment 1 – Statement of Work and Deliverables

Attachment 2 – Technical Evaluation Criteria

Attachment 3 – Addendum to FAR 52.212-4, Contract Terms and Conditions— Commercial Products and Commercial Services

Attachment 4 – FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Items

Attachment 5 – FAR 52.204-24, FAR 52.204-25, and FAR 52.204-26 on Telecommunications, Equipment, and Video Surveillance.

Attachment 6 – Information Security Clauses

Attachment 7 - IPP Invoicing Instructions

LIST OF ATTACHMENTS

ADDENDUM TO FAR CLAUSE 52.212-1 INSTRUCTIONS TO OFFERORS – COMMERCIAL ITEMS