FY24_NICHD_Biospecimen_Repository_Additional_Proposal_Instructions_and_Assumptions_FINAL.pdf

NICHD Biospecimen Repository RFP: 75N94024R00014

Additional Technical and Business Proposal Information and Instructions

1. Proposal Submission:

Technical Proposal: The Technical Proposal must be submitted in four parts, first addressing the IDIQ award followed by each subsequent Task Order Proposal (i.e., (2) Administrative, (3) DASH-Dedicated BioBank and (4) MPIDB Sample Task Order)) in turn. This first part shall address the general technical requirements presented in the IDIQ Contract Statement of Work (SOW) and shall not exceed 25* single-sided, single-spaced pages exclusive of bio-sketches and a list of Standard Operating Procedures (SOPs). Parts two through four shall not exceed 15 single-sided, single-spaced pages exclusive of Bio-sketches and a list of SOPs. Pages in excess of specified page limits will not be considered and will not be sent forward for the Technical Peer Review.

*Documents such as the Draft Information Security Plan, Summary of Related Activities, and NIST SP 800 53 Self-Assessment, would not be considered as part of the 25-page limitations of the Technical Proposal. The proposal cover sheet, the table of contents, and the bio-sketches are all excluded from the page limitations described above.

Business Proposal: The offeror must submit one (1) electronic PDF file for the Business Proposal including a narrative addressing the following sections: (1) Administrative, (2) DASH,

(3) MPIDB. In addition, the Offerors must include the Excel Spreadsheet with the Breakdowns of the Proposed Estimated Costs.

It should be noted that the IDIQ does not require a business proposal. There are no page limits in the Business Proposal.

2. Technical Proposal Evaluation: The technical proposals will be evaluated by an external technical review panel based on the information presented in the proposals. Therefore, proposed project approach and requirements should be well described and comprise the majority of the page limit. Avoid redundancy with the IDIQ technical proposal by cross-referencing material. The different parts of the technical proposal will not be scored separately. The technical scoring will be based on the combined evaluation of all four (4) parts in the Technical Proposal. (Note: The Technical and Business Proposals must be separate.)

3. Fixed Price Pricing Schedule: As part of the business proposal, please also include a pricing schedule featuring fixed price elements of this requirement. Attached to these instructions is a sample template for your reference in your preparation of this schedule. This fixed pricing schedule should cover a duration of 5 years.

4. Small Business Subcontracting Plan: Your institution is required to submit a Small Business Subcontracting Plan (SBSP). The HHS current subcontracting goal is 31% for Small Business;

5% for Small Disadvantaged Business; 5% for Women-Owned Small Business; 3% for HUBZone Small Business; and 5% for Veteran-Owned Small Business and Service-Disabled Veteran- Owned Small Business concerns. The HHS Small Business specialist will not approve any plan that has a zero percent goal proposed in any category of small business. Please make effort to identify opportunities to at least meet the HHS minimum goal for each small business subcategory such as Small Disadvantaged 5% and 3.00% on Service-Disabled Veteran-Owned etc., to ensure a streamlined review and approval of your plan. Further, your plan must be based upon the maximum ceiling as set for this procurement ($100,000,000), not for each individual Task Order. For the three task orders that are proposed you may use them as a guide to project your goals for the $100,000,000 ceiling. Please include your Small Business Subcontracting Plan with your Business Proposal.

5. Number of Awards and Type of Contracts: It is the intent of the Government to make one (1) contract award as a result of this solicitation. It is anticipated that two (2) Task Orders (i.e.

Administrative and DASH) will be awarded concurrently with the IDIQ contract. There is no funding on the IDIQ Award. All costs will be covered by specific Task Orders beginning with two supporting, severable Task Orders: The Administrative Task Order, the Data and Specimen Hub (DASH) Dedicated BioBank Task Order (please reference the Statements of Work for additional information and work to be performed). Both feature a one (1) year Base period and nine (9), one

(1) year Option periods. As you write your technical proposal and supporting Business Proposal, please ensure that each Task Order is clearly addressed per the guidelines found in Section L of this solicitation.

Assumptions:

6. The offeror should assume that there will be 1-2 new collections (Task Orders) added per year that have 20,000 – 50,000 specimens with larger collections of approximately 500,000 specimens every three years; each to be stored primarily at -70o Celsius.

7. Storage – Current storage of the specimens include a -20o Celsius storage room of approximately 2,500 cubic feet. An equivalent storage room, or equivalent in freezers, to accommodate specimens is needed. Equipment to be transferred into the new award is found as an attachment at the end of the RFP. Furthermore, the new award may need to provide additional freezers, either to be purchased or provided by the contractor.

8. Shipping Receipt Communication Information – SECTION F of the RFP indicates that one of the Deliverables/Reports is providing the receipt of shipped materials to multiple parties. Typically, a project leader conceives of the general scientific goals of a project. Initiating the project results in the collection of human bio-specimens from multiple sites. Procedures governing collection and routing of these specimens is overseen by a data coordinator, while assurance of proper storage requirements and provenance of the specimens is the purview of the repository. Therefore, communication between all three parties (*the NICHD project leader, the data coordinating center, and the repository) is paramount and requires that all parties have the ability to access the inventory of any given project in real-time.

9. Shipping – Applicable shipping costs will be included in Task Orders as necessary. These may be international as well as domestic destinations. For the DASH Biobank Task Order, the SOW will define what is anticipated. Please include these costs in your budgets. For proposal preparation purposes, use a shipping destination to Chicago, IL as this is centrally located.

10. Labeling/Inventory

a. Please be aware that some samples do not have modern barcodes. Future Task Orders that will access these samples will require the costs of aliquoting and barcoding to be included in the budget. When aliquoting is required, samples will be thawed and redistributed into barcoded vials.

b. Each collection has its own coding system. the contractor will advise the NICHD Contracting Officer’s Representative (COR) regarding an appropriate labeling method and as appropriate, shipping schedules for future Task Orders that are initiated when requested by researchers.

c. Majority of the specimens are recorded in a computer data base and transfer of this information will happen at the time of the award of the contract. Many of the collections in the Historical Collection are not inventoried and this will be remedied by future Task Orders.

11. Transfer of Collection(s) –The incumbent contractor will assume the costs of transferring samples from one facility to another. When transferring, 100% vial inspection will not be required.

12. Receipt of Electronic Proposals – Please carefully read Attachment 1—Package/Delivery of Proposals, which provides detailed instructions of how to submit the required electronic copies of the proposals.

13. Your expression of intent is not binding but will greatly assist us in planning for proposal evaluation. Proposal Intent Forms are due 4:00 pm Monday, March 18th, 2024.

14. The deadline for questions regarding the RFP is 4:00 pm Monday, March 18th, 2024.

RFP Number : 75N94024R00014

Sample Fixed Price Schedule for Reference

For work under NICHD Contract XXXXXXXXXXX 0 POP X/XX/XX Services/Products Category Services/Product Description Unit Price Unit, per # of Units Quantity Total Year 1

Receiving/Re-Inventory Charges Minimum fee, per order -$ minimum, order 1 1 0 Receiving/Re-Inventory Charges Per Item, barcoded.If per item fee is less than minimum order fee, minimum fee applies. -$ item 1 1 0 Receiving/Re-Inventory Charges Non-bar coded, manual entry, per hour -$ hour 1 1 0 Receiving/Re-Inventory Charges Non-drug product (ancillary supplies), per line item -$ line item 1 1 0 Receiving/Re-Inventory Charges Cell line, per lot -$ lot, receipt 1 1 0 Receiving/Re-Inventory Charges Drug product, placebo and drug components (non-DEA controlled), per lot, per receipt -$ lot, receipt 1 1 0

Order processing for investigator requests Order processing for puilling specimens for investigators -$ lot, receipt 1 1 0 Retrieval Charge, per item, including retrieval from storage units and QC check Minimum fee, per order -$ minimum, order 1 1 0 Retrieval Charge, per item, including retrieval from storage units and QC check Per item.If per item fee is less than minimum order fee, minimum fee applies. -$ item 1 1 0 Retrieval Charge, per item, including retrieval from storage units and QC check Sorting per sample -$ sample 1 1 0

Laboratory Service Charges (minimum charge per lab service:$250.00) Aliquoting - per aliquot -$ aliquot 1 1 0 Shipping/Handling Charges, Non-infectious material, domestic destination, per shipper Frozen (dry ice, -80°C) small, Approx. 25 lbs(up to two 5”x5”x2” boxes, or up to 162 2ml cryovials) -$ shipper 1 1 0 Shipping/Handling Charges, Non-infectious material, domestic destination, per shipper Frozen (dry ice, -80°C), medium, Approx. 50 lbs (up to eight 5”x5”x2” boxes, or 648 2ml cryovials) -$ shipper 1 1 0 Shipping/Handling Charges, Non-infectious material, domestic destination, per shipper Frozen (dry ice, -80°C) large, Approx. 85 lbs(up to 16 5”x5”x2” boxes, or 1,296 2ml cryovials) -$ shipper 1 1 0

Additional Shipping services Single use USB temperature monitoring device (Dry Ice) -$ device 1 1 0 Biospecimen Labeling Charges Bulk Cryovials - Initial label programming (tube table creation) -$ program 1 1 0 Biospecimen Labeling Charges Bulk Cryovials - Changes to label programming -$ change 1 1 0 Biospecimen Labeling Charges Bulk Cryovials - Template design -$ design 1 1 0 Biospecimen Labeling Charges Bulk Cryovials - Minimum production charge -$ minimum 1 1 0 Biospecimen Labeling Charges Bulk Cryovials - Per label (above minimum) -$ label 1 1 0 Biospecimen Labeling Charges Bulk Cryovials Freezer Bondz - Per label (above minimum) -$ label 1 1 0 Biospecimen Labeling Charges Biospecimen label application - re-labeling, per hours (plus cost of labels) -$ hour 1 1 0 Biospecimen Labeling Charges Biospecimen label application - per label, standard stock -$ label 1 1 0

Destruction charge (Max. of 40 lbs per box) Biological samples (non-infectious, non-drug) -$ box 1 1 0 Destruction charge (Max. of 40 lbs per box) Biological samples (infectious, non-drug) -$ box 1 1 0

Other support service, per hour Project Manager/Supervisor -$ hour 1 1 0