Attachment8-Additional_Technical_Proposal_Instructions.pdf

Page 1 of 9 RFP # N02PC75001-34 Attachment 8

Additional Technical Proposal Instructions

Attachment 8: ADDITIONAL TECHNICAL PROPOSAL INSTRUCTIONS

It is strongly recommended that Offerors use the following template as the Table of Contents for the development of the Technical Proposal. All information presented in the Technical Proposal should be presented in the order specified below.

These additional Technical Proposal instructions reflect the requirements of the RFP and provide specific instructions and formatting for the Technical Proposal. While the RFP provides a generic set of Technical Proposal instructions applicable to all National Institutes of Health (NIH) solicitations, these Additional Technical Proposal Instructions are tailored to the specific requirements of the RFP. The information requested in these instructions should be used, along with Section L to format and prepare the Technical Proposal, and should be used as a Table of Contents for your Technical Proposal.

Offerors are advised to give careful consideration to the Statement of Work (SOW) and Attachments, Technical Evaluation Criteria in Section M, and the RFP as a whole in the development of their Technical Proposals.

A detailed work plan should be submitted indicating how each aspect of the Statement of Work is to be accomplished. Your technical proposal should be in as much detail as you consider necessary to explain fully your proposed methods, and rationale for their selection of subcontractors, if applicable, and should reflect a clear understanding of the nature of the work being undertaken. The technical proposal must also include information on how the project is to be organized, staffed, and managed.

Discuss any specific factors which support your proposal using specifically titled subparagraphs, items may include unique arrangements, equipment, etc., which none or very few organizations are likely to have which is advantageous for effective implementation of this project.

The Offeror must adhere to a 120-page limit. Pages in excess of this limitation will be removed from the proposal and will not be provided to the reviewers to be read or evaluated. Pages shall be of standard size (8.5” x 11”) with a font size of 10 points or larger. Proposal pages shall be numbered “Page 1 of 120”, “Page 2 of 120”, and so on. The 120-page limit excludes the cover sheet, resumes, and all appendices or attachments. The 120-page limit also excludes the proposal for the sample task order.

SECTION 1: COVER PAGES AND TABLE OF CONTENTS

A. PROPOSAL TITLE PAGE. Include RFP title and number, name of organization, DUNS number, identify proposal part (Technical or Business), and identify if the proposal is an original or a copy;

B. PROJECT OBJECTIVES;

C. GOVERNMENT NOTICE FOR HANDLING PROPOSALS;

D. PROPOSAL SUMMARY AND DATA RECORD (NIH-2043);

E. TABLE OF CONTENTS. Include a Table of Contents with indicated pages of proposal sections that at a minimum uses the underlined Headings and Subheadings that appear below. Additional subheadings may be entered at the Offeror’s discretion.

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Additional Technical Proposal Instructions

SECTION 2: TECHNICAL APPROACH AND UNDERSTANDING OF THE PROJECT

1. The Offerors’ technical proposal should address all Task Areas in the Statement of Work. The Offeror should demonstrate an understanding of the needs of the project and an understanding of tobacco control science and practice and behavioral research. Explain methods and approach for accomplishing the tasks outlined in the SOW in a multiple-priority, team-oriented environment.

2. The Offeror should discuss their approach to the administrative and operational aspects of scientific publication development and production process on a regular basis.

3. The Offeror should discuss their experience with best business practices regarding process improvement, continuous quality improvement principles and change management practices.

4. Provide a management plan, which will provide up-to-date financial, project status and staffing information. Information should be provided which will demonstrate your understanding of management of timeframes for planning and accomplishing the work to be performed.

5. Provide a draft transition-in plan to effectively transfer responsibility for contractual activity and products from the incumbent contractor.

6. If the proposed approach involves a subcontracting arrangement, describe the subcontractor’s role and provide a letter(s) of commitment from the subcontractor(s), plus documentation of subcontractor’s expertise, qualifications and prior performance, as well as a narrative describing how the Offeror will manage the subcontractor(s).

7. Describe proposed methods of subcontractors, if applicable. Offerors should describe any previous working relationship with proposed subcontractors. The Offeror should address how they will handle privity of contract issues, i.e., the Offeror should explain how information will flow between the National Cancer Institute (NCI), the Offeror, and any subcontractors since the prime contractor’s presence is required for any discussions.

8. Provide a response to the Sample Task Orders attached to these Additional Technical Proposal Instructions. The response to the Sample Task Orders should be included as a separate section (appropriately marked) in the Technical Proposal. The page limit for the Sample Task Orders proposal is 14 pages each. The Sample Task Order proposal 14-page limit excludes the cover sheet, resumes, and all appendices or attachments. The Sample Task Orders response does not count towards the technical proposal 120-page limit. The Offeror’s responses to the Sample Task Orders should include discussion of technical approach, and personnel proposed.

See Attachments 4 and 5 for the Sample Task Orders #1 and #2 Statements of Work.

Also, see Additional Business Proposal Instructions (Attachment 12) regarding development of budgets for the Sample Task Orders response.

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Additional Technical Proposal Instructions

SECTION 3: PERSONNEL

The Technical Proposal should include all information relevant to document individual training, education, experience, qualifications and expertise necessary for the successful completion of all contract requirements. Clearly identify in a list or table showing name, highest degree, organizational affiliation (employer), role on the project and percentage of effort to be committed to the project for all personnel including any subcontract personnel. Subcontractor staff should be labeled as such. Also, demonstrate whether (and which) of the Offeror’s employees will be available on short notice, and under conditions of multiple and competing project areas. Within the total level of effort, Offerors should indicate the specific level of effort that they consider appropriate for each function outlined in the Statement of Work.

The Offeror should consider the complexity of this project when selecting qualified personnel. The Government assumes that it will take a staff with varied backgrounds to complete the project area tasks in a timely, effective, and high-quality manner. Contractor staff should have a knowledge and understanding of tobacco control science and practice, analytic skills, quality control, workflow management, and a demonstrated interest in research.

Additionally, scientific editing experience and graphic layout ability is required. Problem solving, attention to detail, organization, teamwork, and multitasking are all skills that will be essential to successful performance of this contract.

At the time of proposal submission, the Offeror must provide letters of intent from each proposed personnel indicating the availability of the Key Personnel noted below to perform the work at National Cancer Institute, 9609 Medical Center Drive, Rockville, MD, 20850, during the entire period of performance. Typically, the Scientific Research Associates are performing work at NCI every day. Only one NCI work station is provided for this purpose. The Project Managers access the NCI facilities for meetings, as required.

- Describe the composition of the proposed work group, its general qualifications, and recent experience with similar programs and projects.

- Provide a personnel matrix, naming the proposed employees, which indicates the hierarchical line of supervisory authority, and indicate which contractor employee(s) will perform the various tasks. If appropriate, provide a hierarchical line of supervision authority with subcontractor employees.

- Describe the experience and qualifications of all personnel who will be assigned to this contract.

In addition, provide complete and detailed resumes for the Project Manager and all other key personnel noted below, indicating their relevant experience.

- Provide documentation of the availability on a full time basis for this project for all proposed individuals (including letters of intent and other commitments, if not already full-time employees).

- If any subcontractors are proposed, describe the experience and qualifications of the proposed personnel assigned to the contract.

Because of the complex and detailed nature of the tasks involved, personnel will require considerable instruction and orientation to function efficiently. A stable work force is therefore necessary. Describe the staff retention strategy operationalized at the Offeror’s organization.

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Additional Technical Proposal Instructions

Offerors should assure that the Project Manager and all other personnel proposed shall not be committed on all combined projects for more than a total of 100% of their time. If the situation arises where it is determined that a proposed employee is committed for more than 100% of his or her time, the Government will require action on the part of the Offeror to correct the time commitment.

The Government anticipates the following labor categories will be needed to fulfill the Statement of Work. If the Offeror projects that other labor categories are required, then those labor categories may be proposed.

Key Personnel

Project Manager:

The Project Manager shall be an employee of the Offeror and not a consultant or subcontractor. List the name of the Project Manager who will be responsible for the overall implementation and management of the contract and the Offeror’s key contact for technical aspects of the program.

The Project Manager will be responsible for the staffing of the contract; monitoring hours and dollars charged to the contract; authorizing purchases within the scope of the contract; and overall personnel management. The candidate must have the authority to commit company resources as needed for efficient and timely completion of work under this contract. The candidate must be able to demonstrate the ability to lead teams, delegate responsibility and authority. The candidate must demonstrate sufficient knowledge and understanding of tobacco control science and practice. The candidate must communicate and document contract issues and work to resolve such issues cooperatively.

Documentation should be provided of ability to supervise, instruct, and provide quality assurance to assure that tasks are performed efficiently and effectively. The candidate must have experience with computer systems, including (but not limited to) Oracle® databases and Microsoft (MS) Office®. Strong communication skills (written and verbal) are required. In addition, the candidate should possess overall management capabilities which would permit effective implementation of all tasks outlined in the contract.

Scientific Research Associates:

The Scientific Research Associates shall be employees of the Offeror and not consultants or subcontractors.

The Scientific Research Associates should have a demonstrated knowledge of tobacco control science and practice. They should also have experience in scientific research. These employees should have strong writing and analytic skills, and be able to manage multiple tasks efficiently and effectively. They must have experience with computer systems, including (but not limited to) Oracle® databases and MS Office®. Experience with reference management software (such as EndNote) and biomedical abstract databases (such as PubMed) is strongly encouraged. Problem solving, attention to detail, organization, and teamwork skills should be demonstrated.

Monographs Project Manager:

The Monographs Project Manager will be responsible for the day to day performance of the tasks described in the SOW related to the Monographs Project area. The candidate should have demonstrated experience in large scientific publication project oversight, including management of

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Additional Technical Proposal Instructions personnel. Knowledge of and experience with tobacco control science and practice and scientific document preparation are required. The candidate must also have experience with Government clearance procedures for publications, and Section 508 compliance for documents. Problem solving, attention to detail, organization, and teamwork and multi-tasking skills should be demonstrated. The Monograph Project Manager must have experience with computer systems, including MS Office®.

Strong communication skills (written and verbal) are required. Demonstration of their ability to effectively implement all tasks outlined in this contract in the Monographs Project area is required.

Additional Technical Personnel

Scientific Editor/Writer:

The Scientific Editor/Writer will work with TCRB and/or DCCPS staff and monograph authors to produce tobacco control science and practice-related documents for a variety of audiences.

The Scientific Editor/Writer must have superior writing and editing skills, and knowledge of various style requirements. Demonstrated experience of previous scientific document preparation is necessary. The candidate must also have experience with Government clearance procedures for publications and Section 508 compliance for documents.

Graphic Designer:

The Graphic Designer will work with TCRB and/or DCCPS staff to visualize content for both presentation and web, which may include developing slide presentations, content for oral posters or web pages, and infographics.

The Graphic Designer should have demonstrated experience in graphic design (including logos) and layout for publication and presentation. The candidate should be experienced with computer systems, including (but not limited to) MS Office® and design software. The Graphic Designer should have problem solving, attention to detail, organization, and teamwork skills, as well as the ability to work with short turnaround timeframes.

Meeting Planner:

The Meeting Planner is responsible for overall planning and logistic support for TCRB and/or DCCPS -hosted meetings. This includes meeting with staff to determine requirements for a planned meeting, set a budget within provided guidelines, complete and submit all required NCI, NIH and HHS required clearance forms for meeting approval, and plan meeting materials and resources.

Meeting Planning personnel must have had prior meeting planning experience (prior Federal (NCI/NIH) meeting planning will be rated higher). The candidate should be experienced with computer systems, including (but not limited to) MS Office®. The personnel should have problem solving, attention to detail, organization, and teamwork skills.

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Additional Technical Proposal Instructions

Support Personnel

Cost Analyst:

The Cost Analyst is responsible for working with the Project Manager to prepare budget reports by project and invoices. The budget reports will be used for regular monitoring of expenditures by the COR.

Administrative Support

The Administrative Support may provide necessary logistic services and coordination to ensure the requirements of the Statement of Work are met.

IT/Web Developer

The IT/Web Developer is responsible for the development and/or maintenance of databases to support the management and analysis of TCRB programs and ensuring 508 compliance of developed products for TCRB.

Facilitator

The Facilitator is responsible for working with TCRB program staff for select meetings to ensure that they are well-run, productive and participative. The Facilitator will regulate the meeting, clarify goals and discussion, and document outcomes.

SECTION 4: ORGANIZATIONAL EXPERIENCE AND SUPPORT CAPABILITIES

The Offeror shall demonstrate experience with the subject matter, i.e., tobacco control science and practice. All Offerors also should have experience in contract management and the federal regulations that apply to this requirement. Please see the IDIQ Base Statement of Work for some applicable websites, but not all sites, applicable to this RFP.

Demonstrate the ability to recruit qualified personnel with experience relevant to the content of this Statement of Work and evidence and a staff retention policy in place.

The Offeror should include an organizational chart that describes reporting structure of the organization.

Discuss prior experience with similar tasks and provide documentation of completed reports.

Provide documentation of abilities to interact with scientific collaborators and academic researchers.

Discuss the organization’s experience and ability to collaborate with other individuals and organizations.

In addition, describe the organization’s experience in appropriate use of subcontractors to supplement areas of expertise. Discuss how the infrastructures composed of one or more collaborating institutions will be managed.

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Additional Technical Proposal Instructions

SECTION 5: FACILITIES AND EQUIPMENT

The Offeror shall document the availability of adequate facilities and equipment to perform the Statement of Work. This includes the ability to readily transfer and store electronic files and databases.

SECTION 6: SUSTAINABLE ACQUISITION DEFINITIONS

Offerors must include a Sustainable Acquisition Plan in their technical proposals that describes their approach and the quality assurance mechanisms in place for applying FAR 23.1 – Sustainable

Acquisition Policy (and other Federal laws, regulations and Executive orders governing green purchasing) to this acquisition.

The following definitions are provided to assist the Offeror in identifying sustainable products applicable to the Statement of Work.

1. Recycled Content Products Recycled content products are products that are made from or contain recovered materials. That means replacing virgin materials with recycled materials, including post-consumer materials. There are currently more than 60 designated products in eight categories: paper and paper products, vehicular, construction, landscaping, park and recreation, transportation, non-paper office, and miscellaneous products. Examples of designated products include structural fiberboard, printing and writing papers.

The current list of designated products, EPA's guidance, and related technical information can be found on EPA's web site at http://www.epa.gov.

2. Energy-Efficient Products: Energy Star®, FEMP-Designated, and Low Standby Power EPA Act of 2005, Section 104 and FAR 23.203 require federal agencies to purchase Energy Star® qualified or Department of Energy's (DOE's) Federal Energy Management Program (FEMP)-designated products when procuring energy- consuming products. The technical requirements that each product must meet to become Energy Star® qualified are available at ENERGY STAR Qualified Products: ENERGY STAR.

Information on FEMP-designated products can be found at http://www.eere.energy.gov/. Information on low standby power products can be found on FEMP's web site at: http://www.eere.energy.gov.

3. Biobased Products Biobased products are products determined by the Secretary of Agriculture to be commercial or industrial products (other than food or feed) that are composed in whole, or in significant part, of biological products or renewable domestic agricultural materials and forestry materials. Examples of USDA-designated biobased products include mobile equipment, hydraulic fluids, roof coatings, diesel fuel additives, and towels. USDA is responsible for implementing the BioPreferreds procurement preference program. Information on these designated products, USDA's guidance, and related documentation can be found at USDA's web site at http://www.biopreferred.gov. (The FAR is being revised to require that Federal agencies procure designated items composed of the highest percentage of biobased content practicable [FAR Case 2010-004].)

http://www.epa.gov/ http://www.eere.energy.gov/

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Additional Technical Proposal Instructions

4. Environmentally Preferable Products and Services Environmentally Preferable Products (EPP) are products or services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose. This comparison may consider raw materials acquisition, production, manufacturing, packaging, distribution, reuse, operation, maintenance, or disposal of the products or services. Examples of environmentally preferable products include cleaning products that are non-toxic, non-volatile, and biodegradable; and paint with no or low volatile organic compounds. This program is managed by EPA which maintains a database of products and specifications defined by federal, state, and local agencies, and other nations. The database can be found at http://www.epa.gov/epp along with EPA's Guidance on the Acquisition of Environmentally Preferable Products and Services located at http://www.epa.gov/epp/pubs/index.htm.

5. Electronic Product Environmental Assessment Tool (EPEAT) Products EPEAT is a tool for evaluating the environmental performance of electronic products throughout their life cycle. EPEAT is intended to help purchasers in the public and private sectors evaluate, compare and select desktop computers, notebooks and monitors based on their environmental attributes. EPEAT also provides a clear and consistent set of performance criteria for the design of products, and provides an opportunity for manufacturers to secure market recognition for efforts to reduce the environmental impact of its products. Available at: http://www.epeat.net/.

6. Water-Efficient Products A water-efficient product is in the upper 25% of water efficiency for all similar products, or is at least 10% more efficient than the minimum level meeting U.S. Federal Government standards. Examples of products that have met the EPA WaterSense label include: high efficiency toilets, sink faucets, showerheads, urinals, and landscape irrigation systems. Information about the WaterSense Program is available at www.epa.gov/watersense.

7. Non-Ozone Depleting Substances E.O. 13423 and the Council on Environmental Quality (CEQ) Implementing Instructions require that each agency give preference to the purchase of non-ozone depleting substances, as identified in EPA's Significant New Alternatives Policy (SNAP) program. FAR 23.803 states that agencies shall give preference to the procurement of alternative products that reduce overall risks to human health and the environment by lessening the depletion of ozone in the upper stratosphere. It further requires that in preparing specifications and purchase descriptions, and the acquisition of supplies and services, agencies shall comply with the requirements of the Clean Air Act and substitute safe alternatives to ozone-depleting substances.

SNAP provides lists of acceptable and unacceptable substitutes in the following sectors: fire suppressants, aerosol solvents and propellants, refrigeration and air conditioning equipment, and adhesives and coatings. SNAP is managed by EPA. Information about the SNAP Program is available on http://www.epa.gov/ozone/strathome.html.

8. Alternative Fuel Vehicles and Alternative Fuels Under EPA Act, alternative fuel vehicles are defined as any dedicated, flexible-fuel, or dual-fuel vehicle designed to operate on at least one alternative fuel. As defined by EPA Act, alternative fuels are substantially non-petroleum based fuels and include (but are not limited to) the following: ethanol at a 85% blend or higher (E85); liquefied petroleum gas (propane); compressed natural gas (CNG); biodiesel;

http://www.epa.gov/epp/pubs/index.htm http://www.epeat.net/ http://www.epa.gov/watersense http://www.epa.gov/ozone/strathome.html

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Additional Technical Proposal Instructions electricity; hydrogen; and P-series fuels. DOE's FEMP manages this program. Information on these federal fleet requirements can be found at http://www1.eere.energy.gov/femp/program/fedfleet_requirements.html.

SECTION 7: SECTION 508 TEMPLATE

Section 508 Standards

The following Section 508 Standards are applicable to this procurement:

Software Applications and Operating Systems (1194.21)

Web-based Intranet and Internet Information and Applications (1194.22)

Functional Performance Criteria (1194.31)

- To ensure that developed systems will work for persons with disabilities or with assistive technologies.

Information, documentation, and support (1194.41)

- Information, documentation, and support (1194.41) include SOPs, documentation, reports, manuals, etc.

Potential Offerors shall provide accessibility information about their proposed EIT deliverables through the Voluntary Product Accessibility Template (VPAT), Government Product Accessibility Template (GPAT), or other documentation.

Supplies or services delivered as a result of this solicitation will be accepted based in part on satisfaction of identified Section 508 requirements for accessibility.

http://www1.eere.energy.gov/femp/program/fedfleet_requirements.html https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/guide-to-the-section-508-standards/software-applications-and-operating-systems-1194-21 https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/guide-to-the-section-508-standards/web-based-intranet-and-internet-information-and-applications-1194-22 https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards#subpart_c https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards#subpart_d