RFQ_NIHLM2014106_B_FO.docx

RFQ No. NIHLM2014106(B) Full and Open

NATIONAL LIBRARY OF MEDICINE

Request for Quotations

“HIV/AIDS Community Information Outreach Project 2014” (Dated: May 22, 2014)

INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

A. GENERAL INFORMATION

1. PURPOSE

This RFQ solicits Quotations to procure professional services to design and conduct outreach projects that will improve access to HIV/AIDS related health information by patients, the affected community, their caregivers and the general public.

2. BACKGROUND

See attached Statement of Work.

3. NAICS CODE AND SIZE STANDARD

NOTICE TO OFFERORS: THE FOLLOWING INFORMATION IS TO BE USED

IN COMPLETING THE ATTACHED REPRESENTATIONS AND

CERTIFICATIONS:

a. The North American Industry Classification System (NAICS) code for this Acquisition is 624190.

b. THIS REQUIREMENT IS A FULL AND OPEN COMPETITION

The Federal Acquisition Regulation (FAR) requires in EVERY solicitation, (Except for foreign acquisitions) the inclusion of the North American Industry Classification (NAICS) Code and corresponding size standard which best describes the nature of the requirement in the solicitation.

4. METHOD OF ACQUISITION

The Government intends to procure the necessary services in accordance with the simplified acquisition procedures stated in FAR Part 13.

5. TYPE OF AWARDS

It is anticipated that the award(s) from this solicitation will be firm fixed-priced type purchase orders.

The HIV/AIDS Community Information Outreach Project 2014 will have a maximum value of $40,000.00 per award.

6. NUMBER OF AWARDS

It is anticipated that multiple awards will be made from this solicitation.

NOTE: Award of any purchase order is contingent on the availability of funds.

7. DATE OF AWARD

It is anticipated that awards will be made in September 2014.

8. PERIOD OF PERFORMANCE

It is anticipated that any award(s) made from this solicitation will have a period of performance of twelve (12) months from the date of award.

9. 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.

10. COMMUNICATIONS PRIOR TO AWARD

Vendors shall direct all communications to the attention of:

Elena Leon, Contract Specialist Office of Acquisitions (OA) National Library of Medicine (NLM) 6707 Democracy Blvd., Suite 105E Bethesda, Maryland 20892-5488 301-435-4394 Fax: 301-402-0642 Chaparre@mail.nlm.nih.gov

Communications with other officials may compromise the competitiveness of this acquisition and result in cancellation of the requirement.

11. PREPARATION COSTS

This RFQ does not commit the Government to pay for the preparation and submission of a proposal.

B. GENERAL INSTRUCTIONS TO OFFERORS

1. INSTRUCTIONS TO VENDORS

(a) Definitions. As used in this provision–

Discussions are negotiations that occur that may, at the Contracting Officer's discretion; result in the offeror being allowed to revise its proposal.

In writing or written means any worded or numbered expression which can be read, reproduced, and later communicated, and includes electronically transmitted and stored information.

Quotation modification is a change made to a proposal before the solicitation's closing date and time, or made in response to an amendment, or made to correct a mistake at any time before award.

Quotation revision is a change to a quotation made after the solicitation closing date, at the request of or as allowed by a Contracting Officer as the result of negotiations.

Time, if stated as a number of days, is calculated using calendar days, unless otherwise specified, and will include Saturdays, Sundays, and legal holidays. However, if the last day falls on a Saturday, Sunday, or legal holiday, then the period shall include the next working day.

(b) Amendments to solicitations. If this solicitation is amended, all terms and conditions that are not amended remain unchanged. Offerors shall acknowledge receipt of any amendment to this solicitation by the date and time specified in the amendment(s).

(c) Submission, modification, revision, and withdrawal of Proposals.

(1) Unless other methods (e.g., electronic commerce or facsimile) are permitted in the solicitation, Quotations and modifications to Quotations shall be submitted in paper media in sealed envelopes or packages (i) addressed to the office specified in the solicitation, and (ii) showing the time and date specified for receipt, the solicitation number, and the name and address of the offeror. Offerors using commercial carriers should ensure that the quotation is marked on the outermost wrapper with the information in paragraphs (c) (1) (i) and (c) (1) (ii) of this provision.

(2) The first page of the quotation must show

(iv) Names, titles, and telephone and facsimile numbers (and electronic addresses if available) of persons authorized to negotiate on the offeror's behalf with the Government in connection with this solicitation; and

(v) Name, title, and signature of person authorized to sign the proposal. Quotations signed by an agent shall be accompanied by evidence of that agent's authority, unless that evidence has been previously furnished to the issuing office.

(3) Late Quotations and revisions. (i) Any proposal received at the office designated in the solicitation after the exact time specified for receipt of quotes will not be considered unless it is received before award is made and—

(A) It was sent by registered or certified mail not later than the fifth calendar day before the date specified for receipt of Quotations(e.g., a proposal submitted in response to a solicitation requiring receipt of offers by the 20th of the month must have been mailed by the 15th);

(B) It was sent by mail (or telegram or facsimile, if authorized) or handcarried (including delivery by a commercial carrier) if it is determined by the Government that the late receipt was due primarily to Government mishandling after receipt at the Government installation;

(C) It was sent by U.S. Postal Service Express Mail Next Day ServicePost Office to Addressee, not later than 5:00 p.m. at the place of mailing two working days prior to the date specified for receipt of Proposals. The term ``working days'' excludes weekends and U.S. Federal holidays;

(D) It was transmitted through an electronic commerce method authorized by the solicitation and was received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of Proposals; or

(E) There is acceptable evidence to establish that it was received at the activity designated for receipt of Quotations and was under the Government's control prior to the time set for receipt of Proposals, and the Contracting Officer determines that accepting the late proposal would not unduly delay the procurement; or

(F) It is the only proposal received.

(ii) Any modification or revision of a proposal or response to request for information, including any final proposal revision, is subject to the same conditions as in subparagraphs (c)(3)(i)(A) through (c)(3)(i)(E) of this provision.

(iii) The only acceptable evidence to establish the date of mailing of a late proposal or modification or revision sent either by registered or certified mail is the U.S. or Canadian Postal Service postmark both on the envelope or wrapper and on the original receipt from the U.S. or Canadian Postal Service. Both postmarks must show a legible date or the proposal, response to a request for information, or modification or revision shall be processed as if mailed late. ``Postmark'' means a printed, stamped, or otherwise placed impression (exclusive of a postage meter machine impression) that is readily identifiable without further action as having been supplied and affixed by employees of the U.S. or Canadian Postal Service on the date of mailing. Therefore, offerors or respondents should request the postal clerk to place a legible hand cancellation bull's eye postmark on both the receipt and the envelope or wrapper.

(iv) Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the proposal wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of Government personnel.

(v) The only acceptable evidence to establish the date of mailing of a late proposal, modification or revision, or withdrawal sent by Express Mail Next Day ServicePost Office to Addressee is the date entered by the post office receiving clerk on the ``Express Mail Next Day ServicePost Office to Addressee'' label and the postmark on both the envelope or wrapper and on the original receipt from the U.S. Postal Service. ``Postmark'' has the same meaning as defined in paragraph (c) (3) (iii) of this provision, excluding postmarks of the Canadian Postal Service. Therefore, offerors or respondents should request the postal clerk to place a legible hand cancellation bull's eye postmark on both the receipt and the envelope or wrapper.

(vi) Notwithstanding paragraph (c)(3)(i) of this provision, a late modification or revision of an otherwise successful proposal that makes its terms more favorable to the Government will be considered at any time it is received and may be accepted.

(vii) Quotations may be withdrawn by written notice or telegram (including mailgram) received at any time before award. If the solicitation authorizes facsimile proposals, Quotations may be withdrawn via facsimile received at any time before award, subject to the conditions specified in the provision entitled "Facsimile Proposals." Quotations may be withdrawn in person by a offeror or an authorized representative, if the representative's identity is made known and the representative signs a receipt for the proposal before award.

(viii) If an emergency or unanticipated event interrupts normal Government processes so that Quotations cannot be received at the office designated for receipt of Quotations by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of Quotations will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office.

(4) Quotations submitted must be on an all-or-none basis, e.g., Quotations that propose to provide any item or combination of items shall be determined to be nonresponsive.

(5) Quotations submitted in response to this solicitation shall be in English and in U.S. dollars.

(6) Offerors may submit modifications to their Quotations at any time before the solicitation closing date and time, and may submit modifications in response to an amendment, or to correct a mistake at any time before award.

(7) Offerors may submit revised Quotations only if requested or allowed by the Contracting Officer.

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

(d) Proposal expiration date. Quotations in response to this solicitation will be valid for a period of 60 calendar days.

(e) Restriction on disclosure and use of data. Offerors that include in their Quotations data that they do not want disclosed to the public for any purpose, or used by the Government except for evaluation purposes, shall

(1) Mark the title page with the following legend: This proposal includes data that shall not be disclosed outside the Government and shall not be duplicated, used or disclosedin whole or in partfor any purpose other than to evaluate this proposal. If, however, a purchase order is awarded to this offeror as a result ofor in connection with the submission of this data, the Government shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting purchase order. This restriction does not limit the Government's right to use information contained in this data if it is obtained from another source without restriction. The data subject to this restriction are contained in sheets [insert numbers or other identification of sheets]; and

(2) Mark each sheet of data it wishes to restrict with the following legend: Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal.

(f) Purchase Order Award.

(1) The Government intends to award purchase order(s), to the responsible offeror(s) whose proposal represents the best value, after an evaluation is conducted in accordance with the factors and sub factors, in the solicitation.

(2) The Government may reject any or all Quotations if such action is in the Government's interest.

(3) The Government may waive informalities and minor irregularities in Quotations received.

(4) The Government shall evaluate Quotations and may award a purchase order without discussions with offerors (except clarifications as described in FAR 15.306(a)). Therefore, the offeror's initial proposal should contain the offeror's best terms from a cost or price and technical standpoint. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary.

(5) The Government reserves the right to make an award on any item for a quantity less than the quantity quoted, at the unit cost or prices quoted, unless the offeror specifies otherwise in the proposal.

(6) Exchanges with offerors after receipt of a proposal do not constitute a rejection or counteroffer by the Government.

(7) The Government may determine that a proposal is unacceptable if the prices proposed are materially unbalanced between line items or subline items. Unbalanced pricing exists when, despite an acceptable total evaluated price, the price of one or more line items is significantly overstated or understated as indicated by the application of cost or price analysis techniques. A proposal may be rejected if the Contracting Officer determines that the lack of balance poses an unacceptable risk to the Government.

(8) The Government reserves the right to make multiple awards if after considering the additional administrative costs it is in the Government’s best interest to do so.

(9) If a cost realism analysis is performed, cost realism may be considered by the source selection authority in evaluating performance or schedule risk.

2. POTENTIAL AWARD WITHOUT DISCUSSIONS

The Government reserves the right to award a purchase order without discussions if the Contracting Officer determines that the initial quote(s) is/are fair and reasonable, provide the Best Value and discussions are not necessary.

3. ORDERING TERMS AND CONDITIONS

a. The offeror must specify the unit price quoted for each Item Number.

b. Prices proposed for this RFQ are Open Market .

c. The offeror must indicate the Quantity, Item, and Trade Discounts being quoted for each line item listed. If none, state none.

d. The offeror must indicate a period of delivery, citing the number of days after receipt of a purchase order document in which delivery will be performed.

e. The offeror must indicate the F.O.B. Point (cite 'O' for Origin and 'D' for Destination). Transportation & Shipping Terms, of the attached Addendum to Terms and Conditions of Purchase Order.]

4. PURCHASE ORDER TERMS AND CONDITIONS

a. The attached Purchase Order Terms and Conditions shall be made a part of any purchase order awarded as a result of this RFQ.

b. The attached Addendum to Terms and Conditions of Purchase Order shall be made a part of any purchase order awarded as a result of this RFQ.

5. REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF OFFERORS OR OFFERORS (SIMPLIFIED ACQUISITIONS)

If you intend to submit a quotation, you must complete the Offeror Representations and Certifications form as part of your SAM.gov registration. SAM.gov is federally mandated that organizations wishing to do business with the federal government under a FAR-based purchase order must be registered in SAM before being awarded the purchase order. SAM is the System for Award Management. This site, developed by the government will eventually combine eight federal procurement systems and the Catalog of Federal Domestic Assistance into one new system. Phase one of SAM will combine CCR, ORCA, EPLS and FedReg. As a result, CCR, ORCA, EPLS and FedReg no longer exists since July 29, 2012. If you already have a DUNS number, you can register on-line at http://www.sam.gov by clicking on "Register/Update Entity." If you need a DUNS number follow the instructions at http://fedgov.dnb.com/webform. If you experience problems with your registration, please contact the SAM Federal Service help desk at 866-606-8220. One's SAM registration in no way guarantees your business winning a contract or an increase in business.

6. PUBLICATION AND PUBLICITY

In addition to the requirements set forth in HHSAR Clause 352.270-6, Publications and Publicity incorporated by reference in SECTION I of this contract, the Contractor shall acknowledge the support of the National Institutes of Health whenever publicizing the work under this contract in any media by including an acknowledgment substantially as follows:

"This project has been funded in whole or in part with Federal funds from the National Institutes of Health, Department of Health and Human Services, under Contract No._____ "

7. SECTION 508 COMPLIANCE

Pursuant to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998, all electronic and information technology (EIT) products and services developed, acquired, maintained, and/or used under this contract/order must comply with the "Electronic and Information Technology Accessibility Provisions" set forth by the Architectural and Transportation Barriers Compliance Board (also referred to as the "Access Board") in 36 CFR part 1194. Information about Section 508 provisions is available at http://www.hhs.gov/od . The complete text of Section 508 Final provisions can be accessed at http://www.accessboard.gov/sec508/provisions.htm .

Section 508 Evaluation Factors: Responses to this solicitation will only be considered for award after it has been determined that the proposal adequately addresses the requirements for Section 508. Only Quotations which contain adequate information to document their responsiveness to the Section 508 requirements (e.g. a completed GPAT) will be eligible for any additional merit consideration.

Section 508 Acceptance Criteria: Quotations received as a result of this solicitation will be accepted based in part on satisfaction of identified Section 508 requirements for accessibility. All Quotations must include a completed GPAT, a sample of which is included as a part of this solicitation (see attachment No 10).

8. ANTI – LOBBYING

Pursuant to Section 503(a) of Public Law 105-78, contract funds shall not be used, other than for normal and recognized executive-legislative relationships, for publicity or propaganda purposes, for the preparation, distribution, or use of any kit, pamphlet, booklet, publication, radio, television, or video presentation designed to support or defeat legislation pending before Congress or any State legislature, except in presentation to the Congress or any other State legislature itself.

9. PRESS RELEASES

The Contractor shall clearly state, when issuing statements, press releases, requests for proposals, bid solicitations and other documents describing projects or programs funded in whole or in part with Federal money: (1) the percentage of the total costs of the program or project which will be financed with Federal money;

(2) the dollar amount of Federal funds for the project or program; and (3) the percentage and dollar amount of the total costs of the project or program that will be financed by nongovernmental sources.

10. OMB CLEARANCE

In accordance with HHSAR 352.270-7, Paperwork Reduction Act, the Contractor shall not proceed with surveys or interviews until such time as Office of Management and Budget (OMB) Clearance for conducting interviews has been obtained by the Contracting Officer's Representative (COR) and the Contracting Officer has issued written approval to proceed.

11. HOTEL AND MOTEL FIRE SAFETY ACT OF 1990 (PL. 101-391)

Pursuant to Public Law 101-391, no Federal funds may be used to sponsor or fund in whole or in part a meeting, convention, conference or training seminar that is conducted in, or that otherwise uses the rooms, facilities, or services of a place of public accommodation that do not meet the requirements of the fire prevention and control guidelines as described in the Public Law. This restriction applies to public accommodations both foreign and domestic. Public accommodations that meet the requirement can be accessed at:

http://www.usfa.fema.gov/hotel/index.htm.

12. NEEDLE EXCHANGE

The Contractor shall not use contract funds to carry out any program of distributing sterile needles or syringes for the hypodermic injection of any illegal drug.

13. CONSTITUTION DAY

Each educational institution that receives Federal funds for a fiscal year shall hold an educational program on the United States Constitution on September 17 of such year for the students serviced by the educational institution in accordance with Public Law 108-447.

14. RESTRICTION ON EMPLOYMENT OF UNAUTHORIZED ALIEN WORKERS

The Contractor shall not use contract funds to employ workers described in section 274A(h)(3) of the Immigration and Nationality Act, which reads as follows:

"(3) Definition of unauthorized alien. - As used in this section, the term 'unauthorized alien' means, with respect to the employment of an alien at a particular time, that the alien is not at that time either (A) an alien lawfully admitted for permanent residence, or (B) authorized to be so employed by this Act or by the Attorney General."

15. REPORTING MATTERS INVOLVING FRAUD, WASTE AND ABUSE

Anyone who becomes aware of the existence or apparent existence of fraud, waste and abuse in NIH funded programs is encouraged to report such matters to the HHS Inspector General's Office in writing or on the Inspector General's Hotline. The toll free number is 1-800-HHS-TIPS (1-800-447-8477). All telephone calls will be handled confidentially. The e-mail address is Htips@os.dhhs.gov and the mailing address is:

Office of Inspector General Department of Health and Human Services

TIPS HOTLINE

P.O. Box 23489 Washington, D.C. 20026

16. YEAR 2000 COMPLIANCE—SERVICE INVOLVING THE USE OF

INFORMATION TECHNOLOGY

The Contractor agrees that each item of hardware, software, and firmware used under this contract shall be able to accurately process date data (including, but not limited to, calculating, comparing and sequencing) from, into and between the twentieth and twenty-first centuries and the Year 1999 and the Year 2000 and leap year calculations.

17. DISSEMINATION OF FALSE OR DELIBERATELY MISLEADING

SCIENTIFIC INFORMATION

Pursuant to the current HHS annual appropriations act, the Contractor shall not use contract funds to disseminate scientific information that is deliberately false or misleading.

18. GUIDELINES FOR INCLUSION OF WOMEN, MINORITIES, AND PERSONS

WITH DISABILITIES IN NIH-SUPPORTED CONFERENCES

Pursuant to the NIH Revitalization Act (P.L. 103-43, Section 206), which adds Section 402 (b) to the Public Health Service Act, it is required that NIH, “in conducting and supporting programs for research, research training, recruitment, and other activities, provide for an increase in the number of women and individuals from disadvantaged backgrounds (including racial and ethnic minorities) in the fields of biomedical and behavioral research.” In addition, Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 require reasonable accommodations to be provided to individuals with disabilities.

It is NIH policy that organizers of scientific meetings should make a concerted effort to achieve appropriate representation of women, racial/ethnic minorities, and persons with disabilities, and other individuals who have been traditionally underrepresented in science, in all NIH sponsored and/or supported scientific meetings.

Therefore, it is the contractor’s responsibility to ensure the inclusion of women, minorities and persons with disabilities in all events when recruiting speakers and/or participants for meetings or conferences funded by this contract.

See the policy announcement for additional details and definitions at:

http://grants.nih.gov/grants/guide/notice-files/NOT-OD-03-066.html

19. SELECTION OF VENDOR(S)

a. The acceptability of the technical portion of each proposal will be evaluated by a technical review committee or a member of the Government’s technical staff. Each proposal will be evaluated in strict conformity with the evaluation criteria in the RFQ utilizing point scores and written critiques. The offeror may be requested to submit clarifying information.

b. The business portion of each proposal will be subjected to a cost/price analysis (as appropriate), management analysis, etc.

c. If award will be made without conducting discussions, offerors may be given the opportunity to clarify certain aspects of their Quotations (e.g. the relevance of an offeror’s past performance information and adverse past performance information to which the offeror has not previously had an opportunity to respond) or to resolve minor or clerical errors.

d. Best-Value Analysis. A final best-value analysis will be performed taking into consideration the results of the technical evaluation, cost analysis, and ability to complete the work within the Government's required schedule. The Government reserves the right to make an award to the best advantage of the Government, technical merit, cost, and other factors considered.

e. The NLM reserves the right to make a single award, multiple awards, or no award at all as a result of this RFQ. In addition, the RFQ may be amended or canceled as necessary to meet NLM’s requirements.

20. SOLICITATION PROVISIONS INCORPORATED BY REFERENCE [FAR 52.252-1 (FEBRUARY 1998)].

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 proposal. In lieu of submitting the full text provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its proposal. Also, the full text of a solicitation provision may be accessed electronically at this address: http://www.arnet.gov/far/.

FEDERAL ACQUISITION REGULATION (48CFR CHAPTER 1):

a. Data Universal Numbering System (DUNS) Number, FAR Clause 52.204-6 (April 2008)

b. Central Contractor Registration, FAR Clause 52.204-7 (April 2008)

c. Submission of Offers in the English Language, FAR 52.214-34 (April 1991).

b. Submission of Offers in U.S. Currency, FAR 52.214-35 (April 1991).

21. NUMBER OF COPIES OF PROPOSAL

Your quotation shall be organized as specified in Section B., GENERAL INSTRUCTIONS TO OFFERORS; Section C., INSTRUCTIONS FOR PREPARING THE TECHNICAL PORTION OF THE QUOTATION; and Section D., INSTRUCTIONS FOR PREPARING THE BUSINESS PORTION OF THE QUOTATION.

Please submit an electronic version of your quotation to the following email address no later than 3:00 p.m., Eastern Standard Time, on Friday, July 11, 2014.

chaparre@mail.nlm.nih.gov

In addition to the electronic copy, please submit one (1) signed original, five (5) hard copies of your proposal within 24 hours of the date stated above to the following address:

Elena Leon, Contract Specialist Office of Acquisitions (OA) National Library of Medicine (NLM) 6707 Democracy Blvd., Suite 105E Bethesda, Maryland 20894

FAXED COPIES WILL NOT BE ACCEPTED.

C. INSTRUCTIONS FOR PREPARING THE TECHNICAL PORTION OF THE

QUOTATION

1. INTRODUCTION

Quotations submitted under this solicitation will be accepted from small businesses and large business. This is a Full and Open Competition

A detailed work plan must be submitted indicating how each aspect of the statement of work is to be accomplished. The technical approach should include as much detail as you consider necessary to fully explain the proposed approach or method. The technical proposal should reflect a clear understanding of the nature of the work being undertaken. The technical proposal must include information on how the project is to be organized, staffed, and managed. In addition to the narrative, the MATRIX (Attachment No. 6) must be completed with the goals, target audience, etc., for the project.

The technical proposal shall clearly describe what work will be performed as part of the overall project, how it will be performed, who will be doing the work, and how the work related to the overall goals of the proposed project. In addition, the proposal should address why the project is significant and should be funded. Quotations shall not exceed a total of 50 single-spaced pages, including all enclosures and attachments. Pages should be of standard size (8 ½” x 11”) and the font should be no smaller than 10 point. Excluded from the page limitation are cover letters and letters from collaborators and consultants.

PROJECT DESCRIPTIONS ARE EXPECTED TO BE BRIEF AND SHALL NOT EXCEED 10 PAGES.

A Checklist for Submission is included as Attachment No. 7. This checklist is intended to help you; it is not a requirement and does not need to be included in your proposal.

2. TECHNICAL DISCUSSIONS

The suggested outline for the technical discussion is as follows:

a. Proposal Cover sheet (Attachment 4): Include project title, date of submission, name, address, telephone number(s), fax number(s), web address(s), e-mail and DUNS number of the submitting and partnering organization(s) along with specific contact personnel for both administrative and technical aspects of the project (may be the same person). In addition, a one-paragraph summary of the project (approximately 250-400 words) should be included.

b. Statement of work: Describe the project and include at least the following information:

· Goal: Describe in detail the goal of the project and how the requested funds will help accomplish them. A goal is a broad statement describing the ultimate benefits that the project will work toward accomplishing by the end of a successful project. The information outreach project goal should include improving access and use of HIV/AIDS information.

· Objectives: Describe the expected results and benefits for each measurable objective as it relates to the criterion of the RFQ and the goal of the project. There are different kinds of objectives, but there are generally steps required to achieve the stated goal. State the goal, objectives, and the specific accomplishments to be achieved. Address how this project will increase the awareness and utilization of the National Library of Medicine online health and medical resources in the HIV/AIDS community. Indicate the need for the project and its relationship to any similar projects currently underway, if any.

· Discussion: Address the accomplishments of each objective including the outcome(s), the target population, and what resources will be used. It is very important to fully discuss how you will accomplish each objective. Measurable objectives are the most important part of the entire proposal. For example, if training is a component of the project, make sure that a description of the content of the training is included in the proposal.

· Background Information: Provide a narrative description of the project including what will be done, who (organizations or agencies) will be doing it, and why it is important.

· Description of target group(s) Target Audience: Describe the target audience(s) including your connection with these groups. Discuss the need for the project that is being proposed for this audience. If you cannot refer to a formal needs assessment, provide other types of supporting documentation including demographic information. Describe the population(s) you are focusing on for your project. Describe specifically who will be most likely to benefit from the project. If available include estimates of numbers of individuals in the target populations and the geographic area included.

· Approach and Methodology: Clearly outline the general plan of work. Describe in detail the methodologies that will be used for the project and include any problems anticipated.

Notice: Provide clear and detailed justification for your approach. For example, do not propose developing a web page for your organization without including details about how this will improve information access for the target population and why another HIV/AIDS web page is necessary with all that are currently available.

· Evaluation: Methodology for Measuring Success - Discuss how you will know whether your project is a success. Describe what the project will accomplish, how you will measure the progress, and plans for evaluating the success of the project. All proposals must include evaluation measures for each information access category proposed. Please reference the “Resources” section on the ACIOP Blog (http://aciopblog.wordpress.com/resources/) for access to evaluation resources for health information outreach programs such as sample evaluation plans and assessment tools for each information access category. Some relevant examples of evaluation tools may include: conducting pre and post tests for training activities, assessing how frequently someone uses a new tool, and measuring change in the number of hits to a web site after a promotional activity.

· Services Matrix: Complete the Matrix (Attachment 5) to reflect the services, activities, timeframe, and evaluation measures and methods for the project.

· Project schedule: Provide a realistic schedule for completion of the work and delivery of items specified in the statement of work.

· Information Access Charts: Complete the charts (Attachment 6) addressing: (1) Types of activities planned, (2) Names and types of organizations involved in the project, and (3) Target populations.

· Cost Breakdown: Complete the form (Attachment 8) providing the types of expenditures planned, and the estimated rate, hours and cost of these expenditures.

c. Personnel: Describe the people who will be carrying out the project. Who will be responsible and what are their qualifications? Relate their qualifications to the work that will be done. If personnel will be hired to do the work, include the job description and the requirements for the job. Describe the experience and qualifications of personnel who will work on the project. Provide information that will show the qualifications of personnel and their recent experience with similar projects. Resumes and/or CVs of key staff must be included. If personnel will be hired, job descriptions with specific qualifications should be included.

NOTE: Offerors shall include a resume for each key person proposed for the project. Resumes of management, technical, and support staff necessary to provide the services and support requested shall also be included. Individual resumes shall be no more than two pages in length.

Resumes shall include the following:

· Name of person;

· Education (including, in reverse chronological order, colleges and/or technical schools attended (with dates), degree(s)/certification(s) received, major field(s) of study.

· Experience (including, in reverse chronological order, area(s) of work in which a person is qualified, company and title of position, approximate starting and ending dates (month/year), concise descriptions of experience for each position held, and

d. Partnerships/Consultants. Involvement of consultant is permitted. However, such use must be described in detail and supported by appropriate letters from each individual/organization confirming his/her role in the project. The letters of commitment should specify the roles of each participating consultants/organization and what services they are providing for the proposed project and must be included with the proposal.

e. Facilities. Describe the facilities and resources to be used to support this project. Include a description of computer equipment and office facilities of the offeror and those of any other site to be used in the project. List the most important equipment items already available for this project, noting location and pertinent capabilities of each. *Funds are not provided for rental expenses.

3. INSTRUCTIONS FOR AWARDS

a. The format provided must be used when submitting the proposal. Additional information may be provided, if necessary, but is not required.

b. The narrative description of the project should include a description of the work to be undertaken and how it will be done. It should briefly touch upon how the project will be organized, staffed and managed. The work to be conducted must relate to the goals and objectives stated for the project.

Involvement of partnerships/consultants is permitted. However, such use must be described in detail and supported by appropriate letters from each individual/organization confirming his/her role in the project. Letters of commitment must be included. They should specify the roles of each participating consultant/organization and what services they are providing for the proposed project.

c. Resumes and/or CVs of the key staff must be included. If personnel will be hired, job descriptions with specific qualifications must be included. The descriptions of the personnel involved in the project must include statements about their prior experience, education and training.

d. Attachment No. 4 – Proposal Cover Page must be included.

4. EVALUATION OF THE TECHNICAL PORTION OF QUOTATIONS

The technical portion of Quotations will be evaluated in accordance with the factors, weights, and order of relative importance as described in E. EVALUATION FACTORS FOR AWARD below:

5. ADDITIONAL INSTRUCTIONS FOR PREPARING THE TECHNICAL PORTION OF THE QUOTATION

a. Quotations which merely offer to conduct the work in accordance with the requirements of the Government’s scope of work will be considered nonresponsive. The offeror must submit an explanation of the proposed technical approach in conjunction with the tasks to be performed in achieving the project objectives.

b. Evaluation of the technical portion of Quotations will be conducted by a technical review committee in accordance with the evaluation criteria stated in

D. INSTRUCTIONS FOR PREPARING THE BUSINESS PORTION OF THE

QUOTATION

1. BASIC COST/PRICE INFORMATION

Offerors shall submit a detailed budget providing a breakdown and justification for the costs included in each expenditure category. The categories listed are not exhaustive and should be modified for the specific items you are requesting.

Use the Cost Breakdown Form supplied (Attachment No. 8) to submit your budget.

Funds may be requested for the following (these are examples only and are not meant to be all-inclusive):

· Purchase of equipment or materials for the project

· Salaries of additional staff to support the project or release current staff to carry out the project.

· Document delivery

· Communications access costs

· Travel necessary for the project

· Developing, producing, and distributing materials for the project

· Evaluating the project

· Costs to obtain or provide training in accessing HIV/AIDS information resources

2. INFORMATION OTHER THAN PRICING DATA

The information submitted shall consist of data to permit the Contracting Officer and authorized representatives (NLM staff) to determine price reasonableness or cost realism, e.g., information to support an analysis of material costs or information on prices and quantities at which the offeror has previously sold the same or similar items or carried out the same or similar work.

Any information submitted must support the price proposed. Include sufficient detail or cross reference to clearly establish the relationship of the information provided to the price proposed. Support any information provided by explanations or supporting rational as needed to permit the Contracting Officer and authorized representatives to evaluate the documentation. The information may be submitted in the offeror’s original format.

Funds may not be used for the following:

· Purchase of meals, light refreshments, or beverages, including gift cards for such items.

· Gifts, gift cards, or promotional items including but not limited to: clothing and commemorative items such as pens, mugs/cups, folders/folios, lanyards, conference bags or similar items.

E. EVALUATION FACTORS FOR AWARD

1. GENERAL

In the selection of the contractor(s) for this acquisition, paramount consideration shall be given to the evaluation of the technical Quotations rather than cost or price. The evaluation will be based on the demonstrated capabilities of the prospective vendor in relation to the needs of the project as set forth in the RFQ. The merits of each proposal will be evaluated carefully, based on responsiveness to the RFQ and the thoroughness and feasibility of the technical approach taken. Vendors must submit information sufficient to evaluate their Quotations based on the detailed criteria listed below. NLM may award a purchase order only if the corresponding proposal has been recommended as technically acceptable by the technical review committee. NLM is not under any obligation to fund any proposal or make any specific number of awards. Funding for any/all technically acceptable Quotations is not guaranteed.

QUOTATIONSWILL BE SCORED AGAINST THESE CRITERIA, SO PLEASE BE CERTAIN THAT ALL CRITERIA HAVE BEEN ADDRESSED IN YOUR SUBMISSION.

2. EVALUATION OF TECHNICAL PORTION OF PROPOSAL

The technical portion of Quotations will be evaluated in accordance with the factors, weights, and order of relative importance as descried below entitled “EVALUATION FACTORS FOR AWARD”.

Quotations which merely offer to conduct the work in accordance with the requirements of the Government’s scope of work will not be eligible for award. The offeror must submit an explanation of the proposed technical approach in conjunction with the tasks to be performed in achieving the project objectives.

Evaluation of the technical portion of Quotations will be conducted by a technical review committee or a member of the Government’s technical staff in accordance with the weighted technical criteria stated in EVALUATION FACTORS FOR AWARD. This evaluation produces a numerical score (points) which is based upon the information contained in the offeror’s proposal only.

a. QUALIFICATIONS OF THE OFFEROR

You are requested to submit a summary of your General Experience, Organizational Experience Related to this RFQ, Performance History, and Pertinent Acquisitions.

iii. Performance History: defined as meeting acquisition objectives within delivery and cost schedules on efforts, either past or on-going, which is comparable or related to the effort required by this RFQ.

iv. Pertinent Acquisitions: defined as a listing of each related acquisition completed within the last three years or currently in process. The listing should include: (1) the acquisition number; (2) acquiring agency; (3) acquisition dollar value; (4) dates acquisition began and ended (or ends); (5) description of acquisition work; (6) explanation of relevance of work to this RFQ; and (7) actual delivery and cost performance versus delivery and cost agree to in the acquisition(s).

You are cautioned that omission or an inadequate or inaccurate response to this very important RFQ requirement could have a negative effect on the overall selection process. Previous work experience which is relevant to the ability of the offeror to perform will be considered in the source selection process.

3. PRICING

Prices to the Government shall be as low as or lower than those charged to the offeror's most favored customer for comparable quantities under similar terms and conditions in addition to any trade or prompt payment discounts offered. Accordingly, discounts notwithstanding, the offeror must ensure that the items sold to the Government in the particular commodity category meet the requirement for "most favorable pricing" to the Government.

4. MANDATORY CRITERIA

Listed below are mandatory qualification criteria that establish conditions that must be met in order for the proposal to be considered:

a. The project must specifically target AIDS-related health information needs of the affected community, their care givers, or the general public including, but not limited to, allied health professionals, social workers, or case managers. At least one of the organizations managing the project must be a community-based organization, library or department of public health.

b. The proposal must address how the project will increase the awareness and utilization of the National Library of Medicine online health and medical resources in the HIV/AIDS community. All proposals must include evaluation measures for each information access category.

c. The project must be conducted within the United States and its territories.

d. Project budgets shall not exceed $40,000 including indirect costs.

e. Every proposal must include Submission Category and Contact Information as the cover of the entire proposal.

5. TECHNICAL EVALUATION CRITERIA

In determining which offer represents the best value (i.e., labor hours, special features, administrative costs) to meet the Government’s needs, the Government shall evaluate responses using the following evaluation criteria that are listed in descending order of priority:

The technical proposal will receive paramount consideration in the selection of the offerors for this acquisition. In the event that the technical evaluation reveals that two or more offerors are approximately equal in the technical ability, then cost may become a significant factor in determining award. In any event, the government reserves the right to make an award based on a best value determination, cost and other factors considered.

Offerors merely proposing to provide a service in accordance with the statement of work will not be eligible for award. The proposal must include a comprehensive plan for meeting the needs of the Government, addressing each of the requirements of the statement of work and explaining the proposed technical approach to be used. Failure to provide the information required to evaluate the proposal may result in the rejection of the proposal without further consideration.

*NOTE: The Section 508 GPAT is required to be submitted as part of your quotation and will be evaluated as acceptable or unacceptable but not scored.

6. TECHNICAL EVALUATION FACTORS

STANDARD AWARDS

Total Points 100

Criterion A (50 points) Technical Approach

The logic and feasibility of the technical approach to providing HIV/AIDS-related information services to the community in a way meaningful to the target community. The proposal should include sufficient detail to show an understanding of the project and describe how the project will be conducted, and what need(s) the project will help to meet. The proposal should address how this project will increase the awareness and utilization of the NLM HIV/AIDS resources in the HIV/AIDS community by accessing health and medical resources online and/or using mobile technologies. The rationale and need for the project must be clearly defined. Include the approach to assess the value of the project. If the proposal is for an extension or expansion of a previously funded NLM project, the proposal should explain the need for the extension or expansion. It should address what has been learned from the earlier project and what changes, if any, will be made as a result of what has been learned. The impact of prior project(s) should also be discussed as well as the potential impact of the proposed project. All proposals must include evaluation measures for each information access category. Plans for continuing the project after the period of performance for this funding concludes should also be discussed.

Criterion B (20 points) Organization(s) Involved, Facilities, Personnel, and Resources

A description of the organization(s) making the proposal, its’ (their) primary clientele, services currently provided, experience, facilities, equipment and supporting documentation. Demonstrated evidence of facilities and resources adequate to support the proposed project and letters of commitment from all the organizations involved in the project.