RFQ COOP2011_6_11(3).docx

SOL # NIHOD2011269

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested. A written solicitation will not be issued. This requirement is set aside for small businesses. The North American Industry Classification System (NAICS) code is 541690 and the small business size standard is $6.5 million. This Request for Proposal, RFP number NIHOD2011269, is for the acquisition of emergency management services and Continuity of Operations Program (COOP) support.

I. Pricing Schedule

Independently, and not as an agent of the government, the Contractor shall provide the service detailed in the Statement of Work using the following labor categories. The Contractor shall be paid in accordance with the fixed loaded hourly rates shown below for the number of hours actually incurred in the performance of work specified herein. Overtime rates shall be authorized by the Project Officer. Travel is on a cost-reimbursement basis.

Basic Contract Period: through [specific dates to be completed at time of award]

Project Manager $ 1920 Hours $

Principal $ 1248 Hours $

Sr. Associate $ 1248 Hours $

Associate $ 832 Hours $

Researcher $ 520 Hours $

Estimated Total - Base Period $

Basic Contract Period - Overtime Hourly Rates

Project Manager $

Principal $

Sr. Associate $

Associate $

Researcher $

1st Option Period: through [specific dates to be completed at time of award]

Project Manager $ 1920 Hours $

Principal $ 1248 Hours $

Sr. Associate $ 1248 Hours $

Associate $ 832 Hours $

Researcher $ 520 Hours $

Estimated Total – 1st Option Period $

1st Option Period - Overtime Hourly Rates

Project Manager $

Principal $

Sr. Associate $

Associate $

Researcher $

2nd Option Period: through [specific dates to be completed at time of award]

Project Manager $ 1920 Hours $

Principal $ 1248 Hours $

Sr. Associate $ 1248 Hours $

Associate $ 832 Hours $

Researcher $ 520 Hours $

Estimated Total – 2nd Option Period $

2nd Option Period - Overtime Hourly Rates

Project Manager $

Principal $

Sr. Associate $

Associate $

Researcher $

3rd Option Period: through [specific dates to be completed at time of award]

Project Manager $ 1920 Hours $

Principal $ 1248 Hours $

Sr. Associate $ 1248 Hours $

Associate $ 832 Hours $

Researcher $ 520 Hours $

Estimated Total – 3rd Option Period $ ___

3rd Option Period - Overtime Hourly Rates

Project Manager $

Principal $

Sr. Associate $

Associate $

Researcher $

4th Option Period: through [specific dates to be completed at time of award]

Project Manager $ 1920 Hours $

Principal $ 1248 Hours $

Sr. Associate $ 1248 Hours $

Associate $ 832 Hours $

Estimated Total – 4th Option Period $

4th Option Period - Overtime Hourly Rates

Project Manager $

Principal $

Sr. Associate $

Associate $

Researcher $

II. Statement of Work – Emergency Management and Continuity of Operations (COOP) Support

A. Background:

This requirement is located in the National Institutes of Health (NIH), Office of Research Services (ORS), Security Emergency Response (SER), Division of Emergency Preparedness and Coordination (DEPC). The contractor will be expected to perform the duties related to the development and enhancement of the NIH Emergency Management (EM) and Continuity of Operation (COOP) Program.

The DEPC has developed an EM/COOP program that delineates responsibility and requirements to prepare for and manage an emergency event. DEPC is responsible for maintaining the NIH COOP Program and further building out the COOP plan, while also ensuring the safety and security of NIH through emergency evacuation drills, shelter in place programs, employee awareness programs, planning and preparing the NIH to deal with the upcoming Flu Pandemic and other emergency preparedness initiatives. The Department of Health and Human Services, in support of the National effort, is developing and implementing the necessary contingency and response plans, procedures and protocols to ensure the Nation’s health care infrastructure remains viable in the event of a pandemic. As a result of this pandemic planning effort, the NIH has numerous responsibilities which require immediate action. These actions are required to ensure NIH continues its mission critical functions in providing research protocols to identify strains and develop antivirals to protect the population. Further, NIH must develop contingency plans, processes and procedures to ensure that NIH can protect its employees, maintain all programs such as clinical protocols, patient care, National Critical Infrastructure activities, protection of research, etc. due to staff shortages and limited administrative resources as a result of the pandemic.

B. Period of Performance:

The period of performance is a base year with 4 option years.

C. Place of Performance:

Work will be performed on the NIH Campus in Bethesda, MD, at NIH facilities located in Frederick, MD, Research Triangle Park, NC, Hamilton, Montana, Poolesville, MD, and NIH facilities located in the Baltimore/Washington Metropolitan area.

D. Contractor Tasks:

The contractor must meet and provide; but not limited to the following items:

· Contractor must possess a National Security Top Secret Clearance

· Contractor must hold a current Facility Security Clearance Certification The Project Manager for the contractor, and up to two additional contract staff, will be made available, at the discretion of the Government Project Officer, during a National, regional or local crisis/emergency. Contract staff will serve at the discretion of the DEPC staff in conducting rapid assessments of the crisis, establishing emergency communications within the NIH Emergency Operations Command Center, supporting the establishment of the NIH Emergency Relocation Sites, establishing and operating emergency communication equipment, computers, telephones, telecommunication equipment, and all other equipment associated with Emergency Operations Centers and Relocation sites.

The contractor will be required to provide a multiple range of tasks. These tasks, listed below, will vary in their scope and will depend on current requirements which will be dictated by events or circumstances at any given time. The tasks listed below provide an overarching view of those tasks the contractor will be required to perform at any given time. The expectation of the Government is to achieve compliance with Federal Continuity Directives 1 (FCD 1), develop and implement outreach programs, develop test training and exercise programs to ensure response and recovery capability, ensure evacuation programs are in place and viable, and develop crisis response capability within the Institutes and Centers as well as across the NIH.

· Developing, implementing and testing Pandemic contingency plans

· Developing emergency plans and procedures

· Developing action plans

· Coordinate the development of the necessary processes for relocating key NIH staff to the NIH Continuity Facility

· Developing documentation for ORF and/or ORS staff related to different contingencies (i.e., snow, ice, power outages, etc…)

· Developing reconstitution plans and procedures

· Coordinating the identification of NIH essential functions using such publications as the Federal Emergency Management Agency’s (FEMA) Continuity of Operations (COOP) Multi-Year Strategy and Program Management Plan Template Guide (http://www.fema.gov/pdf/government/coop/MYSPMPTTemplateGuide.pdf )

· Providing program management support to the DEPC Program and its staff

· Coordinating the development of an NIH interoperable communication capability

· Coordinating the COOP interaction with the NIH Vital Records Program as specified in FCD1

· Coordinating the implementation of the NIH COOP Test, Training and Exercise Program as specified in FCD 1

· Coordinating the NIH COOP Devolution Plan as specified in FCD1

· Mentoring staff in the enhancement of the NIH EM/COOP Program

· Provide guidance and support for the development and implementation of the NIH COOP Crisis Response Team initiative

· Provide support and guidance for the development and implementation of emergency response and crisis mitigation initiatives

· Provide support and guidance in activities and initiatives associated with complying with Federal mandates focusing on health safety, life safety, environmental safety, and agency continuity and the continuity of Government

· Provide direct support to the DEPC during crisis/emergencies as necessary

· Provide assistance associated with classified communication activities requiring Top Secret clearances

· Providing support with evacuation programs i.e. mass evacuation, leased facility evacuation, etc.

· Conducting surveys to establish emergency evacuation teams throughout the NIH, including the Building 10, Clinical Center Complex

· Conducting emergency evacuation drills throughout the NIH campus, including the Building 10, Clinical Center Complex

· Providing facilitation services for meetings and exercises.

E. Labor Categories:

F. Review and Approval:

All work shall be performed in a professional manner and all tasks must be met as defined in the Statement of Work in the time frame directed by the Project Officer. Contractor agrees to undertake, carry out and complete for the Government, in a satisfactory and competent manner, all work and services described in the contractor tasks. This work will be submitted to Government for review. Contractor agrees to maintain liaison with the Government to ensure a well integrated project effort.

G. Reports and Deliverables:

The contractor shall provide the Government a monthly progress report and shall be delivered to the Project Officer.

[TO BE COMPLETED AT TIME OF AWARD]

H. Travel Costs

It is anticipated that the Contractor will travel to each of the satellite sites in Research Triangle Park, North Carolina and Hamilton, Montana no more than twice annually. The Contractor will be reimbursed, not to exceed the totals per year designated in the Pricing Schedule, unless additional trips are authorized by the Project Officer, for all domestic travel as described below, incurred directly and specifically in the performance of this contract, claimed by the Contractor and accepted by the Contracting Officer.

Domestic travel expenses incurred by the Contractor in direct performance of the contract shall be reimbursed provided such travel is necessary for the performance of this contract and the cost does not exceed:

a. The lowest customary standard, coach, or equivalent airfare offered during normal business hours for air travel except when such accommodations: 1) require circuitous routing, 2) require travel during unreasonable hours, 3) excessively prolong travel, 4) result in increased costs that would offset transportation savings, 5) are not reasonably adequate for the physical or medical needs of the traveler, or 6) are not reasonably available to meet mission requirements. In order for costs in excess of customary standard or coach airfare to be considered allowable, the applicable exception must be documented and justified.

b. Costs of rail travel by most direct route, coach-class accommodations.

c. The prevailing mileage rate set forth in the Federal Travel Regulation (FTR) or reasonable actual expenses for travel by motor vehicle. Travel by motor vehicle, including rented automobile, shall be reimbursed on a reasonable actual expense basis, or at the Contractor’s option, on a mileage basis at the prevailing FTR rate, plus any toll or ferry charges.

d. The prevailing rates set forth in the FTR for lodging, meals and incidental expenses.

I. Option to Extend Services (Nov 1999)(FAR 52.217-8)

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 within 30 days.

J. Option to Extend the Term of the Contract (Mar 2000)(FAR 52.217-9)

a. The Government may extend the term of this contract by written notice to the Contractor within 30 days of the contract expiration; provided that the Government shall give the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

b. If the Government exercises this option, the extended contract shall be considered to include this option provision.

c. The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years .

K. CONTRACTING OFFICER'S TECHNICAL REPRESENTATIVE (COTR)

The following Contracting Officer's Technical Representative (COTR) will represent the Government for the purpose of this contract:

[TO BE COMPLETED AT TIME OF AWARD]

The COTR is responsible for: (1) monitoring the Contractor's technical progress, including the surveillance and assessment of performance and recommending to the Contracting Officer changes in requirements; (2) interpreting the statement of work and any other technical performance requirements; (3) performing technical evaluation as required; (4) performing technical inspections and acceptances required by this contract; and (5) assisting in the resolution of technical problems encountered during performance.

[The alternate COTR is responsible for carrying out the duties of the COTR only in the event that the COTR can no longer perform his/her duties as assigned.] The Contracting Officer is the only person with authority to act as agent of the Government under this contract. Only the Contracting Officer has authority to: (1) direct or negotiate any changes in the statement of work; (2) modify or extend the period of performance; (3) change the delivery schedule; (4) authorize reimbursement to the Contractor for any costs incurred during the performance of this contract; or (5) otherwise change any terms and conditions of this contract.

[The Contracting Officer hereby delegates the COTR as the Contracting Officer's authorized representative responsible for signing software license agreements issued as a result of this contract.]

The Government may unilaterally change its COTR designation.

L. Technical Direction

Work performance shall be subject to the technical direction of the Project Officer. The term “technical direction” is defined to include, without limitation, the following:

(a) Directions to the Contractor which redirect the contract effort, such as shift work emphasis between work areas or tasks, require pursuit of certain lines of inquiry, fill in details or otherwise serve to accomplish the contractual performance work statement.

(b) Provisions of information to the Contractor which assists in the interpretation of drawings, specifications or technical portions of the work description.

(c) Review and, as required by the contract, approval of technical reports, drawings, specifications or technical information to be delivered by the Contractor to the Government.

Technical direction must be within the general scope of the work stated in the contract. The Project Officer does not have authority to and may not issue any technical direction which (i) constitutes an assignment of additional work outside the general scope of the contract; (ii) constitutes a change as defined in the contract clause entitled “Changes;” (iii) in any manner causes an increase or decrease in the total estimated contract cost, the fixed fee or the time required for contract performance; or (iv) change any of the expressed terms, conditions, or specifications of the contract.

The Contractor shall proceed promptly with the performance of technical directions duly issued by the Project Officer in the manner prescribed by this Article and within his authority under the provisions of this Article.

If, in the opinion of the Contractor, any instruction or direction issued by the Project Officer is within one of the categories as defined in (i) through (iv) above, the Contractor shall not proceed but shall notify the Contracting Officer in writing within five (5) working days after the receipt of any such instruction or direction and shall request the Contracting Officer to modify the contract accordingly. Upon receiving such notification from the Contractor, the Contracting Officer shall issue an appropriate contract modification or advise the Contractor in writing that, in his opinion, the technical direction is within the scope of this Article and does not constitute a change under the Changes clause of the contract. The Contractor shall thereupon proceed immediately with the direction given. A failure of the parties to agree upon the nature of the instruction or direction or upon the contracting action to be taken with respect thereto shall be subject to the provisions of the contract clause entitled “Disputes.”

M. Key Personnel, HHSAR 352.242-70 (January 2006) The key personnel specified in this contract are considered to be essential to work performance. At least 30 days prior to diverting any of the specified individuals to other programs or contracts (or as soon as possible, if an individual must be replaced, for example, as a result of leaving the employ of the Contractor), the Contractor shall notify the Contracting Officer and shall submit comprehensive justification for the diversion or replacement request (including proposed substitutions for key personnel) to permit evaluation by the Government of the impact on performance under this contract. The Contractor shall not divert or otherwise replace any key personnel without the written consent of the Contracting Officer. The Government may modify the contract to add or delete key personnel at the request of the Contractor or Government.

(End of Clause) The following individual(s) is/are considered to be essential to the work being performed hereunder:

Project Manager

Principal

Sr. Associate

Associate

Researcher

** Two of the following senior staff members, who will be onsite on a daily basis needs to have Top Level Security Clearance. That could be the Project Manager, Principal and/or Sr. Associate. Please refer to Page 18, Paragraph Z.1.

N. Ordering (FAR 52.216-18)(OCT 1995)

(a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. Such orders may be issued until the contract expiration date.

(b) All delivery orders or task orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order or task order and this contract, the contract shall control.

(c) If mailed, a delivery order or task order is considered "issued" when the Government deposits the order in the mail. Orders may be issued orally, by facsimile, or by electronic commerce methods only if authorized in the Schedule.

To be determined upon award

The following Contractor representative(s) is/are authorized to receive and accept orders placed by telephone :

Name(s):

To be determined upon award

Telephone:

O. Delivery Order Limitations (FAR 52.216-19) (OCT 1995)

(a) Minimum order: When the Government requires supplies or services covered by this contract in an amount of less than (no minimum) the Government is not obligated to purchase, nor is the Contractor obligated to furnish, those supplies or services under the contract.

(c) If this is a requirements contract, the Government is not required to order a part of any one requirement from the Contractor if that requirement exceeds the maximum-order limitation in paragraph (b) of this section.

(d) Notwithstanding paragraphs (b) and (c) of this section, the Contractor shall honor any order exceeding the maximum order limitations in paragraph (b), unless that order (or orders) is returned to the ordering office within 10 days after issuance, with written notice stating the Contractor's intent not to ship the item (or items) called for and the reason. Upon receiving this notice, the Government may acquire the supplies or services from another source.

(end of clause)

P. Invoice Submission/Contract Financing Request Payment requests shall be submitted to the offices identified below. Do not submit supporting documentation (e.g., receipts, time sheets, vendor invoices, etc.) with your payment request unless specified elsewhere in the contract or requested by the Contracting Officer.

0. The original invoice shall be submitted to the following designated billing office:

National Institutes of Health Office of Financial Management Commercial Accounts 2115 East Jefferson Street, Room 4B-432, MSC 8500 Bethesda, MD 20892-8500

0. One copy of the invoice shall be submitted to the following approving official :

National Institutes of Health To be completed at the time of award

0. In addition to the requirements specified in FAR 32.905 for a proper invoice, the Contractor shall include the following information on the face page of all payment requests:

Q. Post Award Evaluation of contractor Performance Contractor Performance Evaluations

Interim and final evaluations of Contractor performance will be prepared on this contract in accordance with FAR Subpart 42.15. The final performance evaluation will be prepared at the time of completion of work. In addition to the final evaluation, interim evaluation(s) will be prepared at the end of each option period.

Interim and final evaluations will be provided to the Contractor as soon as practicable after completion of the evaluation. The Contractor will be permitted thirty days to review the document and to submit additional information or a rebutting statement. If agreement cannot be reached between the parties, the matter will be referred to an individual one level above the Contracting Officer, whose decision will be final.

Copies of the evaluations, Contractor responses, and review comments, if any, will be retained as part of the contract file, and may be used to support future award decisions.

a. Electronic Access to Contractor Performance Evaluations

Contractors may access evaluations through a secure Web site for review and comment at the following address:

https://www.cpars.csd.disa.mil

R. Availability of Funds for the Next Fiscal Year (FAR 52.232-19)(APR 1984) Funds are not presently available for performance under this contract beyond the Government's current fiscal year. The Government's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond the Government's current fiscal year, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer.

S. Government Property

When tasks are designated as on-site and it is deemed necessary, the Government will furnish a desk and other appropriate office furniture, computer terminal, printer and fax machine if so required, telephone, telephone instruments, and other material appropriate to performance of the tasks. No secretarial support will be provided. If germane to the task, the Government will furnish computer resources so that software related activities may be accomplished on the same system which the software will be operating.

In addition to the requirements of the Clause, GOVERNMENT PROPERTY, incorporated in Section IV of this contract, the Contractor shall comply with the provisions of DHHS Publication (OS) 686, Contractor’s Guide for Control of Government Property, (1990), which is incorporated into this contract by reference. This publication provides a summary of the basic policies and procedures for contractors to follow in the management, control and use of government property provided under a DHHS contract. A copy of this publication is available at:

http://knownet.hhs.gov/log/AgencyPolicy/HHSLogPolicy/contractorsguide.htm

T. Damage to Government Property from Causes Other Than Contractor’s Negligence

Nothing in the preceding clause shall be considered to preclude the Government from receiving the benefits on any insurance the Contractor may carry which provides for indemnification for any loss or destruction of, or damage to property in the custody and care of the Contractor where such loss, destruction or damage is to Government Property. The Contractor shall do nothing to prejudice the Government's right to recover against third parties for any loss of , destruction of, or damage to Government Property, and upon the request of the Contracting Officer shall, at the Government's expense, furnish to the Government all responsible assistance and cooperation (including assistance in the prosecution of suit and the execution of instruments of assignment in favor of the Government) in obtaining recovery.

U. Insurance

As referenced in the Section IV, Federal Acquisition Regulation (FAR) clause number 52.228-5, Insurance -Work on a Government Installation, the Contractor shall have and also require of any first-tier subcontractors who will perform work on a Government installation, to procure and maintain the insurance required below during the entire period of their performance.

The Contractor shall have the required insurance at the time of contract award. The Contractor shall furnish to the Contracting Officer, within three (3) days after date of contract, a certificate of insurance evidencing the below coverage. At all times during performance of the contract, the Contractor shall maintain with the Contracting Officer a current Certificate of Insurance showing at a minimum the insurance required below.

The Contractor shall furnish (or assure that there has been furnished) to the Contracting Officer a current Certificate of Insurance meeting the requirements stated herein for each such first-tier subcontractor, at least five (5) days prior to entry of each such subcontractor's personnel on the Government installation.

Thirty (30) days written notice shall be provided to the Contracting Officer by the insurance company prior to cancellation or material change in policy coverage.

Insurance coverage shall be in the following minimum amounts:

1) Worker’s Compensation and Employer’s Liability - $100,000

2) General Liability - Bodily injury liability coverage written on the comprehensive form of policy of at least $500,000 per occurrence

3) Automobile Liability - $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage.

V. 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.

W. 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:

X. Non-Personal Services

This contract is a “non-personal services contract” as defined in Federal Acquisition Regulation (FAR) Subpart 37.1. It is, therefore, understood and agreed that the Contractor and/or the Contractor’s employees: (1) shall perform the services specified herein as independent contractors, not as employees of the Government; (2) shall be responsible for their own management and administration of the work requirements and bear sole responsibility for complying with any and all technical, schedule, or financial requirements or constraints attendant to the performance of this contract; (3) shall be free from supervision or control by any Government employee with respect to the manner or method of performance of the services specified; but (4) shall, pursuant to the Government’s right and obligation to inspect, accept or reject the work, comply with such general direction of the Contracting Officer, or the duly authorized representative of the Contracting Officer, as is necessary to ensure accomplishment of the contract objectives.

Y. Restriction on Employement 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."

Z. Access to National Institutes of Health (NIH) Electronic Mail All Contractor staff that have access to and use of NIH electronic mail (e-mail) must identify themselves as contractors on all outgoing e-mail messages, including those that are sent in reply or are forwarded to another user. To best comply with this requirement, the Contractor staff shall set up an e-mail signature ("AutoSignature") or an electronic business card ("V-card") on each Contractor employee's computer system and/or Personal Digital Assistant (PDA) that will automatically display "Contractor" in the signature area of all e-mails sent.

Z.1 HHS-Controlled Facilities and Information Systems Security

0. To perform the work specified herein, Contractor personnel are expected to have routine (1) physical access to an HHS-controlled facility; (2) physical access to an HHS-controlled information system; (3) access to sensitive HHS data or information, whether in an HHS-controlled information system or in hard copy; or (4) any combination of circumstances (1) through (3).

0. To gain routine physical access to an HHS-controlled information system, and/or access to sensitive data or information, the Contractor and its employees shall comply with Homeland Security Presidential Directive (HSPD)-12, Policy for a Common Identification Standard for Federal Employees and Contractors; Office of Management and Budget Memorandum (M-05-24); and Federal Information Processing Standards Publication (FIPS PUB) Number 201; and with the personal identity verification and investigations procedures contained in the following documents:

0. HHS Information Security Program Policy ( http://www.hhs.gov/read/irmpolicy/121504.html )

0. HHS Office of Security and Drug Testing, Personnel Security/Suitability Handbook, dated February 1, 2005 ( http://www.hhs.gov/ohr/manual/pssh.pdf )

0. HHS HSPD-12 Policy Document, v. 2.0 ( http://www.whitehouse.gov/sites/default/files/omb/assets/omb/memoranda/fy2005/m05-24.pdf )

0. Information regarding background checks/badges ( http://idbadge.nih.gov/background/index.asp )

0. Position Sensitivity Levels:

This contract will entail the following position sensitivity levels:

[X] Level 6: Public Trust - High Risk. Contractor/subcontractor employees assigned to Level 6 positions shall undergo a Suitability Determination and Background Investigation (MBI).

[ ] Level 5: Public Trust - Moderate Risk. Contractor/subcontractor employees assigned to Level 5 positions with no previous investigation and approval shall undergo a Suitability Determination and a Minimum Background Investigation (MBI), or a Limited Background Investigation (LBI).

[X] Level 1: Non-Sensitive. Contractor/subcontractor employees assigned to Level 1 positions shall undergo a Suitability Determination and National Check and Inquiry Investigation (NACI).

0. The personnel investigation procedures for Contractor personnel require that the Contractor prepare and submit background check/investigation forms based on the type of investigation required. The minimum Government investigation for a non-sensitive position is a National Agency Check and Inquiries (NACI) with fingerprinting. More restricted positions - i.e., those above non-sensitive, require more extensive documentation and investigation.

The Contractor shall submit a roster, by name, position, e-mail address, phone number and responsibility, of all staff (including subcontractor staff) working under the contract who will develop, have the ability to access and/or maintain a Federal Information System(s). The roster shall be submitted to the Contracting Officer's Technical Representative (COTR), with a copy to the Contracting Officer, within 14 calendar days after the effective date of the contract. The Contracting Officer shall notify the Contractor of the appropriate level of suitability investigations to be performed. An electronic template, "Roster of Employees Requiring Suitability Investigations," is available for contractor use at: http://ocio.nih.gov/docs/public/Suitability-roster.xls .

Upon receipt of the Government's notification of applicable Suitability Investigations required, the Contractor shall complete and submit the required forms within 30 days of the notification.

The Contractor shall notify the Contracting Officer in advance when any new personnel, who are subject to a background check/investigation, will work under the contract and if they have previously been the subject of national agency checks or background investigations.

All contractor and subcontractor employees shall comply with the conditions established for their designated position sensitivity level prior to performing any work under this contract.

Contractors may begin work after the fingerprint check has been completed.

0. Investigations are expensive and may delay performance, regardless of the outcome of the investigation. Delays associated with rejections and consequent re-investigations may not be excusable in accordance with the FAR clause, Excusable Delays - see FAR 52.249-14. Accordingly, the Contractor shall ensure that any additional employees whose names it submits for work under this contract have a reasonable chance for approval.

0. Typically, the Government investigates personnel at no cost to the Contractor. However, multiple investigations for the same position may, at the Contracting Officer's discretion, justify reduction(s) in the contract price of no more that the cost of the additional investigation(s).

0. The Contractor shall include language similar to this "HHS Controlled Facilities and Information Systems Security" language in all subcontracts that require subcontractor personnel to have the same frequency and duration of (1) physical access to an HHS-controlled facility; (2) logical access to an HHS-controlled information system; (3) access to sensitive HHS data/information, whether in an HHS-controlled information system or in hard copy; or (4) any combination of circumstances (1) through (3).

0. The Contractor shall direct inquiries, including requests for forms and assistance, to the Contracting Officer or designee.

0. Within 7 calendar days after the Government's final acceptance of the work under this contract, or upon termination of the contract, the Contractor shall return all identification badges to the Contracting Officer or designee.

I. Evaluation factors

The major evaluation factors for this solicitation include technical, which encompasses experience and past performance factors, and cost/price factors. Although technical factors are of paramount consideration in the award of the contract, cost/price is also important to the overall decision. All evaluation factors, other than cost/price, when combined, are significantly more important than cost or price.

Offerors are advised that award will be made to that offeror whose proposal provides the combination of features that offers the best or greatest overall value to the Government. The Government is more concerned with obtaining performance capability superiority rather than lowest overall cost. However, the Government will not make an award at a significantly higher overall cost to the Government to achieve only slightly superior performance. Overall cost to the Government may become the ultimate determining factor for award of a contract as proposals become more equal based on the other factors.

The evaluation will be based on the demonstrated capabilities of prospective Contractors in relation to the needs of the project as set forth in the RFP. The merits of each proposal will be evaluated carefully. Each proposal must document the feasibility of successful implementation of the requirements of the RFP. Offerors must submit information sufficient to evaluate their proposals based on the detailed criteria listed below.

Technical Evaluation Criteria:

The evaluation criteria are used by the technical evaluation committee when reviewing the technical proposals. The criteria below are listed in the order of relative importance with weights assigned for evaluation purposes.

UNDERSTANDING THE REQUIREMENT – 45 Points

The offeror’s technical proposal will be evaluated on how well the proposal presents a clear understanding of the contract objectives and the degree to which the proposal presents a reasonable, feasible, and sound process or plan for accomplishing the tasks specified in the Statement of Work. This shall include the overall plan of operation and how on-site coordination of the contract will be accomplished. The proposal will be evaluated on how well it demonstrates that the offeror knows the subject well enough to anticipate and avoid problems, and to react appropriately when problems arise.

PERSONNEL – 20 Points

The offeror shall identify the availability, qualifications, and experience of all personnel to be employed in the direct performance of the work set forth herein. Proposed personnel will be evaluated on the degree to which their qualifications and expertise are relevant to the project ensuring appropriate and competent staff and the likelihood of successfully accomplishing the work. Resumes of proposed personnel will be evaluated based on the length and variety of experience related to the tasks of the contract. Letter of commitment from personnel not presently employed by the offeror shall be included. If applicable, proposed relations with proposed subcontractors should be described with letter of agreement provided.

CORPORATE Experience – 20 Points

The Government will evaluate the offeror’s corporate experience based on information provided by the offeror. The Offeror will be evaluated based on their demonstrated experience in managing projects of a similar size, scope, and content. The Offeror must possess an in-depth knowledge of the NIH or similar Federal Biomedical Research Facility, its emergency management programs, response and recovery operations, IT infrastructure and recovery program, COOP programs and its cultural environment.

The Government will assess the relative risks associated with each offeror. Performance risks are those associated with an offeror’s likelihood of success in performing the acquisition requirements as indicated by that offeror’s record of experience with tasks similar to those performed under the resultant contract.

MANAGEMENT PLAN – 15 Points

The offeror’s management plan shall be evaluated on the adequacy of its organizational structure to direct, manage, and control the project. An evaluation will be conducted on how clearly presented are the following components of the management plan:

Relevancy of corporate capability and experience as it relates to the contract objectives set forth herein.

An organizational chart delineating lines of authority and responsibilities of the offeror.

Qualifications and experience of the corporate management personnel, the role they will assume in the on-site contractual support, and how the offeror’s project management, tracking, and accountability systems will add value to the contract.

Quality control provisions as they relate directly to the requirements of this project.

Contingency provisions as they relate directly to the requirements of this project.

Contingency provisions to ensure continuity and stability of the offeror’s contractual obligations.

PAST PERFORMANCE

By past performance, the Government means the Offeror’s record of conforming to specifications and to standards of good service; adherence to contract schedules including the administrative aspects of performance; reputation for reasonable and cooperative behavior and commitment to customer satisfaction; and generally business-like concern for the interest of the customer. The offeror’s past performance will be evaluated after determination of the competitive range. Only those offerors included in the competitive range will be evaluated. Each offeror will be evaluated on its performance under contracts/accounts for similar services, i.e., emergency management. Performance on contracts or accounts other than those for the Federal Government will be evaluated on the same basis as performance on Federal contracts. Offerors that are newly formed entities without prior contracts will be evaluated on the past performance of their key personnel on contracts/accounts for similar services, i.e., emergency management. The Government is not required to contact all references provided by the offeror. Also, references other than those identified by the offeror may be contacted by the Government to obtain additional information that will be used in the evaluation of the offeror’s past performance.

Evaluation of past performance will be a subjective assessment based on a consideration of all relevant facts and circumstances. It will not be based on absolute standards of acceptable performance. The Government is seeking to determine whether the offeror has consistently demonstrated a commitment to customer satisfaction and timely delivery of services at fair and reasonable prices.

The assessment of the offeror’s past performance will be used as a means of evaluating the relative capability of the offeror and the other competitors. Thus an offeror with an exceptional record of past performance may receive a more favorable evaluation than another whose record is acceptable, even though both may have acceptable technical proposals.

Past performance will not be scored, but the Government’s conclusions about overall quality of the offer’s past performance will be highly influential in determining the relative merits of the offeror’s proposal and in selecting the offeror whose proposal is considered most advantageous to the Government. The Government will consider the currency and relevance of the information, source of the information, context of the data, and general trends in the offeror’s performance.

The evaluation criteria are used by the technical evaluation committee when reviewing the technical proposals. The criteria below are listed in the order of relative importance with weights assigned for evaluation purposes.

II. Evaluation of Options

It is anticipated that any contract awarded from this RFP will contain option provisions and periods.

In accordance with FAR Clause 52.217-5, Evaluation of Options, july 1990), the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement, except when it is determined in accordance with FAR 17.206(b) not to be in the Government’s best interests. Evaluation of options will not obligate the Government to exercise the option(s).

III. Provisions and Clauses

The provisions and clauses applicable to and incorporated in this RFP are those in effect through Federal Acquisition Circular 2005-53. The following FAR Provisions apply to this acquisition: 52.219 - 14 - Limitations on Subcontracting, 52.222-54-Employement Eligibility Verification, 52.242-15-Stop Work Order, 52.212-1, Instructions to Offerors—commercial Items (JUN 2008) and 52.212-2, Evaluation--commercial items (JAN 1999). The following FAR clauses apply to this acquisition: 52.212-4, Contract Terms and Conditions—Commercial Items (FEB 2007); and 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders—Commercial Items (JUN 2008), as well as the following clauses cited therein: 52.216-21, Requirements (OCT 1995); 52.219-14, Limitation on Subcontracting (DEC 1996); 52.222-26, Equal Opportunity (MAR 2007); 52.222-35 Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (SEP 2006); 52.222-36 Affirmative Action for Workers with Disabilities (June 1998); and 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era and Other Eligible Veterans (SEP 2006); 52.228-5, Insurance—Work on a Government Installation (JAN 1997); 52.245-2, Government Property (Fixed-Price Contracts) (JUN 2007) Alternate I (APR 1984)

IV. Offers

Offers shall reference RFP number NIHOD2011269 and be sent to the attention of Aseia Chaudhry, National Institutes of Health, Office of Acquisitions, OLAO, 6011 Executive Blvd., Room 541D, Bethesda, MD 20892. If you are using a courier, express mail, federal express or UPS, the city, state and zip code must read ROCKVILLE, MD 20852. Offerors shall submit an original and five copies of their technical proposal, business proposal, and all certifications outlined below. The technical and business proposals must be separate documents.