RFP-AIDS_Conference-4-5-13.pdf

RFP Number : NIHOD2013412

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RFP TABLE OF CONTENTS

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

SECTION D - PACKAGING, MARKING AND SHIPPING

SECTION E - INSPECTION AND ACCEPTANCE

SECTION F - DELIVERIES OR PERFORMANCE

SECTION G - CONTRACT ADMINISTRATION DATA

SECTION H - SPECIAL CONTRACT REQUIREMENTS

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

SECTION J - LIST OF ATTACHMENTS

SOLICITATION ATTACHMENTS

TECHNICAL PROPOSAL ATTACHMENTS

BUSINESS PROPOSAL ATTACHMENTS

INFORMATIONAL ATTACHMENTS

PART IV - REPRESENTATIONS AND INSTRUCTIONS

SECTION K - REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF OFFERORS

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

1. GENERAL INFORMATION

a. INSTRUCTIONS TO OFFERORS--COMPETITIVE ACQUISITION

b. NOTICE OF SMALL BUSINESS SET-ASIDE

c. NAICS CODE AND SIZE STANDARD

d. TYPE OF CONTRACT AND NUMBER OF AWARDS

e. PRE-PROPOSAL CONFERENCE

f. LEVEL OF EFFORT

g. COMMITMENT OF PUBLIC FUNDS

h. PROMOTING EFFICIENT SPENDING

i. COMMUNICATIONS PRIOR TO CONTRACT AWARD

j. RELEASE OF INFORMATION

k. PREPARATION COSTS

l. SERVICE OF PROTEST

2. INSTRUCTIONS TO OFFERORS

a. GENERAL INSTRUCTIONS

1. Contract Type and General Clauses

2. Authorized Official and Submission of Proposal

3. Proposal Summary and Data Record (NIH-2043)

4. Separation of Technical and Business Proposals

5. Alternate Proposals

6. Evaluation of Proposals

7. Potential Award Without Discussions

8. Privacy Act - Treatment of Proposal Information

9. Selection of Offerors

10. Solicitation Provisions Incorporated by Reference

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b. TECHNICAL PROPOSAL INSTRUCTIONS

1. Technical Discussions

2. Technical Evaluation

3. Information and Physical Access Security

4. Electronic and Information Technology Accessibility, HHSAR 352.239-73(a)

c. BUSINESS PROPOSAL INSTRUCTIONS

1. Basic Cost/Price Information

2. Proposal Cover Sheet

3. Information Other than Cost or Pricing Data

4. Total Compensation Plan

5. Other Administrative Data

6. Proposer's Annual Financial Report

7. Travel Costs/Travel Policy

SECTION M - EVALUATION FACTORS FOR AWARD

1. GENERAL

2. COST/PRICE EVALUATION

3. MANDATORY QUALIFICATION CRITERIA

4. EVALUATION OF OPTIONS

5. TECHNICAL EVALUATION CRITERIA

6. EVALUATION OF ELECTRONIC AND INFORMATION TECHNOLOGY ACCESSIBILITY- SECTION

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PART I - THE SCHEDULE

THE INFORMATION SET FORTH IN SECTION A - SOLICITATION/CONTRACT FORM, HEREIN CONTAINS IMPORTANT INFORMATION FOR ANY OFFEROR INTERESTED IN RESPONDING TO THIS SOLICITATION.

ANY CONTRACT RESULTING FROM THIS SOLICITATION WILL INCLUDE IN ITS SECTION A - SOLICITATION/ CONTRACT FORM, ACCOUNTING, APPROPRIATION AND GENERAL INFORMATION APPLICABLE TO THE

CONTRACT AWARD.

THE CONTRACT SCHEDULE SET FORTH IN SECTIONS B THROUGH H, HEREIN, CONTAINS CONTRACTUAL INFORMATION PERTINENT TO THIS SOLICITATION. IT IS NOT AN EXACT REPRESENTATION OF THE CONTRACT DOCUMENT THAT WILL BE AWARDED AS A RESULT OF THIS SOLICITATION. THE CONTRACT COST OR PRICE AND OTHER CONTRACTUAL PROVISIONS PERTINENT TO THE OFFEROR (i.e., those relating to the organizational structure [e.g., Non-Profit, Commercial] and specific cost authorizations unique to the Offeror's proposal and requiring Contracting Officer Prior Approval) WILL BE DISCUSSED IN THE NEGOTIATION PROCESS AND WILL BE INCLUDED IN THE RESULTANT CONTRACT. THE ENCLOSED CONTRACT SCHEDULE IS

INTENDED TO PROVIDE THE OFFEROR WITH THE NECESSARY INFORMATION TO UNDERSTAND THE

TERMS AND CONDITIONS OF THE RESULTANT CONTRACT.

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

ARTICLE B.1. BRIEF DESCRIPTION OF SUPPLIES OR SERVICES

The contractor, as an independent contractor, and not as an agent of the Government, shall furnish the necessary qualified personnel, materials, and services not otherwise provided by the Government under the terms of this contract to provide technical, administrative, analytical, logistical and conference support for the Office of AIDS research (OAR) at the National Institutes of Health. All services shall confirm with terms and conditions of this solicitation. This contract is a cost-plus-fixed-fee (level of effort) contract. This work shall be performed in accordance with the Statement of Work, Section C as well as by work assignments.

ARTICLE B.2. ESTIMATED COST AND FIXED FEE

a. The estimated cost of the Base Period of this contract is $ .

b. The fixed fee for the Base Period of this contract is $ . The fixed fee shall be paid in installments based on the percentage of completion of work, as determined by the Contracting Officer. Payment shall be subject to the withholding provisions of the clauses ALLOWABLE COST AND PAYMENT and FIXED FEE referenced in the General Clause Listing in Part II, ARTICLE I.1. of this contract.

c. The total estimated amount of the contract, represented by the sum of the estimated cost plus the fixed fee for the Base Period is $ .

After the first year of the contract, the contract will be funded quarterly to coincide with the option periods of the contract. If the Government exercises its option pursuant to the OPTION PROVISION Article in SECTION H of this contract, the Government's total estimated contract amount represented by the sum of the estimated cost plus the fixed fee will be increased as follows:

Periods Estimated Cost ($) Fixed Fee ($) Estimated Cost Plus Fixed Fee ($)

Base Period

Option Period (1)

Option Period (2)

Option Period (3)

Option Period (4)

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Periods Estimated Cost ($) Fixed Fee ($) Estimated Cost Plus Fixed Fee ($)

Option Period (5)

Option Period (6)

Option Period (7)

Option Period (8)

Option Period (9)

Option Period (10)

Option Period (11)

Option Period (12)

Option Period (13)

Option Period (14)

Option Period (15)

Option Period (16)

Total: [Base Period and Option(s)]

f. Payment of fee shall be subject to the withholding provisions of the clauses ALLOWABLE COST AND PAYMENT and FIXED FEE referenced in the General Clause Listing in Part II, ARTICLE I.1. of this contract.

The fixed fee shall be paid in installments based on the percentage of completion of work, as determined by the Contracting Officer.

ARTICLE B.3. PROVISIONS APPLICABLE TO DIRECT COSTS

A. This article will prohibit or restrict the use of contract funds, unless otherwise approved by the Contracting Officer.

The following is a list of items that may be included in the resultant contract as applicable. 1) Conferences & Meetings,

2) Food for Meals, Light Refreshments & Beverages, 3) Promotional Items, 4) Acquisition, by purchase or lease, of any interest in real property; 5) Special rearrangement or alteration of facilities; 6) Purchase or lease of any item of general purpose office furniture or office equipment regardless of dollar value; 7) Travel Costs including Foreign Travel; 8) Consultant Costs; 9) Subcontract Costs; 10) Patient Care Costs; 11) Accountable Government Property;

12) Printing costs; and 13) Research Funding.

B. Travel Costs: Total annual expenditure for domestic travel (transportation, lodging, subsistence, and incidental expenses) incurred in direct performance of the resultant contract shall not exceed the following amounts withour prior written approval of the Contracting Officer. See Section L, under business proposal instructions for more information on Travel Costs/Travel policy.

The amount shall be: (To be completed upon award)

ARTICLE B.4. ADVANCE UNDERSTANDINGS

Specific elements of cost, which normally require prior written approval of the Contracting Officer before incurrence of the cost (e.g., foreign travel, consultant fees, subcontracts) will be included in this Article if the Contracting Officer has granted his/her approval prior to contract award.

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SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

ARTICLE C.1. [DESCRIPTION-SPECIFICATION-WORKSTATEMENT-STATEMENT OF WORK]

a. Independently and not as an agent of the Government, the Contractor shall be required to furnish all the necessary services, qualified personnel, material, equipment, and facilities, not otherwise provided by the Government, as needed to perform the Statement of Work, shown below.

SECTION C: DESCRIPTION / SPECS / WORK STATEMENT

I. BACKGROUND

The Office of AIDS Research (OAR) was established in 1988, as mandated by the Omnibus Health Bill (P.L. 100 607). The NIH Revitalization Act of 1993 (P.L. 103 43) significantly broadened the authority and responsibilities of OAR. The mission of the office includes, but is not limited to, the following functions:

• Develop a comprehensive strategic plan that identifies and establishes objectives, priorities, and policy statements governing the conduct and support of all NIH AIDS research activities.

• Develop and present to the Office of Management and Budget and the President an annual scientifically justified budget estimate for NIH AIDS related research activities.

• Submit an alternate AIDS budget to the Secretary, Department of Health and Human Services (DHHS), and the Director, NIH, in accordance with the strategic plan.

• Receive and disburse all appropriated funds for NIH AIDS research activities to the NIH Institutes and Centers (ICs) in accordance with the strategic plan.

• Direct the planning, coordination, and integration of all AIDS research activities across and throughout the NIH ICs.

• Evaluate the HIV/AIDS research program developed by the strategic plan and carried out by the ICs.

• Advise the NIH Director and senior staff on the development of NIH wide policy related to AIDS research, and serve as principal liaison with other agencies of the Public Health Service, DHHS, the Federal Government, and the Office for National AIDS Policy Coordinator.

• Represent the NIH Director on all outside AIDS related committees requiring NIH participation.

• Provide staff support to the OAR Advisory Council, NIH AIDS Executive Committee, and the Coordinating Committees for each AIDS research discipline at NIH.

• Develop policy on laboratory safety for AIDS researchers, and monitor the AIDS surveillance program.

• Develop and maintain an information data base on intramural/extramural AIDS activities, and prepare special or recurring reports as needed.

• Develop information strategies to assure that the public is informed of NIH AIDS research activities.

• Recommend solutions to ethical/legal issues arising from NIH intramural/extramural AIDS research.

• Facilitate collaboration in AIDS research between government, industry, and universities.

• Foster and develop plans for NIH involvement in international AIDS research activities.

To fulfill its mission, OAR requires technical and analytical support services. This procurement is a re-competition of a contract awarded in September 2007.

II: DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

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II. (1) Statement of Work

Independently and not as an agent of the Government, the Contractor shall furnish all of the necessary services, qualified personnel, materials, equipment, and facilities, not otherwise provided by the Government, as needed to provide domestic and international conference, technical and travel support to the Office of AIDS Research (OAR), National Institutes of Health (NIH).

Specifically, the Contractor shall provide the following support services in the following Work Assignment (W.A.)

areas:

Work Assignment 1: GENERAL PROJECT MANAGEMENT

Task Description- Contractor, through its staff and/or approved subcontractor(s), shall:

• Provide general project management - for example, project oversight; budget management; communications with the Office of AIDS Research (OAR), National Institutes of Health (NIH), and other Government offices (as requested by the Project Officer); administrative support; and related travel support.

• Prepare reports and participate in planning meetings with SSS staff, OAR/NIH staff, and others as needed and requested by the Project Officer.

Work Assignment 2: GENERAL CONFERENCE AND MEETING SUPPORT

Task Description- Contractor and its staff shall:

• As requirements for each activity in this W.A. are identified, develop an abstract of the work to be performed with an estimated cost for Project Officer approval.

• Implement measures for ensuring confidentiality of individuals' names, health status, and other information.

• Conduct planning meetings with SSS staff, OAR/NIH staff, and others as needed and requested by the Project Officer.

• Assist OAR with selection of an appropriate site for the event. Investigate and report on available meeting sites, using the basic parameters provided by OAR for a meeting location. Research and identify appropriate meeting space on the NIH campus or elsewhere (domestically or internationally) and sleeping rooms for participants at or below the Government rate when possible. Conduct site visits of appropriate properties, present site visit reports, and complete and submit required forms or contracts to secure space at selected properties. In reports to OAR, include all information necessary to make a determination of the best location, including dates of availability, rates for meeting space and sleeping rooms, proximity to transportation, services offered by the property, requirements of a contract, etc. The Contractor shall be knowledgeable regarding all of the requirements for use of Government and non Government space for meetings.

• Continue to work with meeting property on use of space, set-up and break-down times, poster and exhibit area arrangements, shipping of materials, etc.

• Arrange for equipment support as required for each meeting. This may include LCD, slide, or overhead projectors, screens, public address systems, audio or video recording equipment, computers and printers, etc.

• Draft, finalize, and disseminate meeting-related communication as directed by OAR. Draft letters of invitation, logistical factsheets, thank-you letters, and other correspondence on behalf of OAR staff, generate letters for signature by OAR staff, and draft and distribute logistical information in a timely manner.

• Arrange for other services as authorized by the Project Officer, such as sign interpretation for hearing-impaired attendees, preparation of verbatim transcripts, language translation, exhibit area design and materials, poster board rental, group transportation, etc.

• Assist in the selection of participants. Generate lists of potential participants from internal or external resources.

Once a list is approved by OAR or provided to the Contractor by OAR, contact potential participants to verify that

- 7 -all information is current. Upon direction of OAR, determine schedules of availability for participants to establish the date for an event.

• Maintain historical lists of participants involved in OAR meetings and information dissemination activities. Code these lists in a manner that allows a subset to be generated for distribution of documentation. Work with OAR staff to determine an appropriate distribution list for an event, and then arrange for the efficient distribution of materials through bulk distribution, overnight mail, and other delivery systems.

• Work with OAR staff to research, develop, and verify the accuracy of mailing lists of potential participants.

These lists may include committee members, NIH Institute and Center (IC) directors and/or representatives, congressional representatives, members of the media, speakers and invited participants, etc. Code lists for use with lists, letters, labels, name badges and any other documents or materials that may be required for the event.

Update lists and generate reports as needed.

• Work with designated individuals to make their participation arrangements. As directed by OAR, provide with airline or train tickets, make lodging reservations and payments, provide advance or reimbursement of meals and incidental expenses, ground transportation, registration fees, or other reasonable costs allowable under the Federal Travel Regulation.

• Report on the progress of a meeting or conference on a weekly or even daily basis, including confirmation of arrangements for attendees. Inform OAR staff of invitation acceptances and rejections, recommendations for substitutions of representatives, ability for limited participation only, costs associated with each individual's travel, etc. Develop and maintain a systematic method for maintaining, updating, and reporting this information.

• Develop agendas, invitation letters, program or logistical information sheets, registration brochures, or other materials needed for the event. After approval by OAR staff, deliver to individuals via overnight mail, regular mail, courier service, e-mail or fax.

• Respond to fax, telephone, mail, and e-mail inquiries for information. Interact with program staff regarding communications as needed.

• Develop briefing books for distribution prior to or at the meeting. As appropriate, develop artwork for the cover and spine of viewbinders, purchase or print tabs, input indexes, prepare a table of contents, and purchase or develop other materials as needed. As directed by OAR, use materials provided by OAR staff and/or based on information compiled and synthesized by the Contractor. Develop and utilize efficient collection, tracking, and development of materials to satisfy quick turnarounds required by OAR. Upon approval by OAR of a prototype document (which includes all materials with appropriate pagination, table of contents, tabs, cover and spine, and indexes and appendices), produce up to 300 copies of the books within 24 hours and distribute them locally by hand and non locally by use of overnight mail.

• When appropriate, arrange for food and beverage functions during a supported event. For events that do not meet the requirements for payment with appropriated funds, collect fees from participation or outside sources for payment.

• Prepare needed materials for use during the meetings, potentially including name badges, name plates, program booklets, briefing and abstract books (in printed and/or electronic format), packets, signs, participant lists, sign in sheets, visual aids, presentation materials, etc.

• Prepare and deliver a welcome memorandum to be given to hotel guests as they check into the hotel that welcomes them to the meeting and provides information about registration location and hours, meeting times and rooms, whom to contact for more information onsite, etc.

• Provide onsite support, which may include premeeting set-up, registration, distribution of materials, operation of equipment, notetaking, participants and OAR staff assistance, onsite production of materials, close out, etc.

• Provide onsite meeting documentation to OAR when required. Meet with OAR program staff to ascertain onsite documentation needs. When needed at some meetings, establish an office onsite that allows for the immediate or overnight turnaround of a document being developed during the meeting. Also when needed at

- 8 -some meetings, provide specific services such as transcription or a specific type of report with strict delivery schedules that must be adhered to.

• Following the meeting, prepare post-meeting documents as needed. These documents may include a summary report, minutes, a verbatim transcript, an executive summary, a full proceedings document, thank you letters, final lists, documentation of costs, etc. Distribute as authorized by OAR staff. Follow direction provided by OAR program staff regarding the type of documentation required from meetings, ranging from highly scientific and narrowly focused reports to reports that address policy issues or broad areas of AIDS research. Produce reports in compliance with potentially quick turnaround schedules, as directed by OAR.

• Provide post-meeting reports and documentation to OAR as required by Project Officer. Following each meeting, hold a debriefing meeting involving OAR and Contractor staff. Develop and distribute any required documents, thank you letters, post-meeting correspondence, etc. Prepare final report, including cost information, a complete list of all participants, and documentation of activities and materials from the event, and deliver report to the OAR Project Officer.

• In a timely manner agreed upon by OAR and Contractor staff, make payments to vendors, reimbursements to participants (non-Government employees only), or payments to organizers of collaborative or supported events.

Work Assignment 3: OFFICE OF AIDS RESEARCH ADVISORY COUNCIL (OARAC) SUPPORT

Task Description- Contractor, through its staff and/or approved subcontractor(s), shall:

• As requirements for each activity in this W.A. are identified, develop an abstract of the work to be performed with an estimated cost for Project Officer approval.

• Research and identify appropriate meeting space on the NIH campus or elsewhere if space on the campus is not available. Complete and submit required forms or contracts.

• Reserve sleeping rooms at a location convenient to the meeting location for participants that stay overnight, at or below the Government rate when possible. Complete and submit required forms or contracts.

• Upon request by Project Officer, provide any additional meeting support activities itemized in this Scope of Work under "Work Assignment 2: General Conference and Meeting Support."

Work Assignment 4: REGIONAL TECHNOLOGY TRANSFER PROGRAM SUPPORT

Task Description- Contractor, through its staff and/or approved subcontractor(s), shall:

• As requirements for each activity in this W.A. are identified, develop an abstract of the work to be performed with an estimated cost for Project Officer approval.

• Once a collaborating organization has been identified, attend a start-up meeting with the OAR staff and representatives of the organization. A determination will be made regarding the division of work and payments for the event. Some or all of the following activities may be performed by SSS.

• Upon request by Project Officer, provide any additional meeting support activities itemized in this Scope of Work under "Work Assignment 2: General Conference and Meeting Support."

Work Assignment 5: INTERNATIONAL AIDS CONFERENCE SUPPORT

Task Description- Contractor and its staff shall:

• As requirements for each activity in this W.A. are identified, develop an abstract of the work to be performed with an estimated cost for Project Officer approval.

• Identify individuals responsible for the organization of the international event and communicate with them regarding arrangements for NIH and, potentially, other Public Health Service (PHS) participation. This may include the identification of office space for use during the conference, blocks of sleeping rooms at designated

- 9 -hotels, registrations, submission of abstracts, sponsorship programs, security issues, vendor recommendations, transportation, etc.

• Research the area where the conference is to be held and prepare briefing information about security, currency exchange, passport and visa requirements, climate, etc.

• Conduct site visits to become familiar with the meeting site and its proximity to office space, vendor services, lodging options, etc. Meet with conference organizers to discuss requests in detail. Meet with potential vendors to inspect their facilities and equipment and review requirements. Accompany government representatives to official meetings, such as with the embassy or consulate, as requested. Conduct follow up visits, research and correspondence as needed to tie down all details.

• Arrange for group registration and housing blocks as directed by the Project Officer. This may include individuals outside of OAR and/or NIH. Request Contracting Officer approval to make advance payments for registration and housing for government employees when early payments must be made before those that will attend and participate have been identified. Make deposits and payment consistent with negotiated arrangements with organizers and facilities. For some individuals, it may be necessary to create invoices for them to reimburse SSS for payments made on their behalf so that SSS may credit the OAR contract.

• Establish arrangements for access to petty cash and the ability to make payments while onsite.

• Provide onsite support as needed. This may include VIP assistance, office operations, vendor coordination, ad-hoc meeting support, and other services.

• Prepare closing reports and documentation. Attend a debriefing meeting and take notes for the planning of future international events.

• Upon request by Project Officer, provide any additional meeting support activities itemized in this Scope of Work under "Work Assignment 2: General Conference and Meeting Support."

Work Assignment 6: INTERNATIONAL COLLABORATION SUPPORT

Task Description- Contractor, through its staff and/or approved subcontractor(s), shall:

• As requirements for each activity in this W.A. are identified, develop an abstract of the work to be performed with an estimated cost for Project Officer approval.

• Work with international scientists and advisors to make arrangements for their travel to NIH or other locations for research or information exchange opportunities. Arrangements may include registrations for events, air or train tickets, ground transportation, interpretation, lodging, meals and incidental expenses and honoraria.

• Work with domestic scientists and advisors to make arrangements for their international travel for research or information exchange opportunities. Arrangements may include registrations for events, air or train tickets, ground transportation, interpretation, lodging, meals and incidental expenses and honoraria.

• Conduct research on organizations or activities that offer potential for partnerships or collaboration as directed by the Project Officer.

• Upon request by Project Officer, provide any additional meeting support activities itemized in this Scope of Work under "Work Assignment 2: General Conference and Meeting Support."

• In addition to meeting-related support, provide publications, graphics, technical, and/or analytical support to collaborative initiatives and organizations, such as support activities itemized in this Scope of Work under "Work Assignment 7: Publications, Graphics, and Exhibit Support" and "Work Assignment 9: Technical and Analytical Support."

Work Assignment 7: PUBLICATIONS, GRAPHICS, AND EXHIBIT SUPPORT

Task Description- Contractor, through its staff and/or approved subcontractor(s), shall:

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• As requirements for each activity in this W.A. are identified, develop an abstract of the work to be performed with an estimated cost for Project Officer approval.

• Support the preparation of documents ranging in size from a single page to several hundred pages. With OAR program staff, develop production schedules that allow for the efficient completion of required documents.

Provide a full range of technical services, forward queries and report progress in a timely manner, and provide support for the dissemination of completed documents and reports.

• Provide any number of services and levels of support for a variety of documents that are produced by OAR.

Once camera-ready copy is prepared, arrange for the printing of documents. Collect vendor bids for document production services, negotiate schedules and costs, review blue lines, conduct press inspections, and receive and review the final products.

• Implement measures for ensuring confidentiality of individuals' names, health status, etc.

• Conduct planning meetings with SSS staff, OAR/NIH staff and others as needed.

• As requirements for graphic design are identified, meet with OAR program staff to discuss the theme, purpose and audience for the materials. Prepare several versions of designs for review and selection. Modify designs and prepare final comprehensive artwork for final approval before beginning production.

• Using artwork developed for the materials or provided by other sources, design, edit and layout materials (brochures, documents, name badge stock, posters, program booklets, pocket folders, etc.). Produce and send review dummies to program staff. Make revisions to text and layout as requested. Send final review copy for approval. Reproduce as appropriate.

• Attend meetings as directed by the Project Officer and write minutes, summary reports, or full proceedings documents as directed. Submit drafts for review, and distribute them to others for review. Incorporate changes and finalize documents. Reproduce or print and bind and distribute as directed by OAR.

• Compile, edit, input and proofread materials provided by OAR program staff to produce and maintain reports.

Submit drafts for review, incorporate comments, and produce final versions for reproduction and distribution.

• Using transcripts, audiotapes, published literature and other source materials, write and edit reports. Produce drafts for review. Finalize and reproduce and distribute as directed by OAR staff.

• Prepare presentation materials including slides, PowerPoint presentations, overhead transparencies, charts, graphs, etc., often on a rush turnaround basis. Research and develop data for presentations as needed.

Coordinate with vendors to ensure a high-quality product within the designated timeframe.

• Design and create exhibits on AIDS-related topics as directed. As requested by OAR, design multiple exhibits for a number of different purposes, since traveling exhibits of various sizes may be required to meet the various sizes of exhibits supported by OAR at multiple conferences and other events.

• Develop strategies for disseminating information regarding HIV/AIDS and the NIH AIDS Research Program via exhibits and other means. Assist NIH with planning of, registration for, and staffing of exhibits at conferences and other venues designated by OAR.

• Provide needed levels of assistance for a variety of materials including design, writing, editing, word processing, proofreading, scanning, layout, reproduction, printing, binding, and distribution as directed by the Project Officer.

• When appropriate opportunities are identified for OAR to support the production of documentation from sources outside of the Office, provide any range of services from full management and production to the provision of funds on behalf of OAR. With all editorial and production support, provide accurate and effective presentation of information, quick compilation and production of information, and processes that ensure quality control and cost constraint.

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Work Assignment 8: TRANS-NIH PLAN FOR HIV-RELATED RESEARCH SUPPORT

Task Description- Contractor, through its staff and/or approved subcontractor(s), shall:

• Provide editorial, graphic, production, translation, and other support, as requested by the Project Officer, for production of the annual Trans-NIH Plan for HIV-Related Research. Support may include several cycles of editing, formatting, word processing, proofreading, graphic design and production, photocopying, and printing. Support may also include assistance to OAR with writing, editing, design, and/or production of related documents such as the annual NIH HIV Bypass Budget and Congressional Justification.

• Conduct planning meetings with SSS staff, OAR/NIH staff and others as needed.

• Develop, with OAR program staff, a production schedule that allows for the efficient completion of required documents.

• Work with OAR staff to develop standard editorial style sheet for Plan, itemizing authorized guidelines for names, spelling, capitalization, etc.

• As requirements for graphic design are identified, meet with OAR program staff as requested. Prepare multiple versions of designs for review and selection. Modify designs and prepare final comprehensive artwork for final approval before beginning production.

• Using approved editorial style sheet and graphic design, edit, design, and layout all components of the Plan.

Produce and send review dummies to program staff. Make revisions to text and layout as requested. Send final review copy for approval. Reproduce as appropriate.

• Attend meetings as directed by the Project Officer and write minutes, summary reports or full proceedings documents, as directed. Submit drafts for review and distribute them to others for review. Incorporate changes and finalize documents. Reproduce or print and bind and distribute as directed by OAR.

• Translate the Plan, or sections of the Plan, into Spanish and/or other languages, as requested by the Project Officer.

• Publish the Plan, or sections of the Plan, on compact discs (CDs) or in other electronic media, as requested by the Project Officer.

• Prepare the Plan in a designated electronic format (e.g., PDF files) for posting on the NIH Web site, as requested by the Project Officer.

• Upon request by Project Officer, provide any additional meeting support activities itemized in this Scope of Work under "Work Assignment 7: Publications, Graphics, and Exhibit Support."

Work Assignment 9: TECHNICAL AND ANALYTICAL SUPPORT

Task Description- Contractor, through its staff and/or approved subcontractor(s), shall:

• As requirements for each activity in this W.A. are identified, develop an abstract of the work to be performed with an estimated cost for Project Officer approval.

• Conduct planning meetings with SSS staff, OAR/NIH staff and others as needed.

• Develop strategies for collection, analysis, and presentation of information appropriate to the specific schedules and time frames established by the Project Officer. Implement measures for ensuring confidentiality of individual's names, health status, etc.

• Conduct literature searches and collect copies of published materials. Review materials and summarize information relevant to the requested topic. Establish and maintain files of materials relevant to HIV/AIDS meetings, resources, information dissemination, characteristics of the pandemic, etc. as well as information about NIH and other agencies/organizations with HIV/AIDS and health programs.

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• Maintain a database that tracks individuals that are invited to participate, participate, or sign up to participate in OAR events. Import information from designated websites and export information to OAR.

• Collect and maintain information resources in an automated manner. Ensure that online services are accessible; maintain mailing lists and directories; and establish and keep current a library of AIDS information.

Implement and maintain a systematic method for monitoring resources, identifying resources that will be useful to OAR, and inform the OAR of resources maintained by the Contractor.

• Design information for the OAR website and, after approval on a test site by the program representative, work with OAR technical staff and/or CIT to have it added to the live website.

• Develop strategies for information dissemination, design and produce exhibits, and serve as a liaison with individuals regarding AIDS technology activities. Support electronic communication and dissemination of information using the Internet or other technology, potentially including the development and maintenance of Web sites, development of information kiosks for placement in unstaffed locations, support for collaborative information-dissemination activities involving the OAR and nonprofit organizations, and other electronic dissemination of information.

• Provide training and support on software and applications as requested to supplement the efforts of OAR technology staff.

• Prepare background and briefing materials for OAR. Identify data sources, compile and interpret data and prepare text and tabular materials suitable for OAR presentation. Prepare materials on OAR programs for staff to use in briefing individuals and groups on OAR activities.

• Draft analytic papers for review by OAR program staff. Have accessible as potential support to OAR credible sources (e.g., staff, consultants, and/or subcontractors) with appropriate expertise in multiple science and policy areas relevant to HIV research at NIH.

• Support AIDS technology transfer activities, potentially including research on incidence rates, demographics, local organizations, and ongoing technology transfer activities; development of strategies for information dissemination; liaison with regional, State and local health officials; transfers of funds for specific allowable activities; and other specified activities.

• Support program evaluation activities, potentially including the design of evaluation instruments and processes, distribution of materials, collection of responses, and processing and analyzing of data.

• Develop requests for proposals (RFPs), conduct research, evaluate capabilities, and make recommendations regarding the use of subcontractors for supplemental services, such as satellite broadcasting, video development, and production and other technology-related services.

• Conduct research, evaluate capabilities, and make recommendations regarding consultants with expertise in areas that supplement Contractor's analysis staff.

Work Assignment 10: SUBCONTRACTS

Task Description- Contractor, through its staff, shall:

• Upon request of the Project Officer, secure subcontractors to assist with specific projects and other activities in support of OAR. Work with the Project Officer or other designated NIH staff to develop statements of work, lists of anticipated deliverables, timelines, etc., for use in preparing requests for proposals (RFPs) for distribution to potential subcontractors. In consultation with the Project Officer, develop and implement procedures to objectively evaluate proposals submitted by potential subcontractors, as required by the Federal Acquisition Regulation (FAR). Obtain necessary Project Officer and Contracting Officer authorizations to enter into any subcontracts.

• Serve as liaison between the subcontractor and the OAR.

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• Oversee all subcontracts to ensure subcontractor compliance with all stipulated deliverables, timelines, and budgets.

• Review all invoices, reports, and other materials submitted by subcontractors to ensure compliance with all stipulations in the subcontract, as well as requirements of the FAR.

Work Assignment 11: PASS-THROUGH PAYMENTS

Task Description- Contractor, through its staff and/or approved subcontractor(s), shall:

• As requirements for each activity in this W.A. are identified, develop an abstract of the work to be performed with an estimated cost for Project Officer approval.

• Prepare documentation to support or reject compatibility of projects with funding from OAR.

• When directed by the OAR Project Officer, provide funds to nonprofits organizations (e.g., community-based organizations, educational institutions) on behalf of OAR. Supported activities may include meetings and conferences, document development and dissemination, development of electronic information-dissemination media (such as Websites, CD-ROMs, and DVDs), collaborative research-dissemination initiatives, and other activities and initiatives that support the dissemination of HIV-research related information domestically and/or internationally.

• When direction is received from OAR to make a payment, prepare a document to the organization to be funded that includes the amount of funds to be provided, the activity the funds are approved for use for, and restrictions on the use of appropriated funds. When this document has been signed and returned, and within 48 hours of receipt of funds in to the contractor's bank account from NIH, issue a check or initiate a wire transfer.

II.(2) Special Requirements

a. To assure rapid response to changing program needs and to assure adequate day to day management of multiple complex activities that must be conducted in close concert with activities of OAR staff, other NIH institutes or Federal agencies, and other Contractors, the project staff of the successful Contractor (and subcontractors, if any) must be available to meet with OAR program staff in Rockville, Maryland, with as little as 2 hours advance notice. Such meetings on any given day shall involve one or more members of the Contractor's team representing different areas of service.

b. The Contractor shall have sufficient staff so that the Project Officer can develop a long-term working relationship with the same individual or individuals over the life of the contract to maintain continuity in the delivery of services. The available staff must be extensive and flexible enough to staff up to 20 FTEs in one month and then cut back to 10 FTEs a few months later to accommodate fluctuations in work volume and type.

There must be an adequate depth of staff to allow projects to be staffed and begin without delay. It is important that the Contractor have a plan for maintaining trained staff with experience working with the OAR.

c. The Contractor shall assist, often under tight deadlines, with the development of issue papers, briefing books, research papers, summary reports, etc., regarding the mission of the OAR, programs underway, budget, and other substantive issues. Analytical and editorial staff must have a thorough knowledge of HIV/AIDS research issues and familiarity with resources for quickly compiling current data. The Offeror must have a plan for making individuals with this knowledge available upon very short notice.

d. OAR is a top-level, policy making office, in which NIH staff work under considerable pressure to carry out the office's mission through its various programs and activities, as well as respond to high-level requests for information regarding the AIDS research program at the NIH. The Director is frequently called on to make presentations or give testimony to Congress regarding budget appropriations for AIDS research or to discuss the progress being made in the NIH AIDS research program. These activities challenge OAR program staff to efficiently assemble appropriate data for presentation. Schedules that are set up are non negotiable, frequently with stringent deadlines. Offeror staff must be prepared to react competently to these quick-turnaround requirements by compiling documentation into briefing books, summary reports, and presentation materials (e.g., slides, PowerPoints, poster size visual aids, etc.).

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The Contractor shall be able to interact efficiently with OAR staff and quickly turn around materials that cannot always go back and forth by fax or electronic copy for review and revision cycles (e.g., enlargements, color, visual aids, final copy, etc.). The Contractor shall have adequate facilities, with back-up staff and equipment, to produce materials, often overnight, without delay. A Contractor location within close proximity of the NIH campus facilitates communication and work flow, maximizes Contractor and client resources, and conserves costs. The Contractor must have the ability to have key staff in person at the OAR offices within 2 hours notice and must have the ability to have materials picked up and/or delivered with 1 hours notice.

e. Because OAR serves as a lead agency representing NIH's AIDS research effort nationally and internationally, its documents and communications are distributed widely with target audiences including the Congress of the United States, the Department of Health and Human Services, other Executive Branch Departments, the medical and scientific research communities, and the public. Therefore, it is imperative that all materials and services delivered to OAR be provided in a timely and accurate manner and that all materials leaving OAR be error free and received by the proper audiences. The Contractor must provide a detailed plan for an effective system of quality control, citing examples of its experience with the type of errors that shall be encountered in work of the kind to be performed under this contract and the mechanisms that it has in place to guard against future occurrences of such errors. Contractor staff shall interact on highly sensitive matters with individuals from the highest levels of the U.S. and foreign governments, community groups and advocates, scientists and medical professionals and HIV+ individuals. Offerors must demonstrate experience working in a highly sensitive and confidential environment successfully.

f. The Contractor shall provide staff with demonstrated experience in arranging meetings nationwide and internationally. The Contractor shall provide, either through internal resources or with the assistance of a reputable travel agency with whom the Contractor has an established relationship, all necessary preparations for travel reservations, hotel accommodations, arrangements for meeting rooms, refreshments, recording arrangements, and audiovisual aids. Contractor staff may be called upon to work with VIPs from the U.S.

and other countries. Contractor staff shall be knowledgeable regarding all of the requirements for use of Government and non-Government space for meetings. Contractor staff shall demonstrate experience with high-level arrangements including briefings on protocol and cultural issues, security, required documentation, escort services for VIPs, etc. Contractor staff shall have experience organizing events outside of the continental United States.

g. The Contractor shall shall provide staff with demonstrated knowledge and understanding of the regulations regarding payment of honoraria for consultants and the provisions of the Federal Travel Regulations regarding reimbursement of travel, per diem, and other subsistence costs. The Contractor shall be responsible for compensating all nonfederal public hearing and other meeting participants for daily honoraria and travel expenses as authorized.

h. The Contractor shall be required to make payments, upon approval by the Project Officer, to organizers of collaborative or supported events; to pay vendors for products and services required for conferences or other project activities; and to reimburse meeting participants, as specified by the Project Officer, for travel related expenses and honoraria. Offerors must demonstrate the ability to make payments without delay (single transfers of up to $500,000 within 48 hours of receipt of the funds from the Government into the Contractor's bank account) and expend as much as $2 million over a 2-month period under standard reimbursement procedures from the Government.

ARTICLE C.2. REPORTING REQUIREMENTS

All reports required herein shall be submitted in electronic format.

All electronic reports submitted shall be compliant with Section 508 of the Rehabilitation Act of 1973. Additional information about testing documents for Section 508 compliance, including specific checklists, by application, can be found at: http://www.hhs.gov/web/508/index.html under "Helpful Resources."

http://www.hhs.gov/web/508/index.html

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All paper/hardcopy documents/reports submitted under this contract shall be printed or copied, double-sided, on at least 30 percent post consumer fiber paper, whenever practicable, in accordance with FAR 4.302(b).

The list of reports below include, but are not limited to reports required under this contract. The reports are to be submitted to the Contracating Officer Representative (COR).

• Expenditure Report, prepared monthly, quarterly, and at the end of the fiscal year.

• Reports for the information data base on intramural/extramural AIDS activities, prepared as needed

• Site visit report.

• Report on the progress of meeting planning/conference on a weekly or daily basis as directed by the COR.

• Post-meeting reports and documentation as needed.

• Meeting/Conference closing reports and documentation.

• Reports in compliance with potentially quick turnaround schedules, as directed by the COR.

• Any other report as required in the Statement of Work under the directive of the COR.

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SECTION D - PACKAGING, MARKING AND SHIPPING

All deliverables required under this contract shall be packaged, marked and shipped in accordance with Government specifications. At a minimum, all deliverables shall be marked with the contract number and Contractor name. The Contractor shall guarantee that all required materials shall be delivered in immediate usable and acceptable condition.

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SECTION E - INSPECTION AND ACCEPTANCE

a. The Contracting Officer or the duly authorized representative will perform inspection and acceptance of materials and services to be provided.

b. For the purpose of this SECTION, is the authorized representative of the Contracting Officer.

c. Inspection and acceptance will be performed at:

National Institute of Health Office of AIDS Research (To be completed upon award)

Acceptance may be presumed unless otherwise indicated in writing by the Contracting Officer or the duly authorized representative within 30 days of receipt.

d. This contract incorporates the following clause by reference, with the same force and effect as if it were given in full text. Upon request, the Contracting Officer will make its full text available.

FAR Clause 52.246-5, Inspection of Services - Cost-Reimbursement (April 1984).

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SECTION F - DELIVERIES OR PERFORMANCE

ARTICLE F.1. PERIOD OF PERFORMANCE

a. The period of performance of this contract shall be from July 11, 2013 through July 10, 2014.

b. If the Government exercises its option(s) pursuant to the OPTION PROVISION Article in Section H of this contract, the period of performance will be increased as listed below:

Option Period Period of Performance Second Year of the Contract July 11, 2014 to July 10, 2015 Option Period 1 July 11, 2014 - October 10, 2014 Option Period 2 October 11, 2014 - January 10, 2014 Option Period 3 Janaury 11, 2014 - April 10, 2015 Option Period 4 April 11, 2015 - July 10, 2015

Third Year of the Contract July 11, 2015 to July 10, 2016 Option Period 5 July 11, 2015 - October 10, 2015 Option Period 6 October 11, 2015 - January 10, 2015 Option Period 7 January 11, 2015 - April 10, 2016 Option Period 8 April 11, 2016 - July 10, 2016 Fourth Year of the Contract July 11, 2016 to July 10, 2017

Option Period 9 July 11, 2016 - October 10, 2016 Option Period 10 October 11, 2016 - January 10, 2016 Option Period 11 January 11, 2016 - April 10, 2017 Option Period 12 April 11, 2017 - July 10, 2017

Fifth Year of the Contract July 11, 2017 to July 10, 2018…