NIHCATSIII_Solicitation_6_March_2017.pdf

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SOLICITATION

SECTION A - SOLICITATION/CONTRACT FORM

1. Requisition or other Purchase Authority:

2. Request for Proposal (RFP) Number:

NIHOD2017130

3. Issue Date:

03/06/2017

4. Set Aside:

[ ] No

[X] Yes See Part IV Section L

5. Title : National Institutes of Health Conference, Administrative , and Travel Services Contract III

6. ISSUED BY:

Office of Logistics and Acquisitions Operations Office of the Director National Institutes of Health 6011 Executive Boulevard, Suite 500 Rockville, Maryland 20854

7. SUBMIT OFFERS TO:

See Section L.2 "Proposal Submission Information" of this solicitation.

8. Proposals for furnishing the supplies and/or services in THE SCHEDULE will be received as specified in Section L.2 "Proposal Submission Information" of this solicitation until 04/21/2017 local time on 2PM EST.

Offers will be valid for 240 days.

9. This solicitation requires delivery of proposals as stated in Section L.2 "Proposal Submission Information" of this solicitation.

IF YOUR PROPOSAL IS NOT RECEIVED BY THE CONTRACTING OFFICER OR HIS DESIGNEE AT THE PLACE AND TIME SPECIFIED FOR THE OFFICE OF ACQUISITIONS, THEN IT WILL BE CONSIDERED LATE AND HANDLED IN ACCORDANCE WITH subparagraph (c)(3) of FAR Clause 52.215-1, Instructions to Offerors--Competitive Acquisition," LOCATED IN SECTION L.1. OF THIS SOLICITATION. Any Offeror will be disqualified if the submission instructions in Section L are not adhered to. Each proposal shall reflect the unique capabilities and approaches of the Offeror. Duplicate proposals are not acceptable.

10. Offeror must be registered in the System for Award Management (SAM) prior to award of a contract. Offerors must access the CCR through The System for Award Management (SAM) at http://www.sam.gov

11. FOR INFORMATION CONTACT: Vijaya Murthy e-MAIL: NIHCATSIII@mail.nih.gov

Vijaya Murthy Contracting Officer Office of Acquisitions http://www.sam.gov

RFP Number : NIHOD2017130

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RFP TABLE OF CONTENTS

PART I - THE SCHEDULE

SECTION A - SOLICITATION/CONTRACT FORM

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

FULL STATEMENT OF WORK

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 II - CONTRACT CLAUSES

SECTION I - CONTRACT CLAUSES

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

2. PROPOSAL SUBMISSION INFORMATION

3 MANDATORY SUBMITTAL REQUIRMENTS

4 DESCRIPTION OF SUBMITTALS

SECTION M - EVALUATION FACTORS FOR AWARD

1. GENERAL INFORMATION

2. MANDATORY CRITERIA FOR ELIGIBILITY

3. TECHNICAL PROPOSAL EVALUATION

4. BUSINESS PROPOSAL EVALUATION

5. PAST PERFOMANCE EVALUATION

6. EVALUATION OF OPTIONS

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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 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 National Institutes of Health (NIH), Office of Logistics and Acquisitions Operations (OLAO), through this procurement, intends to award multiple Indefinite Delivery, Indefinite Quantity (IDIQ) contracts for acquiring a wide range of conference, administrative, and travel support (domestic and international) services for the NIH and other Federal agencies. The contractor shall provide all the necessary services, qualified personnel, facilities and funding needed to perform the Statement of Work (SOW). Through this procurement, the NIHCATSIII contracts shall provide customers with a shortened response time and reasonable rates through the use of task orders. The geographic scope of this requirement includes the United States and abroad.

ARTICLE B.2. PRICES/COST

The final contract will contain the price/cost provisions agreed upon by the Government and the Offeror. Offerors shall complete the Section B Pricing Table Template (Attachment 10) providing their fully burdened hourly labor rates for the base year and four (4) option years. Fully-burdened labor rates include all direct, indirect, general and administrative costs, fringe benefits, and profit associated with providing the required skill. See (Attachment 9) for NIHCATSIII labor category descriptions.

Labor Categories Base Year Rates

Option Year 1 Rates

Option Year 2 Rates

Option Year 3 Rates

Option Year 4 Rates

1 Project Manager $ $ $ $ $ 2 Assistant Project

Manager

3 Administrative Assistant

4 Web Project Manager $ $ $ $ $ 5 Web Designer $ $ $ $ $ 6 Web Software

Developer

7 Web Content Administrator

8 Interpreter $ $ $ $ $

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Labor Categories Base Year Rates

Option Year 1 Rates

Option Year 2 Rates

Option Year 3 Rates

Option Year 4 Rates

9 Tour Guide/Escort $ $ $ $ $ 10 Statistician $ $ $ $ $ 11 Evaluation Specialist $ $ $ $ $ 12 Audio/Visual

Coordinator

13 Logistical/Technical Support Specialist

14 Conference Management Director

15 Graphic Artist $ $ $ $ $ 16 Scientific Writer $ $ $ $ $ 17 Senior Writer $ $ $ $ $ 18 Junior Writer $ $ $ $ $ 19 Subject Matter Expert $ $ $ $ $

ARTICLE B.3. MULTIPLE AWARD IDIQ

a. This is a Multiple Award Indefinite Delivery Indefinite Quantity contract as contemplated by FAR 16.504. The Contractor shall be reimbursed by the Government in an amount not less than a total of $250 (minimum) nor more than a total of $100,000,000 (maximum) for successful performance of this contract.

b. Anticipated types of task orders will be Firm Fixed Price (FFP), Time & Materials (T&M), or a hybrid of FFP and T&M.

c. The costs set forth in this ARTICLE will cover the base contract period plus four (4) option years.

d. The Government will compete and award Task Orders based on the work described in SECTION C of this contract.

e. Ordering procedures are described in the TASK ORDER PROCEDURE Article in SECTION G.3 of this contract.

ARTICLE B.4. PROPOSED PROCUREMENT METHOD

This procurement will be 100% Small Business Set-Aside.

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SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

ARTICLE C.1. STATEMENT OF WORK

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

b. The applicable Privacy Act System of Records Number will be specified and shall be used in any design, development, or operation work to be performed under the resultant contract. Disposition of records shall be in accordance with SECTION C of the contract, and by direction of the Contracting Officer's Representative (COR).

C.1.1 Introduction

The National Institutes of Health (NIH), Office of Logistics and Acquisitions Operations (OLAO), through this procurement, intends to award multiple Indefinite Delivery, Indefinite Quantity (IDIQ) contracts for acquiring a wide range of conference, administrative, and travel support (domestic and international) services for the NIH and other Federal agencies. The Contractor shall provide all the necessary services, qualified personnel, facilities and financial capability needed to perform the services required in this Statement of Work (SOW). Through this procurement, the NIHCATS III contracts will provide customers with improved response time and equitable and reasonable rates. The geographic scope of this requirement includes the United States and abroad.

C.1.2 Scope

This contract is intended to cover a broad range of services including support for Meetings and Conferences, and related Travel, Documentation, Administrative support, and Website Design, Development, and Maintenance and any other activities supporting meetings and conferences. Task Orders with specific requirements will be issued against these IDIQ contracts. Contractors shall have the ability to operate and provide support for attendees at remote locations worldwide (for example, Tanzania, Mali, Cambodia etc.). On-site support at these remote location can range from one (1) month to one (1) year or longer.

This is an Indefinite Delivery/Indefinite Quantity (IDIQ) contract offering Firm Fixed Price (FFP), Time and Materials (T&M), or a hybrid of FFP and T&M type task orders. These contracts will be used primarily by the NIH, but are available to other Federal agencies as well.

This SOW outlines the general services to be provided by contractors under NIHCATS III. Specific details of task assignments, deliverables, documentation, applicable government/department standards, and other supporting information, will be provided at the task order level. Below are the task areas for this contract and examples of the types of services that may be obtained under each task area.

One Task Order may be comprised of one or more task areas.

C.1.2.1 Contract and Task Order Management

Contract and task order management is a mandatory element for all task orders placed under the NIHCATS III contracts. The objective of contract and task order management is to provide the program management, project control, and contract administration necessary to manage a high volume of task orders for a large, diversified team so that services, cost, schedule and quality requirements of each task order are tracked, communicated to the government, and ultimately attained. The application of expertise on processes and metrics that support task order management is encouraged to achieve quicker access, improved accuracy, and enhanced accessibility for contractors/clients, and also facilitate real-time monitoring of status/deliverables, tracking the quality of support service and gauging overall customer satisfaction.

C.1.3 Task Areas

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The task areas to be authorized by Task Orders based on Government need are described below:

C.1.3.1 Travel Support (Task Area 1) The objective of the travel support task is to arrange and provide for travel (domestic and international) assistance for program participants, escort services, translation and preparation of program documents, accommodations, subsistence allowances for participants, and varied assistance at workshops and conferences. Contractors must have the ability to operate and provide support for personnel in remote locations worldwide.

A non-exhaustive list of examples of the type of work to be performed under this task area is:

a) Develop detailed travel itineraries.

b) Provide guidance and assistance to U.S. and foreign travelers in obtaining passports and/or visas.

c) Provide simple/complex domestic and international travel arrangements.

d) Provide prepaid tickets in advance of travel.

Purchase economy class (or business or first class if specified by the Contracting Officer's Representative (COR)) air fare or other tickets for domestic or international travel. The purchase of other than economy fares is restricted unless authorized by the Institute/Center Director or higher level authority with a written justification to ensure compliance with Federal Regulations.

e) Provide attendees with knowledge of the Federal Government's travel rules and regulations.

f) Purchase and arrange ground transportation as required (e.g., taxi cabs, shuttle service, limousine service, rental car, etc.). The contractor must be able to provide rapid response to changes in programs and unanticipated events. Response time may be less than one hour notice for a transportation need.

g) Arrange hotel or other lodging accommodations, in the United States and abroad.

All accommodations should be of moderate to above-average facilities. In those instances when the visitor is to remain at a location on travel status for an extended period of time, the contractor shall recommend and/or obtain suitable lodging in the form of a furnished house, apartment, university housing, etc. The contractor shall consider convenience of location in terms of commuting, safety, and cost effectiveness. In most instances, contractor shall pay lodging costs directly to hotel or lessor in advance or as identified in the Task Order. Late arrivals must be guaranteed.

h) Pre-pay appropriate subsistence allowance as specified by the COR.

i) Make direct contact with the host and/or traveler to ensure that all arrangements are mutually understood concerning arrival times, accommodations, addresses, official functions, special events, and any other special information that impacts the visit. All such arrangements must be approved and confirmed by the

COR.

j) Provide the U.S. traveler or visitor, host, and COR with a typed day-to-day itinerary listing accommodations with addresses and telephone numbers; dates and times of appointments with addresses and telephone numbers; field representative (escort) names, emails and telephone numbers; program coordinator's name, email and home and office telephone numbers; ground transportation arrangements; air travel schedules indicating flight times, airlines, and airports; information regarding invitations, conferences participants orientation plans, special functions, general travel tips, and emergency points of contact information for all participants and attendees.

k) Provide reimbursement upon receipt of expense statement for:

• Charges for storing baggage and equipment not required during portions of traveler's trip in baggage rooms or terminal lockers.

• Charges for local and long-distance telephone calls concerning official business only.

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• Passport and visa fees, costs of passport and visa photographs, fees for affidavits, charges for required inoculations, etc.

• Fees for entry into foreign countries, port taxes, etc., and all other allowable travel costs and expenses incurred as authorized by Federal Government Travel Regulations and Agency Policies and Procedures.

• Written instructions for expense statements shall be prepared by the contractor and shall be provided to the traveler and the Task Order COR.

l) Provide highly skilled interpreters who provide simultaneous foreign language interpretation. However, due to complexity, special provisions may be required at the task order level. When an interpreter has been assigned to a delegation, the interpreter also acts as an escort during the entire duration at all times and will require travel arrangements, per diem, and lodging at the same level and rate as the foreign visitors. Travel to a remote location may be required at a short notice. The contractor shall be responsible for making these arrangements.

m) Provide escort services. Services of a multi-lingal escort may be necessary as directed by Task Order requirements. When requested by the Task Order COR, a field representative (escort) shall meet a foreign visitor upon arrival at a port of entry. Services provided by this escort shall include, but not be limited to, the following:

• Assist with customs, immigration concerns, and luggage.

• Assist with connecting flight, if the visitor is not staying in the city of entry.

• Accompany the visitor to the hotel, assist with check-in procedures and alert hotel staff regarding any special accommodations.

• Assist in all financial arrangements including pre-payments and explain all subsistence procedures.

• Review itinerary with the visitor and determine if there are any concerns or problems that require immediate attention. Notify Task Order COR and resolve problems as deemed necessary and in an expeditious manner or specified time frame.

• Provide orientation of surroundings, including personal care requirements, area restaurants, and public transportation.

• Provide orientation regarding American culture, i.e., customs, colloquialisms, and trends.

• Be available at all times during a visitor's stay to accompany him/her to meetings, conferences, and appointments and to provide for all necessary changes in itinerary and other changes as visit progresses.

• Assist with check-out procedures prior to departure and verify that all incidentals are paid and cleared and that the bill is handled in accordance with the hotel reservations and rules.

• Confirm return air reservations with airlines and traveler.

C.1.3.2 Meeting and Conference Support (Task Area 2) The contractor shall provide logistical support for conferences, meetings, seminars, and workshops held in the United States and abroad. The contractor shall also provide support for the writing, production, and distribution of conference materials. A non-exhaustive list of examples of the type of work to be performed under this task area is:

a) Analyze conference center agreements.

b) Analyze hotel agreements.

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c) Design and develop meeting website, graphics, etc.

d) Design registration and abstract submission forms.

e) Facilitate online abstract review process.

f) Provide on-site coordination, registration, logistical, and technical support.

g) Prepare post conference summary.

h) Provide status reports (progress, budget, etc.).

i) Perform a site search in an effort to secure adequate and appropriate housing for conference participants.

j) Provide meeting rooms, audio visual equipment, supplies, and services incidental to the conduct of conferences.

k) Prepare and distribute invitations.

l) Coordinate registration fees and pre-conference distributions, with the ability to handle online registrations.

m) Establish message centers.

n) Provide evaluation and statistical analysis support.

o) Record and transcribe proceedings.

p) Provide and operate audiovisual equipment.

q) Provide simultaneous foreign language interpreters as requested with an immediate response time.

r) Provide coordination and implementation of third party participation as requested at the task order level.

s) Provide collection management if third party payment*.

Note: The contractor shall pay all upfront charges (e.g., the contractor will be responsible for funding the reservation of conference space, and/or hotel accommodations after the required approvals have been obtained.)

This task area prohibits and restricts the use of any meals for Federal Government employees (See effective Efficient Spending Policy https://oamp.od.nih.gov/news/NIH-efficient-spending-policy)

For the asterisked (*) items of this Task Area, collection of third party payments can only be performed in accordance with the Task Order IC/Agency policies, procedures and authority. All IC/Agency approvals must be obtained prior to the collection of third party payments.

The Task Order COR shall be provided a expense report between the contractor and recipient for all upfront charges. This report is to be provided to the Task Order COR within thirty (30) days of each transaction. The report will be reviewed and filed in the task order file for audit and review purposes. The expense report must include documentation that was forwarded to the IC, higher level officials or Agency Director for approval for the upfront charges. This documentation must be divided into four parts, 1) Issue, 2) Discussion, 3) Recommendation, and 4) Decision. The individual agency's task orders must provide additional information on responsibility for payment. The report must include the recipient's name, date received, funding distribution copy, invoice date and number and the amount of the task order.

The contractor is required to pay for all appropriate services in a timely manner in accordance with regulations.

Definitions:

HHS "local travel area" - When a temporary duty site is outside of the "official duty station" area (see below), but within the vicinity surrounding it; and the site is a minimum driving distance of less than 50 miles, by the most direct route, from the employee's office/permanent duty station, the site is considered to be a part of the "local travel area".

https://oamp.od.nih.gov/news/NIH-efficient-spending-policy

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"Official duty station" - The corporate limits of the city or town in which the employee's office/permanent duty station is situated.

(See NIH Manual Issuance 1500-06-01 - Per Diem Allowances in the Local Travel Area)

C.1.3.3 Documentation Support (Task Area 3) The contractor shall provide documentation services in support of meetings, conferences, seminars, and workshops held in the United States and abroad.

A non-exhaustive list of examples of the type of work to be performed under this task area is:

a) Prepare materials for distribution prior to the conference, which may include briefing materials, spreadsheets, power point presentations, preliminary agenda, travel and hotel data, and instructions concerning financial arrangements.

b) Prepare materials for distribution at the conference, which may include the final agenda, list of participants, notices of special functions, name badges, reference materials, program booklets negotiated contracts (hotels, interpreter, transportation, etc.).

c) Assist with preparation of program documentation. Program documentation ranges from simple agendas, negotiation documents, progress reports, summary reports of meetings to bilingual briefing books containing proceedings of working meetings and background biographical data on program participants.

d) Provide services such as creating docs, collating, editing, reproduction, and delivery and mailings.

e) Assist with preparation of abstract papers and/or publication of proceedings.

f) Arrange for translation of documents, negotiate contracts for translators, English and foreign languages as well as verification of accuracy and equivalency in translation.

C.1.3.4 Administrative Support (Task Area 4)

The objective of the administrative support task is to provide services in direct support of conferences and meetings to assist the scientific program staff and other government agencies in accomplishing a variety of research and administrative responsibilities. This contract will not be used for temporary services or unrelated administrative support services. All services are to be in direct support of conferences or meetings.

A non-exhaustive list of examples of the type of work to be performed under this task area is:

a) Provide administrative support for conferences.

b) Provide administrative support for workshops.

c) Provide administrative support for symposiums.

d) Provide administrative support for focus groups.

e) Provide administrative support for scientific meetings.

f) Provide administrative support for site visits.

g) Perform editing and publishing of newsletters, brochures, and pamphlets.

h) Design graphics for newsletters, invitations, brochures, pamphlets, etc.

i) Assist with the distribution of letters, documents, or other materials by e-mail, FAX, postal service, or courier service.

C.1.3.5 Website Design, Development, and Maintenance Support/Internet Support (Task Area 5)

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The Contractor shall provide Internet and Intranet support. The contractor will provide initial design, development, management, and conduct usability testing to evaluate effectiveness and ease of use of the website. This task area shall only be used in support of a conference, meeting, focus groups, etc. A non-exhaustive list of examples of the type of work to be performed under this task area is:

a) Design, develop, and maintain websites on the Internet, as required.

b) Work with the Task Order COR to determine any IT security violations, the site content, site concept, target audience, site goals and ideas for conference and meeting presentations.

c) Provide text and graphic design/conversion for conference and meeting support only.

d) Use documents/graphics provided by NIH and other Federal agencies or write or edit new documents/ graphics for inclusion on the sites. All new documents shall be edited and proofread by editorial staff to ensure the highest quality control.

e) Create new art, integrated into sites using HTML (hypertext markup language), record and digitalize audio, and program and integrate databases for the design.

f) Convert images, audio, or video as requested for services that require databases. Work with the Web Site Manager/Task Order COR to design databases. (The Contractor shall be able to use current technology to make it platform independent such as creating databases, JAVA and CGI scripts, and templates or cascading style sheets to create or redesign web pages. The Contractor shall keep up-to-date and apply new technologies to the websites when these features are available to all browsers.

g) Provide technical support for site maintenance and tracking. This shall include validation of code and links; testing site on the most frequently used browsers and various platforms; publicity of site through search engines and metatags; and tracking of site usage and accessibility with daily user statistics and online surveys.

NOTE: ALL OF THE ABOVE SERVICES SHALL BE USED ONLY IN DIRECT SUPPORT OF CONFERENCE AND

MEETING SERVICES (RELATING TO TASK AREA 2)

C.1.4 - Additional Requirement

1. This contract will require frequent communication and interaction between the Contractor and the COR. To insure that required services, face-to-face meetings, and daily document transfer are possible on a practical and cost-effective basis, the Offeror shall submit plans to demonstrate how the necessary interactions can be successfully accomplished.

2. Individual task orders may require a specified level of close and continuous communication. Task orders may require a specific Project Manager for the period of performance who will serve as the principal point of contact to the Government and who shall be the individual held responsible for production and oversight of all reports and plans, for the direct supervision and coordination of project staff and consultants, for issuing work assignments, for monitoring the progress of this Task Order and provision of deliverables, and for maintaining cost control.

3. Contractors shall provide plans to insure that no confidential or proprietary information recorded via notes, media or transcript during the conduct of a closed meeting or closed meeting session will be kept in files open to the public nor shall be accessible to anyone but those contracted employees directly engaged in the project. Plans shall include the disposition of finalized hardcopy and/or media containing finalized summaries, minutes, reports, etc. For some specific meetings where such information is disclosed, the subsequent Contractor may be required to sign a confidentiality agreement. Any such form will be identical to that which is concurrently signed by the Government.

4. The Contractor must follow the NIH Publication Standards for print materials. Materials produced by the Contractor shall not exceed the limitations imposed by the "Government Printing and Binding Regulations" published by the Joint Committee on Printing, Congress of the United States. The limitation is 5,000 reproductions of any page; documents consisting of multiple pages may not exceed an aggregate of 25,000

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5. The nature of the NIHCATS III contract vehicle requires that payment be made upfront for costs such as reservation fees, deposits, and the like for hotel rooms and space, airline tickets, transportations costs, etc.

The small business contractors awarded an IDIQ contract under NIHCATS III are required to pay the costs and expenses related to performing the services required by a task order statement of work and invoicing the Government for those costs afterward. Due to this aspect of the contract vehicle, it is important that the small businesses are financially sound and have the available funds to cover these upfront costs.

See Section L Paragraph 3 (Mandatory Submittal Requirements Volume II - Business Proposals 1. Forms 6)

- Line of credit letter; see also Section M paragraph 2.2 (Mandatory Financial Capability).

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 guidance and specific checklists, by application, can be found at: http://www.hhs.gov/web/508/index.html under "Making Files Accessible."

a. Technical Progress Reports

1. In addition to the required reports set forth elsewhere in this Schedule, the preparation and submission of regularly recurring Technical Progress Reports will be required. These reports will provide descriptive information about the activities undertaken during the reporting period and information about planned activities for future reporting periods. [Note: Beginning May 25, 2008, the Contractor shall include the applicable PubMed Central or NIH Manuscript Submission reference number when citing publications that arise from its NIH funded research.]

It is estimated that in addition to the required electronic version(s) no hard copies of these reports will be required as follows:

[X] Monthly [ ] Quarterly [ ] Semi-Annually [X] Annually [ ] Annually (with a requirement for a Draft Annual Report) [X] Final - Upon final completion of the contract [ ] Final - Upon final completion of the contract (with a requirement for a Draft Final Report)

2. Summary of Salient Results

The Contractor shall prepare and submit, with the final report, a summary (not to exceed 5 pages) of salient results achieved during the performance of the contract. This report will be required on or before the expiration date of the contract.

b. Other Reports/Deliverables (as required at the task order level)

1. Information Security and Physical Access Reporting Requirements http://www.hhs.gov/web/508/index.html

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The Contractor shall submit the following reports as required by the INFORMATION AND PHYSICAL ACCESS SECURITY Article in SECTION H of this contract. This requirement applies at the task order level.

2. Section 508 Annual Report

The contractor shall submit an annual Section 508 report in accordance with the schedule set forth in the ELECTRONIC AND INFORMATION TECHNOLOGY ACCESSIBILITY Article in SECTION H of this contract. The Section 508 Report Template and Instructions for completing the report are available at: http://www.hhs.gov/web/508/contracting/technology/vendors.html under "Vendor Information and Documents."

http://www.hhs.gov/web/508/contracting/technology/vendors.html

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SECTION D - PACKAGING, MARKING AND SHIPPING

ARTICLE D.1. 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, Contracting Officer's Representative (COR) is the authorized representative of the Contracting Officer.

c. Inspection and acceptance will be performed at:

The location will be specified in each task order awarded.

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.

1. FEDERAL ACQUISITION REGULATION (48 CFR CHAPTER 1) CLAUSES

FAR Clause 52.246-4, Inspection of Services - Fixed Price (August 1996).

FAR Clause 52.246-6, Inspection Time-and Material and Labor Hour (May 2001).

Alternate I (April 1984) is not applicable to this contract.

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SECTION F - DELIVERIES OR PERFORMANCE

ARTICLE F.1. PERIOD OF PERFORMANCE

a. The anticipated period of performance of the base contract shall be for one year from date of contract award.

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 Option Period Option 1 One year - TBD at contract award Option 2 One year - TBD at contract award Option 3 One year - TBD at contract award Option 4 One year - TBD at contract award

ARTICLE F.2. DELIVERIES

a. Satisfactory performance of this contract shall be deemed to occur upon performance of the work described in the Description Article in SECTION C of this contract and upon delivery and acceptance by the Contracting Officer, or the duly authorized representative, of the Services specified in the Delivery Schedule which are described in SECTION C of this contract.

b. Deliveries required by the Contractor shall be made F.o.b. destination as set forth in FAR Clause 52.247-35, F.o.b. Destination, Within consignees Premises (April 1984) [and any specifications stated in SECTION D, PACKAGING AND MARKING AND SHIPPING, of this contract] to the address/addressee listed below:

c. Delivery Address

Addresses/addressees will be identified at the task order level.

d. Unless otherwise specified, deliveries shall be made to the Delivery Point specified above Mondays through Fridays (excluding Federal Holidays) between the hours of 8:30 a.m. and 5:30 p.m. EST only. Supplies or services scheduled for delivery on a Federal holiday shall be made the following day.

ARTICLE F.3. TIME OF DELIVERY

The products and services required under the contract shall be completed and delivered to the specified address contained in the individual task order within the specified time frame.

ARTICLE F.4. CLAUSES INCORPORATED BY REFERENCE, FAR 52.252-2 (FEBRUARY

1998)

This contract incorporates the following clause(s) 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. Also, the full text of a clause may be accessed electronically at this address: http://www.acquisition.gov/far .

FEDERAL ACQUISITION REGULATION (48 CFR CHAPTER 1) CLAUSE:

52.242-15, Stop Work Order (August 1989)

Alternate I (April 1984) is applicable to this contract.

http://www.acquisition.gov/far

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52.242-17, Government Delay of Work (April 1984).

52.211-11, Liquidated Damages--Supplies, Services or Research and Development (September 2000).

"(a) If the Contractor fails to deliver the supplies or perform the services within the time specified in this contract, the Contractor shall, in place of actual damages, pay to the Government liquidated damages to be determined at the task order level."

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SECTION G - CONTRACT ADMINISTRATION DATA

ARTICLE G.1. CONTRACTING OFFICER'S REPRESENTATIVE (COR)

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

To be specified prior to award

The COR 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 COR is responsible for carrying out the duties of the COR only in the event that the COR 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; (5) otherwise change any terms and conditions of this contract; or (6) sign written licensing agreements. Any signed agreement shall be incorporated by reference in Section K of the contract

The Government may unilaterally change its COR designation.

ARTICLE G.2. KEY PERSONNEL, HHSAR 352.237-75 (December 2015)

The key personnel specified in this contract are considered to be essential to work performance. At least 30 days prior to the contractor voluntarily diverting any of the specified individuals to other programs or contracts the Contractor shall notify the Contracting Officer and shall submit a justification for the diversion or replacement and a request to replace the individual. The request must identify the proposed replacement and provide an explanation of how the replacement's skills, experience, and credentials meet or exceed the requirements of the contract (including, when applicable, Human Subjects Testing requirements). If the employee of the contractor is terminated for cause or separates from the contractor voluntarily with less than thirty days notice, the Contractor shall provide the maximum notice practicable under the circumstances. The Contractor shall not divert, replace, or announce any such change to key personnel without the written consent of the Contracting Officer. The contract will be modified to add or delete key personnel as necessary to reflect the agreement of the parties.

(End of Clause)

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

Name Title

Program Manager

Deputy Program Manager

ARTICLE G.3. TASK ORDER PROCEDURE

This contract provides for the issuance of Task Orders on a negotiated basis as follows:

a. General

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Only a duly warranted Contracting Officer may issue Task Orders to the Contractor, providing specific authorization or direction to perform work within the scope of the contract and as specified in the Statement of Work. Unless specifically authorized by the Contracting Officer, the Contractor shall not commence work until a fully executed Task Order has been awarded. The Contractor may incur costs under this contract in performance of task orders and task order modifications issued in accordance with this ARTICLE.

No other costs are authorized unless otherwise specified in the contract or expressly authorized in writing by the Contracting Officer.

Please note that possible minor modifications may be made to the ordering process in writing.

b. Requesting Task Order Proposals.

The Contracting Officer or a designated individual may solicit responses to requirements from Contractors in writing. A Task Order Request for Proposals (TORP) will be prepared and issued for each task order requirement.

Generally, the Task Order Request for Proposal (TORP) will include but is not limited to the following:

1. Statement of Work;

2. Reporting Requirements and Deliverables;

3. Proposal Due Date and Delivery of Proposals;

4. Period of Performance of Task Order;

5. Anticipated type of Task Order;

6. Technical Proposal Instructions;

7. Business Proposal Instructions

8. Evaluation Factors for Award

All contract clauses contained this contract shall be incorporated in the TORP and the resultant task order.

If conflicts exist between the contract clauses and the information outlined in the task order, the contract language takes precedence over the information in the task order.

Contractors are not required to propose on all TORPs. Those eligible Contractors that decide not to submit a proposal shall advise the Contracting Officer, in writing, of their intention not to submit a proposal on or before the closing date and time established in the TORP. An election not to propose on a given TORP will not negatively affect or prohibit a Contractor from competing on future TORPs. However, it may affect the Contractor's eligibility for continuations or extensions of the resultant Task Order.

c. Competitive Ordering Process.

1. All Contractors will receive e-mail notification advising of the availability of each proposed task order requirement. All proposed task orders will incorporate all terms of this contract unless otherwise specified in the proposed task order.

2. Contractors will be provided an adequate time to prepare and submit responses based on the Contracting Officer's consideration of the estimated dollar value and complexity of proposed task order. Responses will not be considered a proposal as defined in FAR Part 15. However, the Contractor shall provide information sufficient for consideration in accordance with FAR Part 16. Each TORP will indicate the criteria for the evaluation of proposals. The responses shall demonstrate capability for each criterion to be evaluated.

Generally, the Contractor will be asked to demonstrate the following as appropriate:

• Understanding of the requirements;

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• Experience and capability on similar tasks;

• Technical approach, methods and procedures for satisfying the requirements with a discussion of potential problems to be encountered and proposed solutions and/or risk mitigation strategies.

• Procedures for assuring quality of work, products, and deliverables;

• Plan for managing the task order, including meeting requirements and schedules, and performance measures (if applicable);

• Staffing plan with skill levels and level of effort for each individual proposed. Generally, resumes will be required for proposed personnel (if not previously submitted);

• References to evaluate past performance; and

• Cost/Price to perform the task order.

d. Evaluation and Award of Task Order Proposals

The Government will evaluate the Task Order proposals against the requirements of the TORP. Specifically, the technical evaluation factors, cost/price, past performance and any other factor specifically identified in the TORP will be used for evaluation of each proposal. In addition, the TORP will identify the basis for selecting a contractor for award. Generally, technical factors will be significantly more important than cost or price.

However, each TORP will specify how the award decision will be made.

Upon completion of evaluations, the Contracting Officer will issue a task order to the Contractor whose proposal is most advantageous to the government

The Contracting Officer will notify the Contractor(s) of the selection decision in writing.

e. Fair Opportunity

1. In accordance with FAR 16.505(b)(1)(i), each awardee will be given a fair opportunity to be considered for each order issued over $3,500 unless the following exception(s) apply:

i. The agency need for the supplies or services is so urgent that providing a fair opportunity would result in unacceptable delays.

ii. Only one awardee is capable of providing the supplies or services required at the level of quality required because the supplies or services ordered are unique or highly specialized.

iii. The order must be issued on a sole-source basis in the interest of economy and efficiency because it is a logical follow-on to an order already issued under the contract, provided that all awardees were given a fair opportunity to be considered for the original order.

iv. It is necessary to place an order to satisfy a minimum guarantee.

v. For orders exceeding the simplified acquisition threshold, a statute expressly authorizes or requires that the purchase be made from a specified source.

vi. In accordance with section 1331 of Public Law 111-240 (15 U.S.C. 644(r)), contracting officers may, at their discretion, set aside orders for any of the small business concerns identified in 19.000(a)(3).

When setting aside orders for small business concerns, the specific small business program eligibility requirements identified in part 19 apply.

2. All awardees will be given a fair opportunity to be considered in accordance with the FAR as follows:

i. For orders exceeding $3,500 up to the simplified acquisition threshold, in accordance with FAR 16.505(b)(1)(ii);

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ii. For orders exceeding the simplified acquisition threshold up to $5.5 Million, in accordance with 16.505(b)(1)(iii); and,

iii. For orders exceeding $5.5 Million, in accordance with FAR 16.505(b)(1)(iv).

ARTICLE G.4. INVOICE SUBMISSION

a. Invoice Instructions for NIH Fixed-Price Type Contracts, NIH(RC)-2, are attached and made part of this contract.

The Contractor shall follow the attached instructions and submission procedures specified below to meet the requirements of a "proper invoice" pursuant to FAR Subpart 32.9, Prompt Payment.

1. 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.

a. 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

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

Task Order Contracting Officer TBD at the task order level

Room

MSC

e-mail:

The Contractor shall submit an electronic copy of the payment request to the approving official instead of a paper copy. The payment request shall be transmitted as an attachment via e-mail to the address listed above in one of the following formats: MSWord, MS Excel, or Adobe Portable Document Format (PDF). Only one payment request shall be submitted per e-mail and the subject line of the e-mail shall include the Contractor's name, contract number, and unique invoice number.

[Note: The original payment request must still be submitted in hard copy and mailed to the designated billing office to meet the requirements of a "proper invoice."]

b. Inquiries regarding payment of invoices shall be directed to the designated billing office, (301) 496-6088.

ARTICLE G.5. PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS

SUBCONTRACTORS, FAR 52.232-40 (December 2013)

a. Upon receipt of accelerated payments from the Government, the Contractor shall make accelerated payments to its small business subcontractors under this contract, to the maximum extent practicable and prior to when such payment is otherwise required under the applicable contract or subcontract, after receipt of a proper invoice and all other required documentation from the small business subcontractor.

b. The acceleration of payments under this clause does not provide any new rights under the prompt Payment Act.

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c. Include the substance of this clause, include this paragraph c, in all subcontracts with small business concerns, including subcontracts with small business concerns for the acquisition of commercial items.

(End of Clause)

ARTICLE G.6. GOVERNMENT PROPERTY

If this contract will result in the acquisition or use of Government Property provided by the contracting agency or if the Contracting Officer authorizes in the task order preaward negotiation process, the acquisition of property (other than real property), this ARTICLE will include applicable provisions and incorporate the HHS Publication, entitled, "HHS Contracting Guide for Contract of Government Property," which can be found at: http://oamp.od.nih.gov/sites/default/ files/appendix_q_hhs_contracting_guide.pdf.

ARTICLE G.7. ON-SITE CONTRACTOR ACCESS TO GOVERNMENT PROPERTY

The Contractor shall be held responsible for Government Property, regardless of dollar value, when:

• The contract requires contractor personnel to be located on a Government site or installation;

• The property utilized by contractor personnel is incidental to the place of performance; and,

• The property used by the contractor remains accountable to the Government

Responsibility includes physical presence, proper use and handling, normal maintenance, and reporting loss, damage or destruction.

Responsibility for government property shared by two or more contractors or located in space shared by two or more contractors, shall be determined and documented by the contractors involved. In cases where the parties cannot reach agreement on shared responsibility, the matter will be referred to the NIH Property Officer for resolution.

ARTICLE G.8. POST AWARD EVALUATION OF CONTRACTOR PERFORMANCE

a. 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 end of the period of performance.

In addition to the Final evaluation, Interim evaluation(s) will be prepared Annually starting one year after initial award date.

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.