Revised SOW-Grammatical corrections only.doc

(Grammatical corrections only)

B.2.0

STATEMENT OF WORK

B.2.1 Introductiona.Introduction tc \l 0 "02a.Introduction ":

The National Institutes of Health (NIH) conducts the world’s largest biomedical research program. The NIH is one of eight health agencies within the Department of Health and Human Services and is comprised of twenty-seven different institutes and centers.

The focus of this procurement is to acquire consultant and advisory services in implementing process improvement, budget, personnel tracking, and other aspects of the Real Property Management Office (RPMO) Project Control Office function.

B.2.2 Background

The National Institutes of Health, Office of Research Facilities (ORF) RPMO provides maintenance, repairs, utility plant operations, and design & construction project management for the National Institutes of Health. The RPMO employs approximately 500 Federal FTE and has over $60 million in service contracts. In addition, it manages more than $43 million in design and construction projects each year. RPMO has recently established the RPMO Project Control Office to oversee various aspects of RPMO operations. The Contractor shall support these efforts.

B.3.0

SCOPE OF WORK

B.3.1 General

The intention of this solicitation is to obtain services of a qualified and experienced contractor to provide support to initiatives within ORF, primarily within RPMO. Areas of investigation and support may include supply, logistics, maintenance, utilities operations, design and construction management, and other areas of interest to the ORF and RPMO. Specific areas of investigation and support shall include installed equipment, processes, procedures, work flow, training, contracting, and resources (personnel, contracts, logistics, supplies, etc.), as well as any other area that significantly influences the performance of work within the RPMO and ORF.

Techniques used shall include business process re-engineering, industrial engineering techniques, standard Federal government budgeting techniques, resource and personnel analysis, Note: Engineering document management is currently performed under a separate contract and is not envisioned to be a part of this contract.

B.4.0 DEFINITIONS and ACRONYMS

B.5.0

GENERAL REQUIREMENTS

B.5.1 TASKS

The Contractor shall perform an array of tasks, listed below. The government will define specific projects via task orders. The Contractor shall propose a solution for each requirement and shall demonstrate that the proposed solution will satisfy the requirements listed herein.

B.5.1.2 Weekly Meeting. The Contractor shall attend a weekly meeting of the Project Control Office staff to provide status updates and working reviews of documents. The Contractor shall attend other meetings as required to complete work.

B.5.1.3 Budget Planning. The Contractor shall develop operating plans for budgetary planning purposes. The RPMO budget is between $110 Million and $140 Million. The plans shall include all RPMO expenditures above approximately $50,000, which is currently more than 600 items, as well as personnel costs. RPMO’s planned staffing is approximately 522 FTE. There are more than 60,000 transactions within the RPMO budget each year.

B.5.1.4 Budget Control. The Contractor shall review requests for expenditures to ensure that they meet the requirements of the RPMO Performance Work Statement (PWS) and, for expenditures over $50,000, that they are included in the RPMO operating plan.

B.5.1.5 Budget Tracking. The Contractor shall track RPMO expenditures and provide daily, monthly, quarterly, and ad-hoc reports regarding expenditures. The contractor shall provide reports in Excel, Word, and PowerPoint, as required to meet the need. There will be at least 21 ad-hoc reports developed per month.

B.5.1.6 Organizational Structure Tracking. The Contractor shall track the RPMO organizational structure. The Contractor shall prepare and submit updated organizational charts monthly.

B.5.1.7 Vacancy and Recruitment Support. The Contractor shall track organizational vacancies and shall prepare status reports for all recruitment actions. The vacancy and recruitment status report shall be submitted biweekly. The Contractor shall provide analysis and trending for recruitment activities and hiring success. The Contractor shall develop recruitment packages and actions as necessary to complete recruiting requirements.

B.5.1.8 Contact Information Lists. The Contractor shall prepare and maintain lists of RPMO personnel and their contact information. The contact information lists shall include both work and personal contact information for all employees. Personal contact information shall be provided to RPMO management only and shall be treated as confidential. The Contractor shall submit updates to both lists monthly, with the submittal of organizational charts.

B.5.1.9 Training Development and Tracking. The Contractor shall track completion of all mandatory government training for RPMO personnel. At a minimum, this includes ethics, information security, privacy, prevention of sexual harassment, and safety training. The Contractor shall also track training designated as mandatory by the RPMO. This will include approximately 4 classes per year for all employees. In addition, the Contractor shall track technical training for specific employees and groups of employees, which may be as much as 100 hours of training per employee.

B.5.1.10 Metrics and Key Performance Indicator Development. The Contractor shall research, develop, present, and refine performance metrics specific to the maintenance, utilities, and construction management environments, as well as other areas within ORF. The Contractor shall also implement, gather data for, and measure metrics and key performance indicators. Sources shall include internally developed metrics, industry standards, and adaptation of best practices from any and all other sources. Performance metrics shall be measurable, outcome-oriented, and based upon industry-standard best practices.

B.5.1.11 Calculation and review of Performance Metrics. The Contractor shall gather the data, calculate, and provide a report of performance metric values. All calculations shall be developed in a manner such that their development can be followed from raw data. Outputs shall be in a format designated by the government (currently calculations in Excel and presentations in PowerPoint).

B.5.1.12 Dashboard Implementation and Upkeep. The Contractor shall support implementation of an RPMO dashboard associated with existing and newly developed metrics and key performance indicators. The Contractor shall develop queries, reports, and databases that support instant publishing of data for review via the World Wide Web.

B.5.1.13 RPMO Service Contracts Development. The Contractor shall support the development of revised statements of work for service contracts under the RPMO. The Contractor shall apply contracting best practices to provide statements of work that contain measurable performance standards (quality, timeliness, and reporting) as well as detailed and easily managed contract requirements.

B.5.1.14 Quality Assurance Surveillance Plans. The Contractor shall develop detailed, implementable, and focused quality assurance surveillance plans (QASPs) for RPMO service contracts. QASPs shall focus on key performance indicators and measurable outcomes rather than on detailed analysis of every requirement. QASPs shall include guidance for both measurement and analysis of data, as well as standard templates for data trending and presentation.

B.5.1.15 Independent Government Cost Estimates. The Contractor shall develop independent government cost estimates (IGCEs) for RPMO service contracts. IGCEs shall follow the guidelines set forth by the Government Accountability Office, Office of Management and Budget, and the Federal Acquisition Regulation.

B.5.1.16 Solicitation Development Support. The Contractor shall provide support for the solicitation development process. Such support may include developing any or all sections of a solicitation, including the CLIN structure, evaluation criteria, proposal formats, and any other needed information for the solicitation.

B.5.1.17 Evaluation Support. The Contractor shall provide support for source selection evaluation boards, including technical, management, and cost evaluations.

B.5.1.18 Standards Documents Identification and Development. The Contractor shall identify and develop standard operating procedures, policies, desktop procedures and guides, and other documents designed to support standardized definite procedures and ensure effectiveness. These documents may cover all aspects of ORF’s work, including technical, engineering, design, construction, operations, and administrative functions. Identification of documents shall include a structured analysis of the attributes that significantly and materially affect performance, development of a configuration control plan for these elements, and determination of a full set of documents to be developed. Development.

B.5.1.19 Standards Document Management. The Contractor shall support management and control of standards documents. Management and control of standards documents shall include version control, document control, document library maintenance, document updates, deletion of outdated documents, and changes to the overall structure of documents to take into consideration new and changed system attributes.

B.5.1.20 Post Competition Accountability Scope. The Contractor shall support checks of the scope of work required under the RPMO PWS. The Contractor shall prepare modifications to the PWS and develop deviations to the MEO structure and staffing for changes that are within the scope of the PWS. Such requests for changes shall comply with the structure of the NIH Policy and Procedure Guidebook on Competitive Sourcing, which is available at http://a-76.nih.gov/SectionA-X.html.

B.5.1.21 Post Competition Accountability Cost. The Contractor shall support identification and entry of resource information for personnel and cost data for contracts, materials, travel, training, and other costs associated with the performance of work in the RPMO. The Contractor shall enter data into the NIH MEO-Watch system.

B.6.0 MANAGEMENT

B.6.1 The Contractor shall manage the total work effort associated with the services required herein to ensure fully adequate and timely completion and permit tracking of work in progress. Such management includes, but is not limited to, planning, scheduling, cost accounting, report preparation, establishing and maintaining records, and quality control. The Contractor shall provide staff with the necessary management expertise to assure the performance of the required work.

B.6.2 The Contractor shall arrange work so as not to cause interference with normal occurrence of NIH business. In those cases where some interference is unavoidable, the Contractor shall make every effort to minimize the impact of the interference and its effects. All work schedules required shall be submitted to and approved by the PO. In no event shall the Contractor change approved work schedules without the prior consent of the PO.

B. 7.0 PERSONNEL QUALIFICATIONS

Contractor personnel shall demonstrate, via their resumes, experience with and expertise in the work to be performed, as well as experience in business process re-engineering, budget and financial analysis in a facilities management environment, acquisition support, competitive sourcing implementation and post-competition accountability, personnel and organizational tracking, and training evaluations.

In addition, all personnel shall demonstrate, via experience or education, that they are able to perform detailed and high-quality quantitative analysis of complex data sets, and an adequate level of experience in a complex and fast-paced facilities maintenance environment.

B.8.0 DELIVERABLES

B.8.1 Monthly Reports. The Contractor shall prepare a monthly report summarizing all work performed under this Contract. The report shall include progress, planned progress for the following month, issues and problems encountered, proposed solutions, and funds expended. The Contractor shall submit the monthly report electronically to the Project Officer.

B.8.2 Task Reports. The Contractor shall prepare reports based upon the data gathered and analyses produced for each task order. All work shall be fully traceable, including showing initial raw data, calculations, analyses, and conclusions. All claims, statements, conclusions, and recommendations shall be supported by clear evidence, detailed analysis, and full documentation of each step of the process. Under no circumstances will unsupported or unjustified work be acceptable. Reports shall be in Microsoft Office compatible formats. Except by specific direction of the Project Officer, the Contractor shall not submit documents in formats (e.g., PDF) that cannot be easily changed and edited. Task reports shall be submitted in electronic and hard copy formats. Number of hard copies will be determined in each task order.

B.8.3 Task Presentations. The Contractor shall develop presentations based upon the data gathered and analyses produced for each task order. Presentations shall be clear, concise summaries of analyses. At all times, analyses presented shall have available full and detailed supporting documentation. Reports shall be in Microsoft Office compatible formats. Except by specific direction of the Project Officer, the Contractor shall not submit documents in formats (e.g., PDF) that cannot be easily changed and edited. Task presentation shall be submitted in electronic and hard copy formats. Number of hard copies will be determined in each task order.

B.9.0 PLACE OF PERFORMANCE

Work shall be performed at the Contractor’s normal work location and onsite at the NIH main campus in Bethesda, Maryland. There may also be some work at associated NIH buildings located throughout Montgomery County, Maryland. There will be occasional travel to Baltimore, Maryland, Hamilton, Montana and Research Triangle Park, North Carolina.

B.10 DUTY HOURS

The Contractor shall provide support as needed to attend meetings and participate in cooperative efforts during regular business hours. The Contractor may be required to gather data and information during evenings, overnight, and weekend hours, since the RPMO is a 24/7/365 operation.

To the extent possible work shall be performed during normal working hours (7:00am – 5:00 pm). However specific tasks may require work outside of those hours to minimize interference with NIH operations. If so defined at the outset, overtime pay is not anticipated to be necessary. However if the work schedule changed after a task order had begun or exceeds 40 hours per week (individual time) overtime will be entertained.

B.11 SUBCONTRACTS

If the Contractor intends to subcontract work, the Contractor shall notify and obtain the approval of the Contracting Officer and Project Officer prior to initiating work with the subcontractor.

B.12 GOVERNMENT-FURNISHED PROPERTY

When work under this Contract requires Contractor personnel to work onsite more than three days per week for more than three months, the Government will provide work space to include a desk, chair, computer, and telephone.

The Government will provide access to existing data for work performance, accounting, and personnel tracking.

B.13.0

EMERGENCY REQUIREMENTS

The contractor shall be able to provide emergency services within 2 hours after notice from the Contracting Officer. To the extent possible, emergency services will be defined but may need site inspection by the contractor. The contractor is expected to bring all necessary personnel etc as soon as possible after the site inspection.

B.14.0

TASK ORDER PROCEDURES

B.14.1 We anticipate multiple requirements and an evolving set of solutions associated with the continuous improvement nature of the personnel and budget management aspects of the Contract. Since these requirements will change over time and the direction of the change cannot be fully anticipated ahead of time, we will issue tasks to change with the development of the overall PCO function.

B.14.2 Preparation of Proposals

In response to NIH’s RFP, the Contractor shall submit a proposal for each potential task order which includes (1) a complete list of all tasks necessary to perform the required scope of work, (2) the estimated number of hours to perform each task, and (3) the projected quantity and costs of materials and equipment to perform the required scope of work. This proposal will be analyzed and compared to NIH’s estimate of hours and costs. Proposals shall be returned to the COTR within fourteen (14) calendar days after receipt for proposed task orders.

B.14.3 NIH Review of Contractor Proposal

NIH shall review the Contractor’s proposal for completeness and reasonableness by comparison of the proposed hours and costs with NIH’s independently prepared estimate. If necessary, NIH will negotiate with the Contractor the performance labor hours, material requirements and equipment to perform the task order.

B.14.4 Establishing Final Task Order Cost

A firm fixed-price task order for the work described shall be issued upon acceptance of the contractor’s proposal.

B.14.5 In the event of an “emergency” requirement the Contracting Officer may direct the contractor to proceed on a “not to exceed” basis while necessary documentation is being prepared.

B.14.6 Each task order will include the name and telephone number of the Facility Manager(s) in the affected area(s). The Contractor shall notify the Facility Manager(s) in writing at least five (5) working days in advance of any work to be performed in a building under his/her control. Notification shall include the type of work to be done and the estimated start and completion dates. The Contractor shall reschedule any work the COTR deems necessary to avoid unacceptable disruptions in NIH’s business.

B.15.0 Holidays and Administrative Leave The National Institutes of Health observes the following days as holidays:

New Year's Day

Labor Day

Martin Luther king Jr. Day Columbus Day

Presidents' Day

Veterans Day

Memorial Day

Thanksgiving Day

Independence Day

Christmas Day

Any other day designated by Federal statute.

Any other day designated by Executive Order.

Any other day designated by President's proclamation.

tc \l2 "Article 16 Holidays and Administrative Leave16.1 The National Institutes of Health observes the following days as holidays:New Year's Day

Labor DayMartin Luther king, Jr.'s Day

Columbus DayPresidents' Day

Veterans DayMemorial Day

Thanksgiving DayIndependence Day

Christmas DayAny other day designated by Federal statute.Any other day designated by Executive Order.Any other day designated by President's proclamation.

When any such day falls on a Saturday, the preceding Friday is observed. When any such day falls on a Sunday, the following Monday is observed. Observance of such days by Government personnel shall not be cause for an extension to the delivery schedule or period of performance or adjustment to the price, estimated cost, or fee(s), if any, except as set forth in the contract.

B.16.0 CONTRACT ADMINISTRATION

B.18.1 Contracting Officer (CO)

The Contracting Officer for this contract is:

Anazette Andrews

Telephone: 301-443-3111

Contracting Officer

Fax: 301-402-11-3

National Institute of Health Email: Andrewsa3@mail.nih.gov Building 13, Room 2E48H, Bethesda, Maryland 20892

Only the contracting officer has authority to: (1) increase or decrease the contract amount; (2) direct or negotiate any changes; (3) modify or extend the period of performance; (4) change the schedule of completion; (5) authorize payment under this contract; (6) otherwise modify any terms or conditions of this contract.

B.16.2 Contracting Officer's Technical Representative (COTR) tc "6.2 Contracting Officer's Technical Representative (COTR) " \l 2 Upon award, a Contracting Officer's Technical Representative (COTR) will be designated to manage the technical aspects of this contract. All modifications to this contract must be approved by the COTR prior to issuance by the ACO. The COTR for this contract is:

TBA

Telephone:

National Institutes of Health

Email:

Building 13, Bethesda, MD 20892

The COTR has the responsibility to inspect all deliverables/services and authorization to certify (but not to reject or deny) invoices for payment. The authority to reject an invoice or assess deductions on an invoice is expressly reserved for the CO. The CO is the only individual who can legally commit or obligate the Government for the expenditure of public funds. The technical administration of this contract shall not be construed to authorize the revision of the terms and conditions of this contract. Any such revision shall be authorized in writing by the CO.

B.16.3 Contractor's Representative tc "6.3 Contractor Representative " \l 2 The Contractor's representative to be contacted for all contract administration matters:

Name:

Telephone:

Address:

Fax:

E-mail:

The contractor's representative shall be responsible for all contract administration issues and shall act as the central point of contact with the Government for all such issues. The representative shall have full authority to act for the contractor in all contractual matters. The representative shall be able to fluently read, write, and speak the English language.

B.16.4 Key Personnel

The contractor shall provide and maintain in the spaces below, the names and phone numbers of his key personnel to be called in various repair situations. The personnel shall be reachable by phone twenty-four hours a day. When contractor's first available key personnel selection becomes unavailable to render services, the contract is responsible for providing a back-up with equal or greater knowledge and experience as identified in the contract.

NAME

PHONE NUMBER

1. _______________________

2. _______________________

3. ________________________

4. ________________________

B.17.0 QUALIFICATION OF KEY PERSONNEL

All contractor’s personnel assigned to the performance of this contract shall be trained and qualified for no less than 3-years. The offeror shall include in his/her proposal , proof of training/qualifications of personnel that will be used to perform the services specified herein.

Contractor shall provide and maintain a list of Names and Phone Numbers of their Key Personnel to be called in various situations. The personnel shall be reachable by phone twenty-four hours a day. When contractor’s first available Key Personnel selection becomes unavailable to render services, the contractor is responsible for providing a Back-Up with equal or greater knowledge and experience. This list shall be submitted to the COTR upon award.