Attachment 8 REVISION 2.pdf

Attachment 8 – REVISION # 2 (4-28-2010)

ATTACHMENT 8-REVISION #2 (4/28/2010)

Additional Business Proposal Instructions, National Network of Libraries of Medicine

NOTE: If any of the instructions in the Additional Business Proposal Preparation Instructions paragraph conflict with instructions in previous sections, the Additional Business Proposal Preparation Instructions shall supersede these other instructions.

A separate, self-contained Business Proposal shall be submitted for the National Network of Libraries of Medicine (NN/LM) Services portion of the contract. The NN/LM Services portion includes the Network Programs, Outreach to Health Professionals and Public Health Workers, Outreach to Consumers, Exhibits and Presentations at Meetings, and Information Technology/Policy Awareness/Technology Improvement sections of the Statement of Work.

If a proposal is submitted for the NLM Training Center, the NN/LM Outreach Evaluation Resource Center, or the NN/LM Web Services, Technology & Operations Center, separate, self-contained Business Proposal documents should also be submitted.

1. NN/LM Services Business Proposal

In order for the Government to properly evaluate the NN/LM Services Business Proposal, the following forms shall be submitted:

o NN/LM Services Cost Breakdown and Narrative Justification o NN/LM Services Budget Forms (Form NN/LM 1) -- Attached o NN/LM Services Personnel Allocation Forms (Form NN/LM 2) -- Attached

Special instructions for Forms NN/LM 1 and NN/LM 2 are provided with the forms.

Special instructions for the Cost Breakdown and Narrative Justification are provided below:

A detailed cost breakdown by line item (see Line Item Categories, Definitions and Instructions on page 6) shall be provided for all Year 1 and Year 2 NN/LM Services costs. No cost breakdown needs to be supplied for Year 3, 4, or 5 at this time.

A narrative justification shall be included with the Year 1 and Year 2 cost breakdown. It should include the rationale for requesting the specific items listed in the cost breakdown and must reflect the needs of the programs outlined in the Technical Proposal.

Please round all total amounts to the nearest dollar in the cost breakdown.

2. Business Proposals for:

Attachment 8 – REVISION 2 (4-28-2010)

NLM Training Center NN/LM Outreach Evaluation Resource Center NN/LM Web Services, Technology & Operations Center

If a proposal(s) is submitted for the NLM Training Center, the NN/LM Outreach Evaluation Resource Center, and/or the NN/LM Web Services, Technology & Operations Center, the following forms shall be included as part of the Business Proposal for each center, in order for the Government to properly evaluate the Business Proposal(s):

o Cost Breakdown and Narrative Justification o Budget Form (NN/LM Form 3) -- Attached o Personnel Allocation Form (NN/LM Form 4) -- Attached

Special instructions for Forms NN/LM 3 and for NN/LM 4 are provided with the forms. Special instructions for the Cost Breakdown and Narrative Justification are provided below.

See LINE ITEM EXPENDITURE CATEGORIES, DEFINITIONS AND INSTRUCTIONS – page 6

A detailed cost breakdown by line item shall be provided for all Year 1 and Year 2 costs. No cost breakdown needs to be supplied for Years 3, 4, or 5.

A narrative justification shall be included with the Year 1 and Year 2 cost breakdown, and should include the rationale for requesting the specific items listed in the cost breakdown.

Line items and instructions to be used are specified in Attachment 3.

Please round amounts to the nearest dollar.

Instructions for NN/LM Services Budget Form Basic Services, NN/LM1; Options, NN/LM3

1. A separate NN/LM Services Budget Form shall be completed for:

a. Each of the five contract years and

b. The cumulative five-year period

2. Year 1 and 2 amounts shall reflect the information provided in the Cost

Breakdown and Narrative Justification portion of the Business Proposal.

However, any Year 3, 4, or 5 direct costs presented in Form NN/LM 1 need only reflect an amount equal to an inflation factor percentage above the Year 2 amounts as follows:

Year 3 3.0 % above Year 2 amounts Year 4 3.0 % above Year 3 amounts Year 5 3.0 % above Year 4 amounts

3. Make sure that the contractor name, period covered, and date submitted are on the form.

4. Note that the "Modified Total Direct Cost" is the overhead/IDC base; the total of all direct costs on which overhead or indirect costs rates will be applied and is only used to calculate the "Overhead/IDC" amount. The "Total" amount is obtained by adding the "Total Direct Costs" and the "Overhead/IDC" amounts.

5. Please round all amounts to the nearest dollar.

Instructions for Personnel Allocation Forms Basic Services, NN/LM2; Options, NN/LM4

1. A separate Personnel Allocation Form shall be completed for each Center for contract

Years 1 and 2.

2. Year 1 and 2 FTE (full-time equivalent) levels and contract dollar amounts shall reflect the information provided in the Cost Breakdown and Narrative portion of the Business Proposal.

3. Make sure that the contractor name, period covered, and date submitted are on the form.

Instructions for Form NN/LM Travel1

1. Program Area: please indicate the one letter abbreviation for the program area to which the travel relates. The following abbreviations should be used:

NP = Network Programs

HP/PHW = Outreach to Health Professionals and Public Health Workers

OC = Outreach to Consumers EP = Exhibits & Presentations at Meetings

IT/PA/TI = Information Tech/Policy Awareness/Technology Improvement

2. Name of Traveler: indicate the last name of the individual traveling. If there is a vacancy, include the title of the position.

3. Purpose: name of the meeting

3. Departure/destination: indicate the city of departure and destination.

4. Mode: indicate mode of travel (air, auto, train).

5. Fare: indicate the total cost of the mode of travel.

6. Hotel/person/night: indicate the amount allowed for lodging, per night.

7. Number of nights: indicate the total number of nights of lodging.

8. Meals/person/day: indicate the amount allowed for meals per day.

9. Number of days: indicate the total number of days travel.

10. Other: indicate all other expenses, such as ground transportation, rental car (if in addition to fare), etc.

11. Total = Fare + ((Hotel/per night multiplied by # of nights) + (Meals/per day multiplied by # of days)) + Other

LINE ITEM EXPENDITURE CATEGORIES

DEFINITIONS AND INSTRUCTIONS FOR NARRATIVE JUSTIFICATION

Provide a detailed budget for all Year costs. The budget should be divided by line item expenditure category with a justification for each. For a description of what to include in the expenditure categories, see below. Please follow additional instructions that may apply to some expenditure categories. A total for each line’s items expenditure categories should be provided at the end of the narrative portion for that category. This number should match the number in the “TOTAL” column for that line item on form NN/LM 1/Travel.

PROFESSIONAL PERSONNEL:

Include senior level and other key personnel classified as “professional” in your institution, including temporary professional personnel. A position description should also be provided for each position. If any new positions are requested, a detailed justification should be included, with the exception of the consumer health information position.

SUPPORT PERSONNEL:

Include all other personnel, including temporary support personnel. A position description should be provided for each position. If any new positions are requested, a detailed justification should be included.

FRINGE BENEFITS:

Include allowances and services provided to employees as compensation, in addition to regular salaries and wages. If a fringe benefit rate has been established, the rate will be applied to the agreed-upon base. Fringe benefits which are included in the indirect cost rate should not be shown here. A justification should be provided for the fringe benefits rates used.

NONEXPENDABLE PROPERTY:

Includes personal property which is durable, and which has expected useful life of two or more years. Each item of nonexpendable property should be listed separately, followed by a justification and the amount requested. If the equipment is to replace existing equipment, this should be noted in the justification.

SUPPLIES:

Include the cost of supplies, materials and equipment maintenance, and leases or purchases charged directly to the contract, but exclude the cost of nonexpendable property as defined above.

Please provide a justification for any equipment lease or maintenance costs, as well as any other major items included in Supplies.

TRAVEL:

Please provide a justification for the trips proposed. At the end of the justification for each travel category (Staff and Other), show the total amount of funds requested for that category.

Travel Policy for MLA: MLA travel requests for RML staff attendance at the Annual MLA meeting (other than for the RML Director and Associate Director) is that you may include MLA registration and airfare and sis days per diem expenses for four staff members to attend. This amount may be split among staff members.

Please fill out a separate line for each trip and each traveler, i.e, if two staff members will be making the same trip, travel funds should be requested separately for each individual.

(1) STAFF TRAVEL FORM: For RML staff members. Include all direct costs of travel, including transportation, subsistence and miscellaneous expenses.

(2) OTHER TRAVEL FORM: For travel by Regional Advisory Committee members and non-staff. Include all direct costs of travel, including transportation, subsistence and miscellaneous expenses.

(3) TOTAL: Sum of all travel.

1. Program Area: please indicate the one letter abbreviation for the program area to which the travel relates. The following abbreviations should be used:

• NP = Network Programs

• HP/PHW = Outreach to Health Professionals and Public Health

Workers

• OC = Outreach to Consumers

• EP = Exhibits & Presentations at Meetings

• IT/PA/TI = Information Tech/Policy Awareness/Technology

Improvement

2. Name of Traveler: indicate the last name of the individual traveling. If there is a vacancy, include the title of the position.

3. Departure/destination: indicate the city of departure and destination.

4. Purpose: indicate name of the meeting.

5. Mode: indicate mode of travel (air, auto, train).

6. Fare: indicate the total cost of the mode of travel.

7. Hotel/person/night: indicate the amount allowed for lodging, per night.

8. Number of nights: indicate the total number of nights of lodging.

9. Meals/person/day: indicate the amount allowed for meals per day.

10. Number of days: indicate the total number of travel days.

11. Other: indicate all other expenses, such as registration fee, ground transportation, rental car (if in addition to fare), etc.

12. Total = Fare + ((Hotel/per night multiplied by # of nights) + (Meals/per day multiplied by # of days)) + Other

CONSULTANT FEE:

Prior approval for consultants is required. Include proposed fees for consultants. Please include a copy of any new consultant service agreements. Please provide a justification for each consultant proposed. In addition, you must provide the following: consultant’s name, hourly fee, number of days or hours of the consulting arrangement and total amount to be paid.

COMMUNICATIONS:

Include telephone, postage, parcel and other delivery services and communication line charges.

Please provide a justification for communication expenses broken down by major areas.

REPRODUCTION:

Include institutional charges or purchase orders for printing as well as any per-page reproduction or photocopy charges for printing/photocopying of RML-related materials. Photocopy equipment rental, maintenance or supplies shall be included with the supplies category. Please provide a justification for reproduction expenses broken down by major areas.

SUBCONTRACTS:

Include total costs (subcontractor’s direct and indirect costs) associated with each subcontract as a separate line item. Please provide a written description and justification for each subcontract. If you wish to have subcontracts approved and funding released at the time the contract year funds are provided, you must also include a complete Statement of Work, a schedule of reports and deliverables, and a complete budget and written justification by line item. For further information concerning the documentation required for subcontracts, see FAR clause 52.244-2, Subcontracts (Cost Reimbursement and Letter Contracts) contained in the contract.

OTHER COSTS:

Include any items which do not fit into any other line item. Please provide a justification for other expenses broken down by major areas.

TOTAL DIRECT COSTS: The sum of all direct costs.

MODIFIED TOTAL DIRECT COST (MTDC):

Indicate the total of all direct costs on which overhead or indirect cost rates will be applied. See attached “Instructions for Completing of Forms NN/LM 1/Travel and NN/LM 2/Program Areas Personnel Allocation” for further instructions on calculating the MTDC.

OVERHEAD/IDC:

Indicate the overhead or indirect cost rate. The rate shall be applied to totals on the Modified Total Direct Costs line. Please attach a copy of your institution’s Negotiated Rate Agreement.

TOTAL:

The sum of Total Direct Costs + Overhead/IDC.

INSTRUCTIONS FOR COMPLETION OF FORMS

NN/LM 1/ Summary of Category Expenditures and NN/LM 2/ Program Areas Personnel Allocation

1. Please use the Line Item Expenditure Categories: Definitions and Instructions for Narrative Justification for completion of both forms.

2. Make sure that the contractor’s name and the date submitted are on the forms.

NN/LM 1/Summary of Category Expenditures:

1. Complete all line item amounts within each program area. Please round to the nearest dollar.

2. Note that the “Modified Total Direct Cost” is the total of all direct costs on which overhead or indirect costs are allowed. Please see your Indirect Cost Rate Agreement to identify costs to which IDC is applied. This should be available in your Grants and Contracts Office.

NN/LM 2/Program Areas Personnel Allocation:

The amounts in the Annual Salary and Fringe Benefits area on Form NN/LM 2 should be for a 12-month, full-time period, regardless of the actual FTE amount being spent on RML activities.