Notice_of_Intent_1.pdf

Notice of Intent to Sole Source

Solicitation Number: 75N94023Q00079 Solicitation Type: Sole Source (Non-Competitive) Title: Educational Support of Institutional Animal Care and Use Committee

(IACUC) Workshops NAICS / Size Standard: 611710/ 24 Million

Introduction

THIS IS A PRE-SOLICITATION NON-COMPETITIVE (NOTICE OF INTENT) SYNOPSIS TO AWARD A PURCHASE ORDER WITHOUT PROVIDING FOR FULL AND OPEN COMPETITION. The National Institute of Child Health and Human Development (NICHD), Office of Acquisitions (OA), intends to negotiate and award a purchase order on a noncompetitive sole source basis to IACUC 101 SERIES to provide Educational Support of Institutional Animal Care and Use Committee (IACUC) Workshops to the National Institutes of Health.

Background Information

The Office of Laboratory Animal Welfare (OLAW)’s mission is to provide guidance and interpretation to assured institutions with respect to the humane care and use of animals in research.

IACUC 101™ Series presents three different, but related courses designed to provide Institutional Animal Care and Use to Committee members, administrators, veterinarians, animal care staff, researchers, regulatory personnel, compliance officers, and others with information on the role and responsibilities of IACUCs and an understanding of federal policies and regulations governing the care and use of animals in research and education. These courses and non-profit organization were started specifically to promote educational activities, networking, the resolution and/or amelioration of mutual problems, and the professional advancement of its members as it relates to Institutional Animal Care and Use.

These workshops will educate participants about their responsibilities as required by the Public Health Service Policy on Humane Care and Use of Laboratory Animals (referred to as just ‘Policy’ going forward), the Animal Welfare Act Regulations (referred to as just ‘AWAR’ going forward), the Guide for the Care and Use of Laboratory Animals (referred to as just ‘Guide’ going forward), and the U.S. Government Principles for the Utilization and Care of Vertebrate Animals Used in Testing, Research, and Training (referred to as just ‘Principles’ going forward).

Purpose and Objectives

The purpose is for the NIH Office of Extramural Research (OER,) Office of Laboratory Animal Welfare (OLAW) to obtain support in the development, planning, and implementation of Institutional Animal Care and Use Committee (IACUC) workshops for the education of institutional personnel involved in IACUCs and institutional animal care and use programs at OLAW-Assured institutions.

Period of Performance

The Period of Performance will be September 3, 2023 through September 2, 2024 with the potential for two option years as follows:

Option Year 1: September 3, 2024 through September 2, 2025 Option Year 2: September 3, 2025 through September 2, 2026

Contractor Requirements

The contractor shall provide Educational Support of Institutional Animal Care and Use Committee (IACUC) Workshops to the National Institutes of Health that meets the following criteria.

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 this Statement of Work (SOW).

1. SCOPE

The scope of this contract is to provide professional content delivery and technical support in the administration and presentation of beginning and advanced educational programs on the requirements of the PHS Policy, AWAR, Guide, and Principles for institutions conducting animal research. The programs will be in the form of IACUC workshops tailored in content to IACUC members, Institutional Officials, administrators, animal care staff, veterinarians, regulatory personnel, compliance officials, researchers, and other personnel involved in the animal care and use programs at Assured institutions.

IACUC workshops may be held either in-person, virtually, or hybrid. Funding on this contract is for labor and does not include travel or facility expenses. Annually, a minimum of five (5) IACUC workshop days shall be required. A day equates to an event which is a minimum of six (6) hours from start to end. Any event less than six hours shall count as half-day.

The contractor shall consider Diversity, Equity, Inclusion, and Accessibility when planning and conducting all workshops. Some events shall be offered virtually to ensure equity for participants unable to travel. Any in-person workshops shall be held at accessible sites, as outlined by section 504 of the Rehabilitation Act of 1973 and, as applicable, the Americans with Disabilities Act of 1990 that permits convenient accessibility for attendees. Participants with disabilities will be permitted to voluntarily identify any special needs.

Per the "NIH Guidance Related to the HHS Policies on Promoting Efficient Spending: Use of Appropriated Funds for Conferences, Conference Grants and Meetings, Food, Promotional Items, and Printing and Publications”, the contractor shall

• Specifically prohibit the use of contract funds for the provision of food for meals, light refreshments and beverages for any NIH funded meeting or conference; and

• Limit the procurement of meeting space, promotional items, printing, and publications in accordance with the provisions of the HHS Policy on Promoting Efficient Spending.

2. MANAGEMENT

The contractor shall:

• Provide for the overall management, integration, and coordination of all contract activities, including the management and coordination of activities carried out under any subcontracts.

• Provide a technical and administrative infrastructure to ensure the efficient planning, initiation, implementation, and timely completion of all tasks carried out under this contract for in-person, virtual, or hybrid events and effective communications with the OLAW Technical Monitor (TM), COR and CO.

• Provide a Senior-Level Project Manager with expertise in training for animal care and use, with responsibility for overall task management and communications, tracking, monitoring, and reporting on task status and progress, and recommending modifications to task requirements (as within scope) and timelines, including tasks undertaken by subcontractors.

• Meet bi-monthly with the COR and TM to discuss and review workshop planning, quality control issues, delivery schedules, and costs/budget matters as necessary. The contractor shall be responsible for documenting any action items. In addition, the contractor, in collaboration with the COR and OLAW TM, shall determine any necessary changes to the frequency of these meetings throughout the life of this contract.

• Submit a Monthly Status Report – due by the 15th business day of the following month.

3. CONTENT SUPPORT

The contractor shall provide professional content at the IACUC workshops including:

• Providing speakers for workshops who are nationally recognized animal welfare experts from academic, non-profit, and for-profit organizations. Speakers shall have experience in a wide range of programs such as large and small companies, private, public, and land grant academic institutions, and with a range of animal models, such as traditional and non-traditional including non-human primates, rodents, fish, agricultural, companion animals, and genetically engineered animal models. The speakers shall present topics including:

o Federal laws, regulations, guidance, and policies, including but not limited to the PHS Policy, AWAR, Guide, and the Principles o Animal program operation o IACUC responsibilities and operations o Animal use ethics

• Inviting members of OLAW, USDA APHIS Animal Care, and AAALAC International and other suitable international, national, state, or local officials, as appropriate, to serve as speakers in IACUC workshops and conferences.

• Developing a curriculum consisting of didactic and interactive modules, appropriate for adult education, addressing topics including, but not limited to, federal laws, regulations, guidance, and policies, animal welfare, rigor and reproducibility, animal program operation, IACUC responsibilities and operation, and animal use ethics. Contractor shall develop an agenda and share with the OLAW TM no later than 3 weeks in advance of workshop.

• Providing participants the opportunity to interact in mock IACUC breakout sessions, scenarios, or other active learning exercises, enabling them to apply information presented during the didactic sessions. The breakout sessions shall be followed by a discussion of issues raised in the scenarios.

Use of the NIH logo is prohibited for events. The following statement must be included on workshop materials, including promotional materials, agenda, and web sites:

“Funding for this workshop was made possible in part by the National Institutes of Health, Department of Health and Human Services. The views expressed in written workshop materials or publications and by speakers and moderators do not necessarily reflect the official views of the Department of Health and Human Services; nor does mention of trade names, commercial practices, or organizations imply endorsement by the U.S. Government.”

4. TECHNICAL AND LOGISTICAL SUPPORT

The contractor shall provide support in planning and administering the technical and logistical aspects of the IACUC workshop (in-person, virtual, or hybrid), including:

• Coordinating, contacting, inviting, and making arrangements for speakers for in-person, virtual, or hybrid workshops. Any speaker travel shall be the responsibility of the contractor and shall not be covered by this contract.

• Determining the appropriate IACUC workshop location and venue for any in-person events.

For equity, some events shall be offered virtually for participants unable to travel.

• Determining advertising for the event and participant registration. The contractor shall make a concerted effort to solicit appropriate participation of women, racial/ethnic minorities, persons with disabilities, and other individuals who have been traditionally underrepresented in science, in accordance with the Notice of NIH's Interest in Diversity

(NOT-OD-20-031).

• Determining and executing a virtual platform for virtual events to include technical assistance.

• Providing workshop materials that support participant learning during the IACUC workshop or conference.

• Developing and administering a survey of participant assessment of the workshops. Upon completion, the contractor shall provide all survey data, to include a summary with the high/low points and any corrective action needed based on the survey data to the government no later than 30 calendar days after the event end.

The contractor may charge and collect a registration fee from all participants for the purpose of defraying its portion of the expenses of the workshops. Under these circumstances, the contractor shall document the registration fees associated with the workshop being charged, collected, and used solely by the contractor.

The contractor shall complete a pre-conference expense worksheet for each workshop with registration fees to the TM, COR, and CO. After the event, the contractor shall submit a post-conference expense worksheet. See NIH Manual Chapter 6031, "Conference Support/Collection and Retention of Registration Fees" for additional information.

Deliverables

• Workshop Agenda – due no later than 3 weeks in advance of workshop.

• Participant Assessment Survey data, to include a summary with the high/low points and any corrective action needed based on the survey data – due within 30 days of workshop completion.

• Conference Expense worksheet (if registration fees are charged) – estimated costs due 30 days prior to workshop and actual costs 30 days after a workshop.

Sole Source Justification

IACUC 101 SERIES is the only known source of educational programs for IACUCs and IACUC administrators that offers a comprehensive stepwise training from basic to advanced levels. Scenarios used during the workshops are based on the personal experience of speakers and organizers developed over many years which makes the content unique and highly practical. Content design and support are inextricably connected. IACUC 101 is a registered trademark and educational content is copyrighted.

Regulatory Authority

This acquisition is conducted under the authority of the Federal Acquisition Regulations (FAR) Subpart 13.106-1(b) Soliciting from a single source. (1) For purchases not exceeding the simplified acquisition threshold, contracting officers may solicit from one source if the contracting officer determines that the circumstances of the contract action deem only one source reasonably available (e.g., urgency, exclusive licensing agreements, or industrial mobilization).

FAR Clauses

The provision at FAR clause 52.212-1, Instructions to Offerors – Commercial Items, applies to this acquisition.

The provision at FAR clause 52.212-2, Evaluation – Commercial Items, is applicable. The Government will award a contract resulting from this notice to the offeror listed above. The following factors shall be used to evaluate the offer: The contractor shall demonstrate its ability to provide the detector listed that meets the specifications provided above.

FAR clause 52.212-3, Offeror Representations and Certifications – Commercial Items, is applicable. An offeror shall complete only paragraphs (b) of this provision if the offeror has completed the annual representations and certificates electronically via http://www.acquisition.gov. If an offeror has not http://www.acquisition.gov/ completed the annual representations and certifications electronically at the System for Award Management (SAM) website, the offeror shall complete only paragraphs (c) through (p) of this provision.

FAR clause at 52.212-4, Contract Terms and Conditions – Commercial Items, applies to this acquisition.

FAR clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Items, applies to this acquisition.

FAR 52.217-9, Option to Extend the Term of the Contract, is applicable to this award as follows:

(a) The Government may extend the term of this contract by written notice to the Contractor within the terms of this contract; provided that the Government gives the Contractor a preliminary written notice of its intent to extend 10 days prior to contract expiration. The preliminary notice does not commit the Government to an extension.

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

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed three (3) years.

Additional Information

The North American Industry Classification System (NAICS) Code is 611710 and the Small Business Size Standard is 24 Million. This acquisition is being conducted under FAR Part 13, Simplified Acquisition Procedures, therefore the requirements of FAR Part 6, Competitive Requirements, are not applicable and the resultant award will include all applicable provisions and clauses in effect through the Federal Acquisition Circular 2023-04 effective June 2, 2023.

This synopsis is not a request for competitive proposals. However, interested parties may identify their interest and capability to respond to this notice. Responses to this notice shall contain sufficient information to establish the interested parties’ bona-fide capabilities for fulfilling the requirement and include: unit price, list price, shipping and handling costs, the delivery period after contract award, the prompt payment discount terms, the F.O.B. Point (Destination or Origin), the Unique Entity Identifier (UEI), the Taxpayer Identification Number (TIN), and the certification of business size. All offerors must have an active registration in the System for Award Management (SAM) www.sam.gov. A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government. The information received will normally be considered solely for the purposes of determining whether to proceed on a non-competitive basis or to conduct a competitive procurement.

All responses must be received by July 7, 2023 5:00 PM ET and must reference solicitation number 75N94023Q00079. Responses shall be submitted electronically to nicole.freid@nih.gov. Responses will only be accepted if dated and signed by an authorized company representative. All responsible sources may submit a bid, proposal, or quotation which shall be considered by the agency.

http://www.sam.gov/ mailto:nicole.freid@nih.gov