Sources_Sought_Notice_75N94024Q00125_1.pdf

SMALL BUSINESS SOURCES SOUGHT NOTICE

AGENCY: The National Institutes of Health (NIH), National Institutes of Diabetes and Digestive and Kidney Diseases (NIDDK)

TITLE: NIDDK Program Support and Management Services

PROPOSED SOLICITATION NUMBER: 75N94024Q00125

PROJECT SERVICE CODE: R499 – SUPPORT – PROFESSIONAL: OTHER

This is a Small Business Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. There is no solicitation available at this time.

The purpose of this notice is to obtain information regarding: (1) the availability and capability of all qualified small business sources; (2) whether they are small businesses; HUBZone small businesses; service-disabled, veteran owned small businesses; 8(a) small businesses; veteran-owned small businesses; woman-owned small businesses; or small disadvantaged businesses;

and (3) their size classification according to the North American Industry Classification System, (NAICS) code for the proposed acquisition. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set- aside is possible. An organization that is not considered a small business under the applicable NAICS code should not submit a response to this notice.

The anticipated North American Industry Classification System (NAICS) code for this acquisition is – 541611 – Administrative Management and General Management Consulting Services, $24.5M.

The acquisition contract type is anticipated to be Firm-Fixed Price.

BACKGROUND:

The National Institutes of Health (NIH)’s mission is to seek fundamental knowledge about the nature and behavior of living systems and apply that knowledge to enhance health, lengthen life, and reduce illness and disability.

Within the NIH, the National Institute of Diabetes and Digestive and Kidney Diseases (NIDDK) conducts and supports basic and clinical biomedical research and research training. The NIDDK Executive Office (EO) coordinates and supports the Institute’s administrative functions and provides budget oversight. The EO is seeking professional services to support internal administrative tracking and planning for NIDDK’s portfolio of acquisitions, support the Commercial Management Office (CMO) within NIDDK, to handle all contract administrative services cradle to grave and conduct a landscape analysis of relevant best-practice and novel acquisition models including research and development (R&D) contracting practices to support biomedical research. The Government shall not exercise any supervision or control over the Contractor personnel performing the services herein. Such Contractor service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

OBJECTIVE:

The overall project objectives are to provide support to NIDDK to:

Assist NIDDK Contracting Officer Representatives (COR) draft acquisition and contract management related documents and documentation.

Provide reporting, updating the CMO SharePoint site and other support services for NIDDK’s portfolio of purchases, acquisitions, as well as consultative advice to NIDDK leadership.

Conduct a yearly landscape analysis of best and novel acquisition models in support of research & development and administrative activities so that NIDDK can be at the forefront of utilizing acquisitions to achieve its mission and goals.

PROJECT REQUIREMENTS:

The proposed acquisition will include the following types of activities listed below.

To be deemed capable of performing this requirement, the potential offerors must submit a capability statement that clearly demonstrates their experience and ability to provide the following capabilities:

The Contractor must have the following computer capabilities: word processing; scheduling, spreadsheet, and presentation development; and SharePoint. Computer systems and software must be compatible with NIDDK computer systems and software. The NIDDK currently uses both Macintosh and Windows operating systems; software frequently used includes Microsoft Office 365 and Microsoft Office 2016 (Word, PowerPoint, and Excel, Visio), SharePoint 2016, and Adobe Acrobat Pro DC. The NIDDK’s current email system is Microsoft Exchange Online.

Specifically, the Contractor shall perform the activities described below:

Commercial Management Office Project Management Landscape Analysis with Detailed Specifications of Contracting Activities under NIDDK Acquisition Planning and Contract Management Support of NIDDK CORs

A) Commercial Management Office

The Contractor shall support the CMO (including internal NIDDK policies, procedures, NIDDK governance, and portfolio tracking and reporting methods—including contract burn rates, high-level risks and mitigations vis-à-vis cost, schedule, scope or stage in the acquisition milestone process; meeting schedule, and communication plan) to provide NIDDK leadership with a clear view of NIDDK’s acquisitions portfolio, COR progression toward acquisition documents, contract management milestones and reporting requirements. The Contractor shall provide strategic consulting support to senior NIDDK leadership on NIDDK’s acquisition portfolio and perform all necessary administrative functions from cradle to grave.

The Contractor shall support:

Commercial Management Office

1. Governance and documentation development including but not limited to a CMO concept of operations, Standard Operating Procedures (SOPs), workflows, employee guides, checklists, and tip sheets for NIDDK.

2. Ongoing CMO activities such as administrative contact activities from cradle to grave

3. Dashboards, analysis, and weekly reporting on NIDDK’s portfolio of acquisitions

B) Project Management

The Contractor shall support:

1. Overall Project Management

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

b. Provide a technical and administrative infrastructure to ensure the efficient planning, initiation, implementation, and timely completion of all projects carried out under this contract and effective communications with the COR and the Contracting Officer (CO).

c. Provide for a Program Manager with responsibility for overall project management and communications, tracking, monitoring, and reporting on project status and progress, and recommending modifications to project requirements and timelines, including projects undertaken by subcontractors.

2. Meetings and Teleconferences

a. Contract Initiation Meeting Within five (5) calendar days after the effective date of the contract, participate in a Contract Initiation Meeting with the COR, the CO and other NICHD and NIDDK personnel designated by the COR, to be held virtually. The purpose of the Contract Initiation Meeting shall be to orient the Contractor to the contract requirements.

b. Monthly Meetings/Teleconferences

1) Plan and conduct meetings at a minimum of monthly intervals, either in person or via teleconference, with the Contractor's key personnel to review overall progress.

2) Plan and conduct meetings of the Contractor's Program Manager with the COR and CO at a minimum of monthly intervals, either in person or via teleconference, to review protocols (proposals, etc.), the status of approved projects (protocols, etc.), and to discuss any matters relevant to the administration of the contract and future activities. The schedule for those meetings will be provided within two (2) weeks by the COR and CO after contract award. Prepare and distribute the agenda and meeting/ teleconference materials to all participants. Provide a summary of all meetings.

c. Meeting Plan

Develop and implement a Meeting Plan. The plan shall specify frequency of meetings, format (in-person, by phone, webinar, or videoconferencing), attendees, objectives, agendas and by when a meeting summary will be provided. The meeting plan shall be due within two (2) weeks of the Contract Initiation Meeting and within thirty (30) calendar days of the start of each Option Period.

d. Meeting Support

Provide meeting support including coordinating, attending, and note taking for a variety of meeting types such as planning meetings and internal NIDDK/NIH meetings. For budget estimation purposes, the Contractor should plan annually to support:

24 CMO meetings (2 per month) 240 Internal planning meetings with NIDDK CORs (up to 20 per month)

Meeting summaries with action items and due dates, when appropriate, are due to the COR within two (2) business days after the meeting.

C) Landscape Analysis with Detailed Specifications of Contracting Activities Under

NIDDK

The Contractor shall provide an approach and conduct a landscape analysis of NIDDK and federal acquisition models to identify current state and potential opportunities for novel or best practices. The Contractor shall provide detailed descriptive accountability as required by the COR for the following:

through the analysis, explanations of current, novel, and best practice acquisition models identify potential risk areas, identify potentially useful or new acquisition vehicles led by other agencies o and include short-, medium-, and long-term recommendations to evolve NIDDK’s approach to using acquisitions to support mission-critical activities.

The Contractor shall perform the landscape analysis annually and broadly address all NIDDK contracting needs. In addition, each year the analysis will have a special focus area as determined by the COR (e.g., IT services, HHS/DoD collaborations, Sub-agency level acquisition strategy and plan development, etc.).

The Contractor shall provide interview targets, subject to COR approval, for the review of models used by other sub-agencies or Departments engaged in biomedical R&D.

The format of the landscape analysis report shall be determined through discussion with the COR and CO.

D) Acquisition Planning and Contract Management Support of NIDDK CORs

The Contractor shall provide support to NIDDK CORs (currently numbering thirty (30)) to support the development of acquisition-related documents and COR-related contract management reports based on a working knowledge of FAR regulations and HHS and NIH policies.

The Contractor shall:

1. Assist with the development of drafts of market research reports, acquisition strategies, acquisition plans, statements of work (SOW), Performance Work Statements (PWS), Statement of Need (SON), Statement of Objectives (SOO), reporting requirements, independent Government cost estimates (IGCE), proposal/quote instructions, evaluation criteria, source sought notices, contract management milestone tracking and deliverables acceptance documentation, and draft Contractor Performance Assessment Reporting System (CPARS) reviews.

2. Perform market research and analyze trends, report on conditions and technological advances as they apply to NIDDK.

3. Coordinate and work with NIDDK CORs to develop documentation for cost tracking and achievement of project milestones.

4. Support the CORs in documenting evaluation of performance and any COR-related contract termination or closeout activities.

5. Support NIDDK CORs in developing documents related to planning contract transitions.

6. Provide a monthly engagement summary to the CMO COR that establishes a regular schedule for contacting NIDDK CORs and informs the update of CMO portfolio tracking and performance measurement activities.

7. Coordinate logistics for up to two (2) COR refresher or other trainings provided either on-site or virtual for NIDDK.

8. Assist with preparation of documents for acquisitions packages related to new awards, option years and modifications

9. Track and review deliverables (not approval)

10. Review and track invoices (not approval)

11. Draft CPARS reports (not approval or submission)

12. Track contract hours (if applicable)

13. Track burn rates (if applicable)

14. Review requests for additional Contractor labor against scope of the SOW or

SOO

15. Review requests for additional funding against the budget

16. Track ODCs (Other Direct Costs)

17. Track Credentialing requests for 3rd party sites

REPORTS:

a. Monthly Reports Provide a brief statement of progress during the preceding month. The report shall also include problems encountered and solutions implemented. The report shall be due on or before the 10th working day following each reporting period.

The Contractor shall coordinate with the COR to determine the acceptable format and style for the Monthly Reports.

b. Annual Report

Provide a high-level summation of the project’s accomplishments by task in a visual format such as PowerPoint and provide a candid assessment of the project’s progress, noting issues that arose and how they were addressed. The Contractor shall coordinate with the COR to determine the acceptable format and style for the Annual Report.

The reporting period covers from date of award of the Base Period or option period through end of the period. The Annual Report shall be submitted on or before the completion date of the Base Period, or fifteen (15) calendar days after the end of the Base Period if an option period is exercised.

An Annual Report will not be required for the period when the final report is due.

c. Final Report

Provide a high-level summary of the work performed and results obtained for the entire contract period of performance. This report shall be in sufficient detail to describe trends and the results achieved. The Contractor shall coordinate with the COR and CO to determine the acceptable format and style for the Final Report.

The Final Report shall be submitted on or before the last day of the contract performance period. The Contractor shall be required to prepare and submit, with the Final Report, a summary (not to exceed two (2) pages) of salient results achieved during the performance of the contract. This report shall be required on or up to thirty (30) days before the expiration date of the contract.

PHASE-IN AND FINAL TRANSITION:

a. Phase-In The Contractor shall submit and implement, a Phase-In Plan within one (1) week of the start of the contract period of performance commencement. This plan shall address how services will be fully operational within thirty (30) days of contract start date

b. Final Transition

The Contractor shall ensure an orderly, secure, and efficient transition of contract-related materials and activities to the successor Contractor or to the Government.

A description of transition activities, timelines, and assigned staff shall be provided in a Draft and Final Transition Plan, which will be reviewed and approved by the COR. The Draft Transition Plan shall be submitted three (3) months prior to the completion date of the contract, and the Final Transition Plan (approved by the COR and Contracting Officer) shall be submitted two (2) months prior to the completion date of the contract.

DELIVERABLES/DELIVERY SCHEDULE:

Deliverables Table (Reporting Requirements)

Base Period Option Period 1

Option Period 2

Option Period 3

Option Period 4

Project Task or Deliverable

Quantity or Schedule

Quantity or Schedule

Quantity or Schedule

Quantity or Schedule

Quantity or Schedule

Transition Phase- In Plan

Transition Phase-In Plan within one (1) week of the start of the contract period of performance commencement

N/A N/A N/A N/A

Transition Phase- Out Plan

N/A N/A N/A N/A Three (3) months prior to the end of contract.

Scheduling contract initiation meeting within 5 calendar days of the effective date of the contract for the Base Period and All Option Periods

Meeting Plan 1 week of post-award orientation meeting

30 calendar days after Option Period 1 begins

30 calendar days after Option Period 2 begins

30 calendar days after Option Period 3 begins

30 calendar days after Option Period 4 begins

Weekly CMO dashboard status report

Required weekly, NLT COB of each Tuesday

Required weekly, NLT COB of each Tuesday

Required weekly, NLT COB of each Tuesday

Required weekly, NLT COB of each Tuesday

Required weekly, NLT COB of each Tuesday

CMO Standard Operating Procedures, Operation Manuals, and training materials.

For estimation

Initial set to be provided 150 calendar days after contract effective date.

Follow updates and modification

Annual updates completed calendar days after option year

Annual updates completed calendar days after option year

Annual updates completed calendar days after option year

Annual updates completed calendar days after option year

Deliverables Table (Reporting Requirements)

Base Period Option Period 1

Option Period 2

Option Period 3

Option Period 4

Project Task or Deliverable

Quantity or Schedule

Quantity or Schedule

Quantity or Schedule

Quantity or Schedule

Quantity or Schedule purposes the Offerors shall assume no less than 4 per month of up to ten (10) pages or PowerPoint slides each (the exact number and format of these deliverables will be determined based on need and in consultation with the COR) submitted agreed upon with the

COR

effective date effective date effective date effective date

Landscape analysis proposed outline & interview targets

Within 60 calendar days of contract effective date annually within 60 days of option year effective date annually within 60 days of option year effective date annually within 60 days of option year effective date annually within 60 days of option year effective date

Landscape analysis report annually within 120 calendar days of contract effective date annually within 120 days of option year effective date annually within 120 days of option effective date annually within 120 days of option effective date annually within 120 days of option effective date

NIDDK COR

meeting summaries with action items within 2 business days of each meeting within 2 business days of each meeting within 2 business days of each meeting within 2 business days of each meeting within 2 business days of each meeting

Drafts of acquisition- and contract-management related documents in support of NIDDK CORs

As needed as determined by the COR

As needed as determined by the COR

As needed as determined by the COR

As needed as determined by the COR

As needed as determined by the COR

Monthly engagement by the 10 day of each month, first by the 10 day of each by the 10 day of each by the 10 day of each by the 10 day of each

Deliverables Table (Reporting Requirements)

Base Period Option Period 1

Option Period 2

Option Period 3

Option Period 4

Project Task or Deliverable

Quantity or Schedule

Quantity or Schedule

Quantity or Schedule

Quantity or Schedule

Quantity or Schedule summary with NIDDK CORs summary due within 60 days of the effective date of the contract month month month month

Monthly report on or before the 10th working day following each reporting period after 30 days the effective date of the contract on or before the 10th working day following each reporting period on or before the 10th working day following each reporting period on or before the 10th working day following each reporting period on or before the 10th working day following each reporting period

Annual report on or before the completion date of the Base Period, or 15 calendar days after the end of the Base Period if an option period is exercised on or before the completion date of Option Period 1, or 15 calendar days after the end an option period if an option period is exercised on or before the completion date of Option Period 2, or 15 calendar days after the end an option period if an option period is exercised on or before the completion date of Option Period 3, or 15 calendar days after the end an option period if an option period is exercised on or before the completion date of Option Period 4, or 15 calendar days after the end an option period if an option period is exercised

Non-Disclosure Agreement (NDAs) for all personnel actively working on contract at or before the contract initiation meeting to be delivered to the COR or when new individuals are hired by the Contractor at or before the contract initiation meeting to be delivered to the COR at or before the contract initiation meeting to be delivered to the COR at or before the contract initiation meeting to be delivered to the COR at or before the contract initiation meeting to be delivered to the COR

ANTICIPATED PERIOD OF PERFORMANCE

The anticipated period of performance for this requirement is:

Base Period September 27, 2024 – September 26, 2025 Option Period 1 September 27, 2025 – September 26, 2026 Option Period 2 September 27, 2026 – September 26, 2027 Option Period 3 September 27, 2027 – September 26, 2028 Option Period 4 September 27, 2028 – September 26, 2029

SPECIAL INSTRUCTIONS:

If your firm/business has an interest and possess the required expertise, the Government invites you to submit a corporate capability statement to assist the Government in determining in accordance with Federal Acquisition Regulation (FAR) 19.502-2(b) whether or not this procurement will be set-aside for any of the programs described above. The associated NAICS code is 541611, with the small business size standard of $24.5M. All respondents are requested to identify their firm’s size and type of business including the UEI number, CAGE Code, Tax Identification (TIN), and company structure (Corporation, LLC, Partnership, Joint Venture, etc.).

Companies also must be registered in the System for Award Management (SAM) at www.sam.gov to be considered as potential sources.

Identification of the firm’s existing contract solutions such as Federal Supply Schedules contract, or any other procurement instruments intended for use by multiple agencies, e.g., Best in Class (BIC) contracts.

Interested firms responding to this Sources Sought Notice should adhere to the following:

(a) Provide a capability statement demonstrating relevant experience, skills and ability to fulfill the Government's requirements for the above. The capability statement should contain sufficient detail for the Government to make an informed decision regarding your capabilities. The capability statement should not exceed ten (10) pages using a font size eleven (11) or twelve (12).

(b) Small business concerns that possess the capabilities necessary to undertake the efforts should submit complete documentation of their capabilities to the Contracting Officer. This capability statement should include: 1) the total number of employees, 2) the professional qualifications of experts and technical personnel as they relate to the requirements, 3) demonstrated acquisition support experience from cradle to grave that includes but not limited to pre-award, award, post award, and closeout contract support, 4) a description of general and specific facilities and equipment available, including computer equipment and software, and 5) any other specific and relevant information that would improve the Government's consideration and evaluation of the information presented.

Further, past performance is considered essential. In addition to demonstrating that they have met the above qualifications, interested parties should include, but not be limited to, a minimum of two (2) contracts performed of similar size and complexity for either Government or commercial organizations shall be provided. References shall include for each contract: names, titles, contract number, total price or cost, telephone numbers of Government COR and Contracting Officers (COs).

(c) All capability statements sent in response to this Small Business Sources Sought notice must be submitted electronically (via email) to the Point of Contact below in MS Word or Adobe Portable Document Format (PDF). The subject line must specify notice 75N94024Q00125.

Electronically submitted capability statements are due no later than 9:00 AM (EST) on June 26, 2024. The maximum number of pages for this submission is ten (10) pages.

CAPABILITY STATEMENTS RECEIVED AFTER JUNE 26, 2024 @ 9:00 AM EST

WILL NOT BE CONSIDERED

This notice is for information and planning purposes only and is not to be construed as a commitment by the Government, nor will the Government pay for information solicited.

This announcement is Government market research and may result in revisions in both its requirements and its acquisition strategy based on industry responses.

It is emphasized that this is a notice for planning and information purposes only and is not to be construed as a commitment by the Government to enter into a contractual agreement, nor will the Government pay for information solicited.

Responses to this Sources Sought Notice shall be submitted before the closing date and time to the attention of the Contract Specialist and Contracting Officer listed below.

Primary Point of Contact:

Trish Matthews Contract Specialist trish.matthews@nih.gov

Secondary Point of Contact:

Kimesha Leake Contracting Officer kimesha.leake@nih.gov

Contracting Office Address:

Eunice Kennedy Shriver National Institute of Child Health and Human Development 6710-B Rockledge Drive.

Bethesda, Maryland 20892