SOURCES SOUGHT
R -- Peer an Merit Review Services
- Notice Date
- 11/1/2011
- Notice Type
- Sources Sought
- NAICS
- 541712
— Research and Development in the Physical, Engineering, and Life Sciences (except Biotechnology)
- Contracting Office
- Office of the Chief Procurement Officer, Washington, District of Columbia, 20528, United States
- ZIP Code
- 20528
- Solicitation Number
- UP-00001
- Point of Contact
- Sharon I Flowers, Phone: 202-254-6816, Candise Murphy, Phone: 202 254-2411
- E-Mail Address
-
sharon.flowers1@dhs.gov, candise.murphy@dhs.gov
(sharon.flowers1@dhs.gov, candise.murphy@dhs.gov)
- Small Business Set-Aside
- N/A
- Description
- REQUEST FOR INFORMATION (RFI) Only A. Introduction THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and planning purposes. It does not constitute a Request for Proposal (RFP) or a promise to issue an RFP. It is issued under the authority of FAR 15.201("Exchanges of information before receipt of proposals"). Furthermore, those who respond to this RFI should not anticipate feedback with regards to their submissions; other than acknowledgment of receipt, provided a submitter requests such an acknowledgement. By submitting a response, each respondent agrees that any and all costs the respondent incurs in responding to this request or in support of activities associated with this RFI shall be the sole responsibility of respondent. This RFI does not commit the Government to enter into any contractual agreement, nor will the Government pay for information solicited hereunder. Not responding to this RFI does not preclude participation in any future RFP. The information provided in this RFI is subject to change and is not binding on the Government. All submissions become the property of the Government and will not be returned. The Government is contemplating award of a Department of Homeland Security (DHS) Science and Technology Directorate (S&T), Office of University Programs (OUP) Contract for University Programs Peer and Merit Review Services Indefinite-Delivery Indefinite-Quantity (IDIQ) type contract. The contract will be for a one year base period and four one year option periods. The NAICS code is 541712"Professional, Scientific, and Technical Services". The Department of Homeland Security is requesting information from existing service providers who can provide peer and merit review services required by any office or component of DHS. B. Peer and Merit Review Services 1.0 DESCRIPTION 1.1 Background The U.S. Department of Homeland Security (DHS) is committed to using the most effective technologies and scientific talent to safeguard the country. The DHS Science and Technology Directorate (S&T) has been charged with marshalling the U.S. science and engineering community to provide federal, state, and local officials with cutting-edge tools and information to protect the homeland. S&T uses all available sources to acquire science and engineering talent and tools, including universities, federal laboratories, private-sector companies, nonprofit organizations and international partnerships. DHS S&T has established eighteen (18) priority research and education areas that are applied to homeland security issues. In aggregate, these 18 multi-disciplinary areas incorporate virtually every scientific and engineering discipline. These are: Explosives Detection; Mitigation and Response, Social, Behavioral, and Economic Sciences; Risk and Decision Sciences; Human Factors Aspects of Technology; Chemical Threats and Countermeasures; Biological Threats and Countermeasures; Food and Agriculture Security; Transportation Security; Border Security; Immigration Studies; Maritime and Port Security; Infrastructure Protection; Natural Disasters and Related Geophysical Studies; Emergency Preparedness and Response; Communications and Interoperability; Advanced Data Analysis and Visualization; and Community, Commerce, Infrastructure Resilience, and Cyber-Security. DHS S&T has four (4) functional areas that will require the services provided under this proposed contract: the Centers of Excellence program, Education programs, Minority-Serving Institutions programs, and other Focused Research Area programs. 1.1.1 Centers of Excellence The Homeland Security Act of 2002 (as amended) directs DHS S&T to designate one or more university-based centers for homeland security, and to establish a coordinated, university-based system to enhance the Nation's security. DHS S&T's Office of University Programs (OUP) established, and now manages, a coordinated network of twelve (12) cross-disciplinary university-based Centers of Excellence (COEs) to develop homeland security-related scientific, technological, engineering and mathematical (HS-STEM) research and education. OUP brings together experts from intersecting fields of study to perform research and development activities to provide critical homeland security tools, technologies, training, and talent. 1.1.2. Education Programs Working with leading universities, DHS S&T develops curricula, faculty, students, and well-trained professionals to provide the next generation of homeland security science and engineering leaders. The current education programs include Career Development Grants to institutions with existing homeland security-related (HS-STEM) programs, scholarships and fellowships to individuals studying in HS-STEM fields, summer internships for undergraduates interested in HS-STEM experience or careers, and fellowships for graduate education for existing DHS employees. 1.1.3 Minority Serving Institutions Programs S&T's Minority-Serving Institutions Programs include the DHS Scientific Leadership Awards (SLA) for Associates, Bachelors, and Graduate degree granting institutions, and the Summer Research Team program, focusing on active integration of MSIs with the COEs. 1.1.4 Focused Research Project Programs OUP anticipates making this vehicle available to other DHS S&T offices. At that time additional funding and deliverables will be specified. 2.0 DISCUSSION 2.1 Overview DHS S&T requires experienced contractor support for its well-established processes for managing and conducting SME peer and merit reviews. To accommodate these requirements for research, analysis, and technical services in the future, S&T plans to award a competitive contract to a service provider who has existing capabilities and data sources listed below. The contractor must: • Possess a substantial existing database of relevant subject matter experts (SMEs) from a variety of scientific and engineering disciplines applicable to homeland security-related research (e.g., several thousand names and vitas). • Be experienced and skilled in organizing, supporting and implementing on-site (in-person), off-site (web-based), and mixed (in-person and web-based) peer and merit reviews of S&T proposals and programs using the above-referenced SMEs. • Be experienced and skilled in organizing and facilitating multiple types of merit reviews including peer reviews, ad hoc reviews, focus groups, technical meetings and study groups of SMEs and professional practitioners using existing web-based interaction tools. • Have experience providing DHS S&T and similar large scientific organizations with administrative, management, and logistics support for the conduct and facilitation of peer and merit review events. • Have experience providing organization and facilitation of a multi-day, multi-session annual program review of university research and education programs with federal, state, local, and private sector stakeholders participating. • Have experience planning, scheduling, facilitating, and documenting the results from technical meetings for scientific members and experts of the federal, academic, and non-profit and industry communities. The DHS S&T Office of University Programs' (OUP) mission relies on independent and objective expert reviews to ensure applicants to OUP's solicitations have the capability to produce high quality scientific and engineering knowledge and products that are relevant to DHS's mission. The contractor will support multiple types of peer and merit review activities. The primary aims are as follows: 1) ensure DHS S&T awards the most qualified proposals; 2) ensure DHS supports research in the highest priority DHS mission areas and 3) enable DHS S&T to assess performance on a regular basis. OUP will be a primary customer for this contract. However, the vehicle will also be available throughout DHS S&T and DHS-wide to conduct similar peer and merit review activities where needed. OUP requires subject matter expert (SME) merit and peer review services and administrative, management and logistics support to facilitate the following: • COE Selection/Re-competition Peer Reviews, Site Reviews and mid-term reviews. • Minority Serving Institutions (MSI) Peer Reviews. • Education Program (Scholarships and Fellowships) Peer Reviews. • Annual Program Review Summit. • Topical grant competitions (e.g., explosives, border security, bio-surveillance) • Periodic (biennial or triennial) reviews of all OUP programs, goals and accomplishments • Ad-hoc technical research meetings, research needs assessments, and reviews on specific cross-cutting subjects. Collectively, these activities ensure OUP is supporting the right research, selecting the best performers, facilitating communication among scientists, DHS Components and Homeland Security Enterprise partners, connecting results with end users and assessing performance on a regular basis. The Centers of Excellence are centered on topic-specific research areas that span multiple disciplines and performers. The Annual Program Review Summit is an opportunity to present and review the full body of research conducted through COEs. The event brings together academic, federal and private sector individuals to discuss discoveries to date, enable transition to use and explore future research directions. OUP conducts focused technical meetings in discrete areas to identify highest priority research in existing and emerging areas. Meeting topics are based on customer interests, the necessity to understand all of the research and development taking place in a topic area or the need to ensure originality and avoid duplication. Finally, OUP conducts regular reviews of Centers of Excellence and other multi-year awards. The ability of the Contractor to ensure the integrity of the process and provide high-quality results will be a key criterion in this contract. All aspects of the expenditure of taxpayer funds on DHS S&T funded research or education projects are open to public scrutiny. The review and selection processes may have high visibility and widespread interest and must be unimpeachable. The Contractor's support and management of a comprehensive review process is necessary to ensure confidential and fair evaluation of proposals without reviewer bias or conflict-of-interest. Conducting merit reviews with maximum process integrity is essential to ensure that awards are made only to the best research projects/institutions, and that funding decisions will stand up to any scrutiny and challenges. DHS S&T depends on peer review involvement from the scientific community. The Contractor must be able to identify conflicts-of-interest and to elicit reviewers' acknowledgment of such potential biases when they exist. The Contractor must also have experience with the necessary processes to maintain confidentiality of the proceedings and results both during and after a review process, and to provide the fairest and most competent peer review possible. The Contractor must be able to ensure that SME peer and merit reviews enable independent experts from a number of fields to perform an in-depth assessment of proposed projects prior to funding. To facilitate this, the Contractor must have existing access to a wide range of SMEs in each of the many fields in which DHS S&T is involved. A significantly broad selection of experts is needed to assure the reviews will provide objective information from technical experts not affiliated with the applicants, i.e., who do not have a conflict-of-interest. The Contractor must have experience managing successful peer and merit reviews to validate the scientific merit of the proposed research tasks. The Contractor must also be able to provide objective documentation supporting decisions why particular activities were or were not selected for funding. Finally, the Contractor must be experienced in facilitating the generation of insights or unique questions from panels of independent SMEs that may not have otherwise been considered prior to the distribution of funds. DHS estimates that, per year, the Contractor will arrange and facilitate up to: • Ten (10) peer/merit review activities (5-15 participants per review) in support of the Office of University Programs' COE, Education and MSI programs. • Fifteen (15) peer/merit review activities (5-15 participants per review) in support of DHS S&T focused research area programs. • One (1) multi-day, multi-session Annual Program Review/University Network Summit (approximately 1000 participants). • Five (5) research-related technical meetings in support of the COE, Education, and MSI programs (30-200 participants). • Fifteen (15) research-related technical meetings in support of S&T focused research area programs. Technical meetings may be ad hoc, may consist of student scholarship and fellowship recipients, and may be in or out of the Washington D.C. metropolitan area.. 2.2 Center of Excellence Selection Review Process For COE reviews, DHS receives proposals in response to Funding Opportunity Announcements (FOA) posted on the federal government's grant solicitation website www.grants.gov. DHS S&T uses a three-phase selection review process to review these proposals and ultimately select institutions to become Centers of Excellence. This review process is described in the following paragraphs. Phase 1: Scientific Quality Review (External Review): A panel of external SMEs from academia, non-profit research foundations, industry, and federal, state, and local agencies conducts this review. The panelists must have expertise and/or experience in the academic disciplinary areas relevant to the Funding Opportunity Announcement (FOA) topic (e.g., explosives detection and mitigation, border security, etc.). The Contractor must have the existing capacity to accurately aggregate individuals' ratings (using electronic means) on selected review criteria and overall ratings (i.e., across reviewers) using a variety of central tendency or scoring rules, (e.g., mean, median, mode, "skating" or "diving" scores). The Contractor must calculate a final rating and outcome justification from the external peer review for each proposal received in response to the FOA. Phase 2: Department of Homeland Security Internal Relevancy Review: As soon as possible following the external review, the Selection Manager convenes an Internal Review Panel of DHS SMEs to review proposals transmitted from the external review phase. (Note: only the best proposals will be transmitted from the external to the internal review panel). The internal review panel will focus on a different set of evaluation criteria specified in the FOA. These criteria are designed to identify the relevance of proposals to S&T's mission, relative need for the research, and cohesion with other research projects funded by S&T or other agencies. The Internal Review panel will focus on a range of criteria for proposed research, education, and/or outreach programs and the applicants' demonstrated capabilities to deliver research and development results. The internal review panel follows the same process as the external review and results in a final rating and justification for each proposal received from the external review panel. Phase 3: Site Visit Review: A site visit review only applies when selecting or re-competing a COE. The site visit review team will evaluate proposals transmitted from the internal review phase. Reviewers will determine the extent to which the applicant's proposal and any site visit materials address the criteria stated in the FOA. The site visit team will focus on the applicant's ability to lead and manage interdisciplinary efforts addressing a national scope on homeland security Mid-term COE Program Reviews OUP conducts an evaluation of each COE every two to three years. The evaluation panel is comprised of both academic researchers (peers) from disciplines related to COE priorities and operational end-users of the COE's research and development products or knowledge. 2.3 Education and MSI Programs All education projects, including Career Development Grants and Minority-Serving Institutions programs are subject to a two-phase review process (Phases 1 and 2 described above) to ensure close fit to DHS' long-term scientific and technological workforce development needs. DHS S&T has established an annual competition for HS-STEM Career Development Grants (CDG). DHS S&T invites proposals from colleges and universities with established homeland security-related science, technology, engineering and mathematics curricula to establish scientific career development awards to students in priority HS-STEM programs of study. The evaluation and selection of awardees follows phases one (1) and two (2) of the review process described above for Center of Excellence selection. DHS S&T also solicits applications from qualified and accredited Minority Serving Institutions (MSIs) Granting two-year Associate Degrees, four-year Bachelor's Degrees, and Graduate Degrees to establish homeland security scientific leadership programs in areas critical to homeland security. The DHS Scientific Leadership Awards (SLA) are intended to establish and support the development of MSI education programs in HS-STEM disciplines that are required to prepare students for careers in research and development of the technology which is needed to defend our nation. The evaluation and selection of awardees follows phases one (1) and two (2) of the review process described above for Center of Excellence selection. In support of the review processes for the COE, Education and MSI Programs described above, the Contractor will be expected to provide the following services, in combinations appropriate to the event at hand: • Assist in collecting white papers and full applications via electronic means from www.grants.gov and other sources, and organize these for review by SMEs. • Help DHS staff identify potential SMEs, scientists, and engineers in research areas related to the DHS mission to serve on merit review panels/study groups. • Create and maintain an electronic database of DHS-relevant SMEs and continually update this database as additional experts are identified. • Conduct reviews of relevant published and unpublished literature to identify SMEs qualified for peer and merit reviews. • Assist DHS staff in identifying specific academic and other experts suitable to review focused research project proposals, COE proposals, Education and MSI proposals, and COE progress by evaluating research quality, productivity, educational quality, management practices, outreach to, and interactions with customers, transition of research results, and involvement of minority serving institutions, among others. • Provide technical support, such as reviews of publications, to support the integrity of the review process. • Screen qualified reviewers for specific proposals and assist DHS in assigning proposals to panels, when more than one panel is running concurrently. Set-up proposals for electronic delivery and distribute to appropriate personnel and reviewers. • Provide trained moderators to facilitate the discussion of proposals with maximum objectivity and other activities with maximum productivity. • Establish a productive work environment for reviewers and provide technical and logistical instruction to peer and merit review panelists for the meeting. Prepare merit review procedures as directed by DHS; provide technical guidance to ensure reviews follow established policies and procedures. • Provide, operate and conduct training for DHS approved web-based portal and software programs for electronic (non face-to-face) reviews, data collection, reviewer ratings, written justifications, and the tabulation and scoring of input from multiple reviewers. • Manage peer and merit review meetings to foster rigorous professional discussions about the merits of each proposal reviewed, whether face-to-face, via teleconference, videoconference, or webinar or more than one of these simultaneously. • Aggregate individuals' ratings, via electronic means, on selected review criteria and overall ratings using a variety of central tendency or scoring rules. Calculate a final rating and outcome justification from the external peer review for each proposal received. • Ensure confidentiality of SMEs chosen to participate in review panels, identify potential conflicts-of-interest among reviewers and refer these to the DHS program office for disposition. • Provide administrative services including note-taking, coordination and distribution of written materials, transcription, and production of an executive summary of reviewers' ratings. • Provide logistical and management support to DHS personnel to include coordinating non-federal reviewer travel and reimbursement in accordance with federal travel regulations. • Provide electronic reports of the results and provide documentation and reports of outcome of the review. 2.5 Annual Program Review and Technical Meetings This contract may include support for the Annual Program Review (University Network Summit). This event presents applicable DHS COE and S&T research and solicits feedback on these efforts from attendees consisting of experts from academia, federal laboratories, industry and state and local government officials. Funding for this will be provided after contract award. Technical meeting support all DHS S&T functional areas including the Centers of Excellence program, Education programs, Minority-Serving Institutions programs, and Focused Research Project Programs. Meetings will bring together a range of scientific expertise from academia, federal laboratories, industry and the federal government and engage them on DHS S&T research and education initiatives, collaborations and DHS mission critical issues. In support of these, the Contractor will be expected to provide the following services: • Arrange and reimburse attendees' travel and associated costs (non-federal personnel) in accordance with federal travel regulations. • Arrange for and provide audio-visual, archiving, and webcasting equipment and services as necessary. • Communicate with registrants. • Conduct site visits and meet with venue personnel (non-government sites); make recommendations on venue selection. • Develop evaluations to include performance metrics and success benchmarks. • Develop notices, brochures, and registration forms, and invitations. • Develop, deploy, maintain, and administer a web site that is capable of providing registration functions, displaying venue and local area information, participant information, event photos, agendas, and other pertinent information to include materials from prior years' events when applicable. • Manage abstract competitions as necessary. • Manage and perform event clean up and closeout activities. • Order supplies, materials, equipment, and room setups; work with suppliers. • Organize, schedule, and conduct planning meetings at intervals prescribed by OUP staff. • Prepare event budget and submit to OUP management for approval. • Prepare event plans, session descriptions, program books, agendas, signs, banners, and name badges as necessary. • Provide administrative services, including note-taking, registration of attendees, and coordination of written materials, electronic feedback mechanisms, and executive summaries. • Provide support in the planning process, determine sequence of events, and set the tone of the event. • Recommend and correspond with speakers/exhibitors. • Recruit, train, and provide an orientation for volunteers and support staff. C. INFORMATION AND INSTRUCTIONS: 1. All businesses capable of providing these services are invited to respond. Any information provided to the government as a result of this sources sought synopsis is voluntary and the Government will not pay for any information submitted. Respondents are requested to submit capability packages electronically, as described below. a. Capability packages shall be one electronic copy. Capability package files should be in MS Office format (Word, Excel or PowerPoint) or Adobe pdf format, and should not exceed 5 MB on one e-mail. All packages shall contain UNCLASSIFIED material only. b. Capability packages should not exceed 20 pages, each single side counting one page, 8.5 x 11 inch, with one-inch margins, and font no smaller than 10 point Times New Roman. All capability packages must be received no later than 1400 hours (Eastern Standard Time) on November 22, 2011. c. Capability package responses shall be sent via email to Sharon.flowers1@dhs.gov. 2. Respondents must include the following information within their statement of capability packages: a. Company Information: Provide company name, address, a point of contact with e-mail address and telephone number, Federal Cage Code, Data Universal Numbering System (DUNS), business size, and security clearance level. Your company must be registered in Central Contractor Registrations (CCR) and Online Representations and Certifications Applications (ORCA). To register, go to https://www.bpn.gov/ccr and http://orca.bpn.gov. b. Small Business: Small business respondents to this announcement should indicate whether the respondent is a small business, 8(a) concern, veteran-owned small business, service-disabled veteran-owned small business, HUB Zone small business, small disadvantaged business, women-owned small business, or historically black college or university (HBCU) or minority institution (MI) (as defined by the clause at FAR 52.226-2). 3. In addition to the 20-page capability statement, contractors are encouraged to submit thoughts on overall contract structure, labor categories, period of performance, small business subcontracting goals, etc. 4. Small businesses are encouraged to submit responses even if your experience is primarily that of a specialized subcontractor. D. CAPABILITY PACKAGE EVALUATION: The Government will identify competitive companies by evaluating their capability packages using potential offerors response to the following: a) Please provide a response regarding DHS S&T's proposed plan to award a one year base plus four option years to a single service provider for University Programs peer and merit review services and inform DHS S&T of your interest in providing these services. b) Describe your firm's existing database of relevant subject matter experts (SMEs) from a variety of scientific and engineering disciplines applicable to homeland security-related research including number of SMEs by expertise and/or discipline. c) Describe your firm's knowledge and experience over the past five years in organizing, supporting and implementing on-site, off-site, and mixed (in-person and web-based) peer and merit reviews of proposals and programs of similar size, scope and complexity using subject matter experts. d) Describe your firm's experience planning, scheduling, facilitating, and documenting the results from technical research meetings for scientific members and experts of the federal, academic, and non-profit and industry communities in the past 5 years. e) Describe your firm's experience in organizing and facilitating multiple types of merit reviews including peer reviews, ad hoc reviews, focus groups, technical meetings and study groups of SMEs and professional practitioners using web-based interaction tools. f) Which contract type is preferred for the anticipated contract? [For example: Firm Fixed Price (FFP), Cost Plus Fixed Fee (CPFF), Cost Plus Award Fee (CPAF), Time and Materials (T&M) etc.] Please describe why you prefer his contract type. g) What other questions or concerns should DHS S&T OUP consider with respect to preparing a formal solicitation for the peer and internal review services? E. GOVERNMENT RESPONSIBILITY This Sources Sought Notice should not be construed as a commitment by the Government for any purpose, nor does it restrict the Government to an ultimate acquisition approach. Any information submitted by respondents to this sources sought is strictly voluntary. All questions and comments on this synopsis shall be submitted via e-mail to Sharon.flowers1@dhs.gov (202-254-6816), Contracting Officer,
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