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FBO DAILY - FEDBIZOPPS ISSUE OF APRIL 24, 2014 FBO #4534
SOLICITATION NOTICE

R -- Disaster Health Information Outreach and Collaboration Project 2014 - Solicitation Docs RFQ NIHLM2014082

Notice Date

4/22/2014
 

Notice Type

Combined Synopsis/Solicitation
 

NAICS

519120 — Libraries and Archives
 

Contracting Office

Department of Health and Human Services, National Institutes of Health, National Library of Medicine, 6707 Democracy Blvd., Suite 105, Bethesda, Maryland, 20894, United States
 

ZIP Code

20894
 

Solicitation Number

NIHLM2014082
 

Point of Contact

Maryann Carroll, Phone: 3014517329
 

E-Mail Address

maryann.carroll@nih.gov
(maryann.carroll@nih.gov)
 

Small Business Set-Aside

N/A
 

Description

Attachment 12 Offeror Representations and Certifications Attachment 11 Addendum to Terms & Conditions Attachment 10 Terms & Conditions Attachment 9 FAQs Attachment 8 GPAT form Attachment 7 Section 508 Compliance Attachment 6 Submission Checklist Attachment 5 Final Report Attachment 4 Cost Breakdown Attachment 3 Targeted Audiences Chart Attachment 2 Quotation Cover Sheet Attachment 1 Statement of Work Solicitation RFQ NIHLM2014082 DISASTER HEALTH INFORMATION OUTREACH AND COLLABORATION PROJECT 2014 REQUEST FOR QUOTATION (RFQ) A. GENERAL INFORMATION 1. INTRODUCTION The National Library of Medicine is seeking quotations (proposals) for the Disaster Health Information Outreach and Collaboration Project for libraries and other organizations to work together to improve awareness of, access to, and use of disaster medicine and public health information by organizations, institutions, and agencies working in any phase of disaster/emergency management (all-hazards). Quotations must include a partnership between at least one library or library consortium and at least one non-library organization that has disaster/emergency-related responsibilities. Quotations will be accepted from either partner as the lead agency. A single institution that includes both a library and non-library unit(s) with disaster-related responsibilities is also eligible; for example, a local government or hospital or university with both a library and departments with disaster responsibilities is eligible. Please see the Statement of Work section on "Project Partners" (Attachment 1) for further description of organizations that are eligible to apply. Pages should be standard size (8 1/2" x 11") and the font should be no smaller than 12 point. A Checklist for Submission is included as Attachment 6. This checklist is intended to help you; it is not a requirement and does not need to be included in your quotation. 2. PURPOSE The purpose of the Disaster Health Information Outreach and Collaboration Project is to design programs for improving disaster medicine and public health information access for health professionals, first responders and others (paid or volunteer) that play a role in health-related disaster preparedness, response and recovery. 3. BACKGROUND See Statement of Work. (Attachment 1) 4. NAICS CODE AND SIZE STANDARD Notice to Offerors: The following information is to be used in completing the representations and certifications: a. The North American Industry Classification System (NAICS) code for this acquisition is 519120. b. The small business size standard for this acquisition is $14.0 million. 5. METHOD OF ACQUISTION The Government intends to procure the necessary services in accordance with the simplified acquisition procedures stated in FAR Part 13. 6. TYPE OF AWARDS It is anticipated that the award(s) from this solicitation will be firm-fixed priced type purchase orders. Each award will have a minimum value of $15,000 and a maximum value of $30,000 7. NUMBER OF AWARDS It is anticipated that multiple awards will be made from this solicitation. NOTE: Award of any Contract is contingent on the availability of funds. 8. DATE OF AWARD It is anticipated that multiple awards will be made in August 2014. 9. PERIOD OF PERFORMANCE It is anticipated that any award(s) made from this solicitation will have a period of performance of twelve (12) months. The anticipated period of performance is September 15, 2014 through September 14, 2015. 10. COMMITMENT OF PUBLIC FUNDS The Contracting Officer is the only individual who can legally commit the Government to the expenditure of public funds in connection with the proposed acquisition. Any other commitment, either explicit or implied, is invalid. 11. COMMUNICATIONS PRIOR TO AWARD Vendors shall direct all communications to the attention of: Maryann Carroll, Contract Specialist Office of Acquisitions (OA) National Library of Medicine (NLM) 6707 Democracy Blvd., Suite 105 Bethesda, MD 20892-5488 Office phone: 301- 496-6546 Fax: 301-402-0642 Email: maryann.carroll@nih.gov Communications with other officials may compromise the competitiveness of this acquisition and result in cancellation of the requirement. 12. PREPARATION COSTS This RFQ does not commit the Government to pay for the preparation and submission of a quotation. B. GENERAL INSTRUCTIONS TO OFFERORS 1. INSTRUCTIONS TO OFFERORS (a) Definitions. As used in this provision- Discussions are negotiations that occur that may, at the Contracting Officer's discretion; result in the offeror being allowed to revise its quotation. In writing or written means any worded or numbered expression which can be read, reproduced, and later communicated, and includes electronically transmitted and stored information. Quotation modification is a change made to a quotation before the solicitation's closing date and time, or made in response to an amendment, or made to correct a mistake at any time before award. Quotation revision is a change to a quotation made after the solicitation closing date, at the request of or as allowed by a Contracting Officer as the result of negotiations. Time, if stated as a number of days, is calculated using calendar days, unless otherwise specified, and will include Saturdays, Sundays, and legal holidays. However, if the last day falls on a Saturday, Sunday, or legal holiday, then the period shall include the next working day. (b) Amendments to solicitations. If this solicitation is amended, all terms and conditions that are not amended remain unchanged. Offerors shall acknowledge receipt of any amendment to this solicitation by the date and time specified in the amendment(s). (c) Submission, modification, revision, and withdrawal of Quotations. (1) Unless other methods (e.g., electronic commerce or facsimile) are permitted in the solicitation, quotations and modifications to Quotations shall be submitted in paper media in sealed envelopes or packages (i) addressed to the office specified in the solicitation, and (ii) showing the time and date specified for receipt, the solicitation number, and the name and address of the offeror. Offerors using commercial carriers should ensure that the quotation is marked on the outermost wrapper with the information in paragraphs (c) (1) (i) and (c) (1) (ii) of this provision. (2) The first page of the quotation must show (i) The solicitation number; (ii) The name, address, and telephone and facsimile numbers of the offeror (and electronic address if available); (iii) A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation and agreement to furnish any or all items upon which prices are offered at the price set opposite each item; (iv) Names, titles, and telephone and facsimile numbers (and electronic addresses if available) of persons authorized to negotiate on the offeror's behalf with the Government in connection with this solicitation; and (v) Name, title, and signature of person authorized to sign the quotation. Quotations signed by an agent shall be accompanied by evidence of that agent's authority, unless that evidence has been previously furnished to the issuing office. (3) Late quotations and revisions. (i) Any quotation received at the office designated in the solicitation after the exact time specified for receipt of quotations will not be considered unless it is received before award is made and- (A) It was sent by registered or certified mail not later than the fifth calendar day before the date specified for receipt of q(e.g., a quotation submitted in response to a solicitation requiring receipt of offers by the 20th of the month must have been mailed by the 15th); (B) It was sent by mail (or telegram or facsimile, if authorized) or hand carried (including delivery by a commercial carrier) if it is determined by the Government that the late receipt was due primarily to Government mishandling after receipt at the Government installation; (C) It was sent by U.S. Postal Service Express Mail Next Day Service Post Office to Addressee, not later than 5:00 p.m. at the place of mailing two working days prior to the date specified for receipt of Quotations. The term ``working days'' excludes weekends and U.S. Federal holidays; (D) It was transmitted through an electronic commerce method authorized by the solicitation and was received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of Quotations; or (E) There is acceptable evidence to establish that it was received at the activity designated for receipt of Quotations and was under the Government's control prior to the time set for receipt of Quotations, and the Contracting Officer determines that accepting the late quotation would not unduly delay the procurement; or (F) It is the only quotation received. (ii) Any modification or revision of a quotation or response to request for information, including any final quotation revision, is subject to the same conditions as in subparagraphs (c)(3)(i)(A) through (c)(3)(i)(E) of this provision. (iii) The only acceptable evidence to establish the date of mailing of a late quotation or modification or revision sent either by registered or certified mail is the U.S. or Canadian Postal Service postmark both on the envelope or wrapper and on the original receipt from the U.S. or Canadian Postal Service. Both postmarks must show a legible date or the quotation, response to a request for information, or modification or revision shall be processed as if mailed late. ``Postmark'' means a printed, stamped, or otherwise placed impression (exclusive of a postage meter machine impression) that is readily identifiable without further action as having been supplied and affixed by employees of the U.S. or Canadian Postal Service on the date of mailing. Therefore, offerors or respondents should request the postal clerk to place a legible hand cancellation bull's eye postmark on both the receipt and the envelope or wrapper. (iv) Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the quotation wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of Government personnel. (v) The only acceptable evidence to establish the date of mailing of a late quotation, modification or revision, or withdrawal sent by Express Mail Next Day Service Post Office to Addressee is the date entered by the post office receiving clerk on the ``Express Mail Next Day Service Post Office to Addressee'' label and the postmark on both the envelope or wrapper and on the original receipt from the U.S. Postal Service. ``Postmark'' has the same meaning as defined in paragraph (c) (3) (iii) of this provision, excluding postmarks of the Canadian Postal Service. Therefore, offerors or respondents should request the postal clerk to place a legible hand cancellation bull's eye postmark on both the receipt and the envelope or wrapper. (vi) Notwithstanding paragraph (c)(3)(i) of this provision, a late modification or revision of an otherwise successful quotation that makes its terms more favorable to the Government will be considered at any time it is received and may be accepted. (vii) Quotations may be withdrawn by written notice or telegram (including mailgram) received at any time before award. If the solicitation authorizes facsimile quotations, Quotations may be withdrawn via facsimile received at any time before award, subject to the conditions specified in the provision entitled "Facsimile Quotations." Quotations may be withdrawn in person by a offeror or an authorized representative, if the representative's identity is made known and the representative signs a receipt for the quotation before award. (viii) If an emergency or unanticipated event interrupts normal Government processes so that Quotations cannot be received at the office designated for receipt of Quotations by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of Quotations will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office. (4) Quotations submitted must be on an all-or-none basis, e.g., Quotations that propose to provide any item or combination of items shall be determined to be nonresponsive. (5) Quotations submitted in response to this solicitation shall be in English and in U.S. dollars. (6) Offerors may submit modifications to their Quotations at any time before the solicitation closing date and time, and may submit modifications in response to an amendment, or to correct a mistake at any time before award. (7) Offerors may submit revised Quotations only if requested or allowed by the Contracting Officer. (8) Quotations may be withdrawn at any time before award. Withdrawals are effective upon receipt of notice by the Contracting Officer. (d) Quotation expiration date. Quotations in response to this solicitation will be valid for a period of 60 calendar days. (e) Restriction on disclosure and use of data. Offerors that include in their Quotations data that they do not want disclosed to the public for any purpose, or used by the Government except for evaluation purposes, shall (1) Mark the title page with the following legend: This quotation includes data that shall not be disclosed outside the Government and shall not be duplicated, used or disclosed in whole or in part for any purpose other than to evaluate this quotation. If, however, a purchase order is awarded to this offeror as a result of or in connection with the submission of this data, the Government shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting Purchase Order. This restriction does not limit the Government's right to use information contained in this data if it is obtained from another source without restriction. The data subject to this restriction are contained in sheets [insert numbers or other identification of sheets]; and (2) Mark each sheet of data it wishes to restrict with the following legend: Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this quotation. (f) Purchase Order Award. (1) The Government intends to award Purchase Orders(s), to the responsible offeror(s) whose quotation represents the best value, after an evaluation is conducted in accordance with the factors and sub factors, in the solicitation. (2) The Government may reject any or all Quotations if such action is in the Government's interest. (3) The Government may waive informalities and minor irregularities in Quotations received. (4) The Government shall evaluate Quotations and may award a Purchase Order without discussions with offerors (except clarifications as described in FAR 15.306(a)). Therefore, the offeror's initial quotation should contain the offeror's best terms from a cost or price and technical standpoint. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. (5) The Government reserves the right to make an award on any item for a quantity less than the quantity proposed, at the unit cost or prices proposed, unless the offeror specifies otherwise in the quotation. (6) Exchanges with offerors after receipt of a quotation do not constitute a rejection or counteroffer by the Government. (7) The Government may determine that a quotation is unacceptable if the prices proposed are materially unbalanced between line items or subline items. Unbalanced pricing exists when, despite an acceptable total evaluated price, the price of one or more line items is significantly overstated or understated as indicated by the application of cost or price analysis techniques. A quotation may be rejected if the Contracting Officer determines that the lack of balance poses an unacceptable risk to the Government. (8) The Government reserves the right to make multiple awards if after considering the additional administrative costs it is in the Government's best interest to do so. (9) If a cost realism analysis is performed, cost realism may be considered by the source selection authority in evaluating performance or schedule risk. 2. POTENTIAL AWARD WITHOUT DISCUSSIONS The Government reserves the right to award a Purchase Order without discussions if the Contracting Officer determines that the initial quotation is/are fair and reasonable, provide the Best Value and discussions are not necessary. 3. ORDERING TERMS AND CONDITIONS (a) The offeror must specify the unit price proposed for each Item Number. (b) Prices proposed for this RFQ are Open Market. (c) The offeror must indicate the Quantity, Item, and Trade Discounts being proposed for each line item listed. If none, state none. (d) The offeror must indicate a period of delivery, citing the number of days after receipt of a Purchase Order document in which delivery will be performed. (e) The offeror must indicate the F.O.B. Point (cite 'O' for Origin and 'D' for Destina¬tion). Transportation & Shipping Terms, of the attached Addendum to Terms and Conditions of Contract.] 4. PURCHASE ORDER TERMS AND CONDITIONS (a) The attached Purchase Order Terms and Conditions shall be made a part of any Contract awarded as a result of this RFQ. (Attachment 10) (b) The attached Addendum to Terms and Conditions of Purchase Order shall be made a part of any Purchase Order awarded as a result of this RFQ. (Attachment 11) 5. REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF OFFERORS (SIMPLIFIED ACQUISITIONS) If you intend to submit a quotation, you must complete the Offeror Representations and Certifications - Commercial Items form (see Attachment 12). 6. PUBLICATION AND PUBLICITY In addition to the requirements set forth in HHSAR Clause 352.270-6, Publications and Publicity the Contractor shall acknowledge the support of the National Institutes of Health whenever publicizing the work under this purchase order in any media by including an acknowledgment substantially as follows: "This project has been funded in whole or in part with Federal funds from the National Institutes of Health, Department of Health and Human Services, under Purchase Order No.___TBD___ " 7. SECTION 508 COMPLIANCE Pursuant to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998, all electronic and information technology (EIT) products and services developed, acquired, maintained, and/or used under this contract/order must comply with the "Electronic and Information Technology Accessibility Provisions" set forth by the Architectural and Transportation Barriers Compliance Board (also referred to as the "Access Board") in 36 CFR part 1194. The complete text of Section 508 Final provisions can be accessed at http://www.section508.gov/section508-laws. Section 508 Evaluation Factors: Responses to this solicitation will only be considered for award after it has been determined that the quotation adequately addresses the requirements for Section 508. Only quotations which contain adequate information to document their responsiveness to the Section 508 requirements (e.g. a completed GPAT) will be eligible for any additional merit consideration. Section 508 Acceptance Criteria: Quotations received as a result of this solicitation will be accepted based in part on satisfaction of identified Section 508 requirements for accessibility. All quotations must include a completed GPAT, which is included as a part of this solicitation (see Attachment 8). 8. ANTI - LOBBYING Pursuant to Section 503(a) of Public Law 105-78, contract funds shall not be used, other than for normal and recognized executive-legislative relationships, for publicity or propaganda purposes, for the preparation, distribution, or use of any kit, pamphlet, booklet, publication, radio, television, or video presentation designed to support or defeat legislation pending before Congress or any State legislature, except in presentation to the Congress or any other State legislature itself. 9. PRESS RELEASES The Contractor shall clearly state, when issuing statements, press releases, requests for quotations, bid solicitations and other documents describing projects or programs funded in whole or in part with Federal money: (1) the percentage of the total costs of the program or project which will be financed with Federal money; (2) the dollar amount of Federal funds for the project or program; and (3) the percentage and dollar amount of the total costs of the project or program that will be financed by nongovernmental sources. 10. OMB CLEARANCE In accordance with HHSAR 352.270-7, Paperwork Reduction Act, the Contractor shall not proceed with surveys or interviews until such time as Office of Management and Budget (OMB) Clearance for conducting interviews has been obtained by the Contracting Officer's Representative (COR) and the Contracting Officer has issued written approval to proceed. 11. HOTEL AND MOTEL FIRE SAFETY ACT OF 1990 (PL. 101-391) Pursuant to Public Law 101-391, no Federal funds may be used to sponsor or fund in whole or in part a meeting, convention, conference or training seminar that is conducted in, or that otherwise uses the rooms, facilities, or services of a place of public accommodation that do not meet the requirements of the fire prevention and control guidelines as described in the Public Law. This restriction applies to public accommodations both foreign and domestic. Public accommodations that meet the requirement can be accessed at: http://www.usfa.fema.gov/citizens/hotel.shtm. 12. CONSTITUTION DAY Each educational institution that receives Federal funds for a fiscal year shall hold an educational program on the United States Constitution on September 17 of such year for the students serviced by the educational institution in accordance with Public Law 108-447. 13. RESTRICTION ON EMPLOYMENT OF UNAUTHORIZED ALIEN WORKERS The Contractor shall not use contract funds to employ workers described in section 274A(h)(3) of the Immigration and Nationality Act, which reads as follows: "(3) Definition of unauthorized alien. - As used in this section, the term 'unauthorized alien' means, with respect to the employment of an alien at a particular time, that the alien is not at that time either (A) an alien lawfully admitted for permanent residence, or (B) authorized to be so employed by this Act or by the Attorney General." 14. REPORTING MATTERS INVOLVING FRAUD, WASTE AND ABUSE Anyone who becomes aware of the existence or apparent existence of fraud, waste and abuse in NIH funded programs is encouraged to report such matters to the HHS Inspector General's Office in writing or on the Inspector General's Hotline. The toll free number is 1-800-HHS-TIPS (1-800-447-8477); the website is: https://forms.oig.hhs.gov/report-fraud. The e-mail address is Htips@os.dhhs.gov and the mailing address is: Office of Inspector General Department of Health and Human Services TIPS HOTLINE P.O. Box 23489 Washington, D.C. 20026 15. YEAR 2000 COMPLIANCE-SERVICE INVOLVING THE USE OF INFORMATION TECHNOLOGY The Contractor agrees that each item of hardware, software, and firmware used under this purchase order shall be able to accurately process date data (including, but not limited to, calculating, comparing and sequencing) from, into and between the twentieth and twenty-first centuries and the Year 1999 and the Year 2000 and leap year calculations. 16. DISSEMINATION OF FALSE OR DELIBERATELY MISLEADING SCIENTIFIC INFORMATION Pursuant to the current HHS annual appropriations act, the Contractor shall not use contract funds to disseminate scientific information that is deliberately false or misleading. 17. GUIDELINES FOR INCLUSION OF WOMEN, MINORITIES, AND PERSONS WITH DISABILITIES IN NIH-SUPPORTED CONFERENCES Pursuant to the NIH Revitalization Act (P.L. 103-43, Section 206), which adds Section 402 (b) to the Public Health Service Act, it is required that NIH, "in conducting and supporting programs for research, research training, recruitment, and other activities, provide for an increase in the number of women and individuals from disadvantaged backgrounds (including racial and ethnic minorities) in the fields of biomedical and behavioral research." In addition, Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 require reasonable accommodations to be provided to individuals with disabilities. It is NIH policy that organizers of scientific meetings should make a concerted effort to achieve appropriate representation of women, racial/ethnic minorities, and persons with disabilities, and other individuals who have been traditionally underrepresented in science, in all NIH sponsored and/or supported scientific meetings. Therefore, it is the contractor's responsibility to ensure the inclusion of women, minorities and persons with disabilities in all events when recruiting speakers and/or participants for meetings or conferences funded by this contract. See the policy announcement for additional details and definitions at: http://grants.nih.gov/grants/guide/notice-files/NOT-OD-03-066.html 18. SELECTION OF CONTRATORS(S) (a) The acceptability of the technical portion of each quotation will be evaluated by a technical review committee or a member of the Government's technical staff. Each quotation will be evaluated in strict conformity with the evaluation criteria in the RFQ utilizing point scores and written critiques. The offeror may be requested to submit clarifying information. (b) The business portion of each quotation will be subjected to a cost/price analysis (as appropriate), management analysis, etc. (c) If award will be made without conducting discussions, offerors may be given the opportunity to clarify certain aspects of their quotations (e.g. the relevance of an offeror's past performance information and adverse past performance information to which the offeror has not previously had an opportunity to respond or to resolve minor or clerical errors.) (d) Best-Value Analysis. A final best-value analysis will be performed taking into consideration the results of the technical evaluation, cost analysis, and ability to complete the work within the Government's required schedule. The Government reserves the right to make an award to the best advantage of the Government, technical merit, cost, and other factors considered. (e) The NLM reserves the right to make a single award, multiple awards, or no award at all as a result of this RFQ. In addition, the RFQ may be amended or canceled as necessary to meet NLM's requirements. 19. SOLICITATION PROVISIONS INCORPORATED BY REFERENCE [FAR 52.252-1 (FEBRUARY 1998)]. This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation. In lieu of submitting the full text provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation. Also, the full text of a solicitation provision may be accessed electronically at this address: http://www.arnet.gov/far/. FEDERAL ACQUISITION REGULATION (48CFR CHAPTER 1): (a) Data Universal Numbering System (DUNS) Number, FAR Clause 52.204-6 (April 2008) (b) Central Contractor Registration, FAR Clause 52.204-7 (April 2008) (c) Submission of Offers in the English Language, FAR 52.214-34 (April 1991). (d) Submission of Offers in U.S. Currency, FAR 52.214-35 (April 1991). 20. NUMBER OF COPIES OF QUOTATION Submit an electronic version of your quotation to the following email address no later than 5:00 p.m., Eastern Time, on June 19, 2014: Maryann Carroll - Email: maryann.carroll@nih.gov In addition to the electronic copy, please submit one (1) signed original and five (5) hard copies by 5:00pm, Easter Time, on June 20, 2014 to the following address: Maryann Carroll, Contract Specialist Office of Acquisitions (OA) National Library of Medicine (NLM) 6707 Democracy Blvd., Suite 105 Bethesda, Maryland 20894 FAXED COPIES WILL NOT BE ACCEPTED 21. SUBMISSION REQUIREMENTS (a) Quotation Cover Sheet (Attachment 2) Include project title, date of submission, name, address, telephone number(s), fax number(s), web address(s), e-mail and DUNS number of the submitting and partnering organization(s) along with specific contact personnel for both administrative and technical aspects of the project (may be the same person). In addition, a one-paragraph summary of the project (approximately 250-400 words) must be included. (b) Technical Discussion Offerors shall submit a detailed work plan indicating how each aspect of the statement of work is to be accomplished. The technical discussion should reflect a clear understanding of the nature of the work being undertaken. The technical discussion must include information on how the project is to be organized, staffed, and managed. (c) Business Quotation Offerors shall submit a detailed budget providing a breakdown and justification for the costs included in each expenditure category. The categories listed (Attachment 4) are not exhaustive and should be modified for the specific items you are requesting. C. INSTRUCTIONS FOR PREPARING THE TECHNICAL PORTION OF THE QUOTATION 1. INTRODUCTION The technical discussion shall clearly describe what work will be performed as part of the overall project, how it will be performed, who will be doing the work, and how the work is related to the overall goals of the proposed project. In addition, the quotation should address why the project is significant and should be funded. TECHNICAL DISCUSSIONS ARE EXPECTED TO BE BRIEF AND SHALL NOT EXCEED SIX (6) PAGES (exclusive of attachments and Section 508 GPAT Form). 2. TECHNICAL DISCUSSION The outline for the technical discussion should be as follows: (a) Statement of Work Describe the project and include at least the following information: (1) Background Information Provide a narrative description of the project including: (i) What will be done or what the project is about; (ii) A description of the organizations participating in this project; (iii) The relationship between the partnering organizations; (iv) What information needs this project is addressing; (v) Demographics or other data that describe the need in the community or the need among the target audience; and (vi) If available, descriptions of any studies, needs assessments, evaluations, etc. that determine a need for this project. DEMOGRAPHICS (2) Goal(s) and Objectives Describe the goals and objectives of the project and how the requested funds will help accomplish them. Also include: (i) Cite your plans for increasing awareness specific to NLM...how this project will increase the awareness and utilization of the National Library of Medicine and/or other health and medical resources in the disaster community; and (ii) it's a description of the relationship of this project to any similar projects currently underway, if any. (3) Approach and Methodology Describe how plan to accomplish your work. Describe in detail the methodologies that will be used for the project and include any problems anticipated. NOTE: Provide clear and detailed justification for your approach. For example, do not propose developing a web resource for your organization without including details about how this will improve information access for the target population and why another disaster resources web page is necessary with those that are currently available. (4) Evaluation Describe what the project will accomplish and how you will measure the progress made. Some relevant examples of evaluation tools include: conducting pre and post tests for training activities, and assessing how frequently someone uses a new tool. (5) Project schedule Provide a realistic schedule for completion of the work within 12 months and delivery of items specified in the Statement of Work. (b) Personnel Describe the experience and qualifications of personnel who will work on the project. If personnel will be hired, job descriptions with specific qualifications should be included. NOTE: Offerors shall include as attachments a resume for each key person, including consultants, proposed for the project. Resumes shall include name; educational background, including degree(s)/certifications(s); and work experience, including position title, organization, service dates, and description of positions held. (c) Facilities Describe the facilities and resources to be used to support this project. Include a description of computer equipment and office/training facilities of the Offeror and those of any other site to be used in the project. List the most important equipment items already available for this project, noting location and pertinent capabilities of each. NOTE: Funds are not provided for facility rental expenses. (d) Partnerships/Collaborations Describe the role of each organization partnering in the project and how they will collaborate to achieve the project goals. Include as attachments letter of commitment from each partner organization. Letters of commitment should specify the roles each organization and what services they are providing for the proposed project. Also provide an indication of the potential impact of this project on the institution or community and the likelihood that the project can be a model for others. Plans for continuing the project after the period of performance for this funding concludes should also be discussed. (e) Past Performance Describe for each organization and/or key personnel any past accomplishments related to similar projects, including sharing or using disaster information and disaster information resources. Include performance history on meeting objectives within delivery and cost schedules on efforts, either past or on-going which is comparable to the effort required by this RFQ. Include any pertinent federal acquisitions, defined as listing of each related acquisition completed within the last three years or currently in process. The listing should include: (1) the acquisition number; (2) acquiring agency; (3) acquisition dollar value; (4) dates acquisition began and ended (or ends); (5) description of acquisition work; (6) explanation of relevance of work to this RFQ; and (7) actual delivery and cost performance versus delivery and cost agree to in the acquisition(s). D. INSTRUCTIONS FOR PREPARING THE BUSINESS PORTION OF THE QUOTATION 1. BASIC COST/PRICE INFORMATION Offerors shall submit a detailed budget providing a breakdown and justification for the costs included in each expenditure category. The categories listed are not exhaustive and should be modified for the specific items you are requesting. Use the Cost Breakdown Form supplied (Attachment 4) to submit your budget. Funds may be requested for the following (these are examples only and are not meant to be all-inclusive): • Costs to obtain or provide training in accessing disaster health information resources • Developing, producing, and distributing materials for the project. Double-sided and black and white printing are encouraged. • Salaries of additional staff to support the project or release current staff to carry out the project. • Evaluating the project • Communications access costs • Travel necessary for the project • Purchase of equipment or materials for the project • Document acquisition and/or delivery Funds may not be used for the following: • Purchase of meals, light refreshments, or beverages, including gift cards for such items. • Gifts, gift cards, or promotional items including, but not limited to: clothing and commemorative items such as pens, mugs/cups, folders/folios, lanyards, conference bags or similar items. • Facility or room rentals. 2. PRICING Prices to the Government shall be as low as or lower than those charged to the offeror's most favored customer for comparable quantities under similar terms and conditions in addition to any trade or prompt payment discounts offered. Accordingly, discounts notwithstanding, the offeror must ensure that the items sold to the Government in the particular commodity category meet the requirement for "most favorable pricing" to the Government. 3. INFORMATION OTHER THAN PRICING DATA The information submitted shall consist of data to permit the Contracting Officer and authorized representatives (NLM staff) to determine price reasonableness or cost realism, e.g., information to support an analysis of material costs or information on prices and quantities at which the offeror has previously sold the same or similar items or carried out the same or similar work. Any information submitted must support the price proposed. Include sufficient detail or cross reference to clearly establish the relationship of the information provided to the price proposed. Support any information provided by explanations or supporting rational as needed to permit the Contracting Officer and authorized representatives to evaluate the documentation. The information may be submitted in the offeror's original format. E. EVALUATION FACTORS FOR AWARD 1. GENERAL The technical quotation will receive paramount consideration in the selection of the offerors for this acquisition. The evaluation will be based on the demonstrated capabilities of the prospective vendor in relation to the needs of the project as set forth in the RFQ. In the event that the technical evaluation reveals that two or more offerors are approximately equal in the technical ability, then cost may become a significant factor in determining award. In any event, the government reserves the right to make an award based on a best value determination, cost and other factors considered. Offerors must submit information sufficient to evaluate their quotations based on the detailed criteria listed below. NLM may award a Purchase Order only if the corresponding quotation has been recommended as technically acceptable by the technical review committee. NLM is not under any obligation to fund any quotation or make any specific number of awards. Funding for any/all technically acceptable quotations is not guaranteed. QUOTATIONS WILL BE SCORED AGAINST THESE CRITERIA, SO PLEASE BE CERTAIN THAT ALL CRITERIA HAVE BEEN ADDRESSED IN YOUR SUBMISSION. 2. MANDATORY CRITERIA Listed below are mandatory qualification criteria that establish conditions that must be met in order for the quotation to be considered: (a) The project must specifically target disaster health information needs of the disaster medicine and public health community (including emergency responders, disaster/emergency managers, hospital personnel, public health workers, librarians/information specialists, etc.) Project partners must include at least one library or library consortium and at least one non-library organization that has disaster/emergency-related responsibilities. See the descriptions of Project Partners and Target Audiences in the Statement of Work. (b) The quotation must address how the project will increase the awareness and utilization of the National Library of Medicine disaster health resources in the disaster workforce. (c) The project must be conducted within the United States or its territories. (d) Project budgets shall range from $15,000 - $30,000. (e) Completed GPAT (Attachment 8). 3. TECHNICAL EVALUATION Evaluation of the technical portion of quotations will be conducted by a technical review committee or a member of the Government's technical staff in accordance with the factors, weights, and order of relative importance as described below entitled "TECHNICAL EVALUATION FACTORS". This evaluation produces a numerical score (points) which is based upon the information contained in the offeror's quotation only. Offerors merely proposing to offer to conduct the work in accordance with the Statement of Work will not be eligible for award. The quotation must include a comprehensive plan for meeting the needs of the Government, addressing each of the requirements of the Statement of Work and explaining the proposed technical approach to be used. Failure to provide the information required to evaluate the quotation may result in the rejection of the quotation without further consideration. *NOTE: The Section 508 GPAT is required to be submitted as part of your proposal and will be evaluated as acceptable or unacceptable but not scored. 4. TECHNICAL EVALUATION FACTORS Criteria Points A. Technical Approach 50 B. Personnel, Facilities, and Resources 20 C. Collaboration 20 D. Past Performance 10 100 Criterion A (50 points) Technical Approach Logic and feasibility of the technical approach to providing disaster-related health information services to the target audience, including: • Sufficient detail to show an understanding of the project and how the project will be conducted, • Appropriateness of partnering organizations, their disaster-related functions and services they provide, • Identification of what information needs the project will help to meet and why this project is important, • Evidence that this project will increase the awareness and utilization of the NLM online health and medical resources in the disaster workforce, • Clearly defined evaluation plan to measure how well the project met the information needs of the target audience, and • If the quotation is for an extension or expansion of a previously funded NLM project, an explanation of the need for the extension or expansion. Criterion B (20 points) Personnel, Facilities, and Resources Quality and availability of facilities and personnel, including: • Capacity and qualifications of key personnel to perform the proposed work; and • Evidence of facilities and resources adequate to support the proposed project. Criterion C (20 points) Collaboration Demonstrated level of commitment of the participating organizations for this project and a description of the need for and potential benefit from collaboration, including: • inclusion of letters of commitment from each partnering organizations which address the organizations' roles and level of participation in the project, • potential impact of the project on the institution or community and the likelihood that the project can be a model for others, and • extent to which the project and/or partnership can be continued after the period of performance for this funding. Criterion D (5 points) Past Performance Level of experience of the partnering organizations and their personnel in developing or conducting projects related to providing health or disaster health information or information services and/or information outreach, including: • Evidence of past or on-going accomplishments which are comparable, or related, to the effort required by this RFQ, • Description of performance history as defined by meeting project objectives within delivery and cost schedules on efforts, either past or on-going, which is comparable or related to the effort required by this RFQ, and • If the offeror has current or prior pertinent federal acquisitions, the quotation includes information on those acquisitions defined as a listing of each related acquisition completed within the last three years or currently in process. The listing should include: (1) the acquisition number; (2) acquiring agency; (3) acquisition dollar value; (4) dates acquisition began and ended (or ends); (5) description of acquisition work; (6) explanation of relevance of work to this RFQ; and (7) actual delivery and cost performance versus delivery and cost agree to in the acquisition(s). F. PROMOTING EFFICIENT SPENDING On September 21, 2011, the Office of Management and Budget issued Memorandum M-11-35, entitled, "Eliminating Conference Spending and Promoting Efficiency in Government," emphasizing the President's priority to ensure that the Government operates with the utmost efficiency and eliminates unnecessary or wasteful spending. This was followed by the Executive Order on Delivering an Efficient, Effective, and Accountable Government ( EO 13576 ) and the Executive Order on Promoting Efficient Spending ( EO 13589 ). On January 3, 2012, the Department of Health and Human Services (DHHS) issued the memorandum "HHS Policy on Promoting Efficient Spending: Use of Appropriated Funds for Conferences and Meetings, Food, Promotional Items, and Printing, and Publications" (See http://www.hhs.gov/asfr/ogapa/acquisition/effspendpol_memo.html ). In support of these directives, the NIH issued a January 30, 2012, Memorandum, entitled, "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." (See http://oamp.od.nih.gov/ ) Any contract awarded as a result of this solicitation will: • 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. G. ATTACHMENTS ATTACHMENT 1: Statement of Work (SOW) ATTACHMENT 2: Quotation Cover Sheet ATTACHMENT 3: Targeted Audiences Chart ATTACHMENT 4: Cost Breakdown/Budget ATTACHMENT 5: Final Report (Sample Copy-Do not submit with quotation) ATTACHMENT 6: Submission Checklist ATTACHMENT 7: Section 508 Compliance ATTACHMENT 8: GPAT Form ATTACHMENT 9: Frequently Asked Questions (FAQs) ATTACHMENT 10: Terms & Conditions ATTACHMENT 11: Addendum to Terms & Conditions ATTACHMENT 12: Offeror Representations and Certifications
 

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