MODIFICATION
R -- Travel Management Consulting Services
- Notice Date
- 2/9/2017
- Notice Type
- Modification/Amendment
- NAICS
- 541611
— Administrative Management and General Management Consulting Services
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, National Institute on Drug Abuse, 6001 Executive Boulevard, Room 3155, MSC 9593, Bethesda, Maryland, 20892, United States
- ZIP Code
- 20892
- Solicitation Number
- HHS-NIH-NIDA-SSSA-CSS-17-154
- Archive Date
- 3/4/2017
- Point of Contact
- Jermaine Duncan, Phone: 3018277515
- E-Mail Address
-
jermaine.duncan@nih.gov
(jermaine.duncan@nih.gov)
- Small Business Set-Aside
- N/A
- Description
- Travel Management Consulting Services for the NINDS Competitive Combined Synopsis/Solicitation HHS-NIH-NIDA-SSSA-CSS-17-154 INTRODUCTION This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This acquisition is being conducted in accordance with the procedures of FAR Part 13--Simplified Acquisition Procedures and FAR Part 12--Acquisition of Commercial Items. The solicitation number is HHS-NIH-NIDA-SSSA-CSS-17-154 and the solicitation is issued as a request for quotation (RFQ). NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) CODE The intended procurement is classified under NAICS code 541611 with a Size Standard of $15 Million. SET-ASIDE STATUS This acquisition is 100% set aside for small businesses. ACQUISITION AUTHORITY This acquisition is for a commercial item or service and is conducted under the authority of the Federal Acquisition Regulation (FAR) Part 13-Simplified Acquisition Procedures and FAR Part 12-Acquisition of Commercial Items, and IS NOT expected to exceed the simplified acquisition threshold. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-95, dated January 19, 2017. The resultant contract will include all applicable provisions and clauses in effect through this date. DESCRIPTION OF REQUIREMENT Background The National Institute of Neurological Disorders and Stroke (NINDS) is a part of the National Institutes of Health (NIH), conducting research into the causes, treatment, and prevention of neurological disorders and stroke. The NINDS mission is to seek fundamental knowledge about the brain and nervous system and to use that knowledge to reduce the burden of neurological disease. Investigators in the NINDS intramural program conduct research in the basic, translational, and clinical neurosciences. Travel is intrinsic to good science as it allows researchers to enhance their professional development, to stay abreast of the latest developments in one's field, to disseminate one's own findings, and to exchange ideas in person with collaborators. In fact, it is an expectation that NIH fellows attend meetings and conferences as a part of their training program; and that senior scientists collaborate across the world to collaborate with world renowned scientists and organizations that are in related fields of research. One of the biggest challenges faced by NINDS travelers, office managers and administrators is the myriad of ever changing rules and regulations that need to be followed to stay compliant; and the complexity of the Concur Government Edition (CGE) travel system. It is mission critical to ensure compliance. As a result, there is a substantial need for a consultant that has the expertise to both train on these complex regulations and systems, and provides random audits on travel authorizations and vouchers. Purpose The purpose of this acquisition is to provide the National Institute of Neurological Disorders and Stroke (NINDS) administrative management and support staff with travel administration consulting services and training regarding complex travel regulations, policies and procedures; the CGE system, and to perform random audits on travel authorizations and vouchers. Project Requirements The Contractor shall provide the following travel management consulting services: The Contractor shall provide the following services: • Serve as a technical expert to NIH/NINDS staff on the Concur Government Edition (CGE) system. • Serve as a technical expert in the area of Federal Travel Regulation (FTR) requirements and NIH travel policies and procedures. • Perform audits on CGE travel authorizations and vouchers for compliance with FTR and HHS travel policies and procedures. Audits will be performed on domestic, foreign, sponsored and foreign sponsored authorizations and vouchers. • Prepare training materials and presentations to NIH/NINDS staff for on-site in a classroom environment related to the CGE system, the FTR, NIH policy and procedures for domestic, foreign and sponsored travel. Classroom training will be required bi-annually. • Provide random audit reports to the NINDS DIR Section Chief as requested. Reports shall be completed in a template provided by the Government. The Program Office and Contractor may discuss updates to the template during the award period of performance. Reports shall be submitted monthly to the NIH by email as an Excel file within 15 business days from the last day of the month. Level of Effort: The level of effort is estimated at one (1) contractor for a maximum of 240 labor hours during the period of performance of this contract. A minimum of 100 labor hours are required. Additional labor hours may be purchased at Government discretion as options for increased quantity in increments of 40 hours. Key Personnel: The Contractor working under this award shall be considered key personnel. Key Personnel requirements are as follows: • The Contractor must have a minimum of ten (10) years' working experience with the FTR and HHS travel policies and procedures, specifically in administering domestic, sponsored and international travel for federally funded programs • The Contractor must have a minimum of five (5) years' working experience providing group and individual training on federal travel-related best practices. • The Contractor must have a minimum of five (5) years' working experience auditing federal domestic, foreign and sponsored travel authorizations and vouchers. • The Contractor must have a minimum of 1 year working experience with the CGE system. The proposed Key Personnel will become subject to the provisions of Health and Human Services Acquisition Regulation (HHSAR) Clause HHSAR 352.242-70 KEY PERSONNEL, HHSAR 352.242-70 (January 2006) The Key Personnel specified in this contract are considered to be essential to work performance. At least 30 days prior to diverting any of the specified individuals to other programs or contracts (or as soon as possible, if an individual must be replaced, for example, as a result of leaving the employ of the Contractor), the Contractor shall notify the Contracting Officer and shall submit comprehensive justification for the diversion or replacement request (including proposed substitutions for key personnel) to permit evaluation by the Government of the impact on performance under this contract. The Contractor shall not divert or otherwise replace any Key Personnel without the written consent of the Contracting Officer. The proposed Key Personnel will become subject to the provisions of Health and Human Services Acquisition Regulation (HHSAR) Clause HHSAR 352.237-75 Key Personnel as follows: The key personnel specified in this contract are considered to be essential to work performance. At least 30 days prior to the contractor voluntarily diverting any of the specified individuals to other programs or contracts the Contractor shall notify the Contracting Officer and shall submit a justification for the diversion or replacement and a request to replace the individual. The request must identify the proposed replacement and provide an explanation of how the replacement's skills, experience, and credentials meet or exceed the requirements of the contract (including, when applicable, Human Subjects Testing requirements). If the employee of the contractor is terminated for cause or separates from the contractor voluntarily with less than thirty days' notice, the Contractor shall provide the maximum notice practicable under the circumstances. The Contractor shall not divert, replace, or announce any such change to key personnel without the written consent of the Contracting Officer. The contract will be modified to add or delete key personnel as necessary to reflect the agreement of the parties. The following individual(s) is/are considered to be essential to the work being performed here under: Name Title To be determined in the contract award Federal Travel Administration Consultant Security Requirements The Contractor must obtain approved access to the NIH campus. The Contractor will utilize Government e-mail and computer systems. Data shall not be accessed, downloaded to or stored on portable or outside systems. The Contractor will undergo a background check by the NIH Division of Personnel Security and Access (DPSAC) and upon successful completion be issued a Health and Human Services (HHS) Identification Badge. It is required that all contractors involved with the NINDS community work collaboratively with federal staff and other contractors towards the NINDS mission and other affected organizations and follow the direction of the Contracting Officer's Representative (COR), and/or the designated Federal Project Manager(s)/Lead(s). This collaboration includes day-to-day activities, support, development, knowledge transfer and creating and sharing documentation when required. Delivery or Deliverables Deliverables Performance Standard Acceptable Quality Level Method Used/Frequency • Serve as a technical expert to NIH/NINDS staff on the Concur Government Edition (CGE) system. In accordance with statement of work 98% Daily • Serve as a technical expert in the area of Federal Travel Regulation (FTR) requirements and NIH travel policies and procedures. In accordance with statement of work: As needed 95% Daily • Perform audits on CGE travel authorizations and vouchers for compliance with FTR and HHS travel policies and procedures. Audits will be performed on domestic, foreign, sponsored and foreign sponsored authorizations and vouchers. In accordance with statement of work: Daily 98% Monthly • Prepare training materials and presentations to NIH/NINDS staff for on-site in a classroom environment related to the CGE system, the FTR, NIH policy and procedures for domestic, foreign and sponsored travel. In accordance with statement of work 98% Bi-annually for classroom training. Reporting Requirements Reports shall be completed in a template provided by the Government (see Attachment A). The Program Office and Contractor may discuss updates to the template during the award period of performance. Reports shall be submitted monthly to the NIH by email as an Excel file within 15 business days from the last day of the month. Contractor shall submit training materials for review upon contract award. Contractor shall ensure all training material remains updated throughout the period of performance of this contract as regulations and internal policies change. Contractor shall provide any training material updates to the project officer of this contract at any time there is a change, with the changes highlighted in such a way that they are easily detectable. Government Furnished Information/Property The Government shall provide the contractor with facilities, equipment, and information necessary to perform the required tasks as well as mandatory annual on-line training per NIH requirements for badge and remote access privileges. The Contractor shall secure and protect all Contractor-owned property and equipment brought into Government facilities during performance of work under this contract. The Government shall not be held liable for loss of or damage to Contractor-owned property or equipment brought into Government facilities. The Contractor shall remove any Contractor-owned property deemed inappropriate by the Government, for any reason, from the Government facility in which it is found. The Contractor must ensure that any computer system used in the course of this contract shall include the following features: 1. Any computer used in relation to this contract must be patched with most updated IT Security Patches. 2. Any Contractor computer used in relation this contract must have virus protection loaded and running with definition files that are updated on at least a daily basis. 3. Hard drives and portable media used for this contract must be encrypted using the FIPS 140-2 standard. 4. Contractors are required to take NIH Security and Privacy Training annually http://irtsectraining.nih.gov/ 5. Contractor are required to sign the NIH non-disclosure agreement http://irtsectraining.nih.gov/NIH_Non-Disclosure_Agreement.pdf 6. Contractors are required to report any lost or stolen NIH data to the NINDS ISSO within one hour of knowing of the lost or theft even if the data is on a Contractor furnished computer. 7. Contractors are required to adhere to the NIH IT rules of behavior which can be found at https://ocio.nih.gov/InfoSecurity/training/Pages/nihitrob.aspx 8. Any computers used in reference to this contract must be assessed for vulnerabilities. 9. Any computers used in reference to this contract must be backed up on an external hard drive which is password protected. 10. Any computers used in reference to this contract must have auditing enabled such that if an incident occurred then that event could be reconstructed. 11. Any computers that are used in reference to this contract must employ at a minimum user name and password authentication or if possible two factor authentication. 12. Any computer used in relation to this contract must be password protected. All Password must meet the NIH standard such that users must choose passwords that have at least eight characters and at least three of the following types of characters: a. capital letters b. lower case letters c. numeric characters d. special characters (!@#$%^&*()_+|~-=\`{}[]:";'<>?,./) Data Rights: The NINDS shall have unlimited rights to and ownership of all deliverables provided under this procurement including reports, analyses, recommendations, briefings, work plans, created SOPs and all other deliverables. In addition, it includes any additional deliverables required by contract change. The definition of "unlimited rights" is contained in Federal Acquisition Regulation (FAR) 27.401, "Definitions." FAR clause 52.227-14, "Rights in Data-General," is hereby incorporated by reference and shall be made a part of any resulting contract/order. Non-Personal Service Statement: The contract employee performing services will be controlled, directed and supervised at all times by management personnel of the contractor. Actions of contractor employees may not be interpreted or implemented in any manner that results in any contractor employee creating or modifying Federal policy, obligating the appropriated funds of the U.S. Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the Federal Acquisition Regulations (FAR). Period of Performance The period of performance for this requirement shall be as follows: Base: March 1, 2017 through February 28, 2018 Option 1: March 1, 2018 through February 28, 2019 Option 2: March 1, 2019 through February 29, 2020 Option 3: March 1, 2020 through February 28, 2021 Option 4: March 1, 2021 through February 28, 2022 Place of Performance The place of performance shall be both at the Contractor's worksite and the Government's NIH location. Performance from the contractor site shall be via remote access to the NIH network to perform periodic on-line CGE audits. Training presentations and meetings shall be provided by the Contractor to the Government on the Government's site at NIH Bethesda Main Campus, NINDS/DIR, in conference space reserved by NINDS for the training. Contract Type The Government intends to issue a firm fixed price order for this requirement. Invoicing shall be on a NET30 basis and payment shall be made via Electronic Funds Transfer (EFT). RESPONSE FORMAT Responses to this solicitation must include clear and convincing evidence of the offeror's capability of fulfilling the requirement as it relates to the technical evaluation criteria. The offeror must submit 1) a technical response and 2) a separate price quotation. The technical response should be prepared in reference to the evaluation criteria identified in this solicitation and may be up to thirty (30) single-sided pages. The price quotation must include an hourly rate as well as extended pricing for the full level of effort. Contractors must provide their Company Name, Dun & Bradstreet Number (DUNS), Taxpayer Identification Number (TIN), Business Size, Physical Address, and Point of Contact Information in their responses. All offerors must have an active registration in the System for Award Management (SAM) www.sam.gov." EVALUATION CRITERIA The Government will award a purchase order resulting from this requirement on the basis of best value, technical factors and price considered. Technical factors together shall be considered more important than price. The technical evaluation factors are as follows: 1. Factor 1: Technical Capability - The Contractor's proposal shall address each area of the statement of work requirements in sufficient detail to demonstrate a clear understanding of the statement of work and compliance with requirements. The Contractor shall provide evidence of their capabilities in relation to processing and auditing travel requests and vouchers in the CGE system and knowledge of the FTR. The Contractor shall address, in their proposal, their plan to provide classroom training to NIH/NINDS staff as well as their approach to random auditing in accordance with the statement of work requirements. 2. Factor 2: Key Personnel Qualifications - Contractor's proposal shall be evaluated for level of conformance to the key personnel qualifications identified in this statement of work. Contractor's proposal must contain a resume/CV. 3. Factor 3: Past Performance The Contractor shall provide a list of two (2) past performance references with knowledge of the contractor's relevant skills and experience related to the requirements outlined in this Statement of Work. References shall include the following information: a. Name of Organization b. Description of Contractor's Responsibilities c. Contract Period of Performance d. Contact Name and Title Past Performance shall be evaluated for relevance to the current requirement. Technical proposals will be evaluated using a summary adjectival rating in accordance with the following scale: Excellent The proposal has exceptional merit and reflects an excellent approach which will clearly result in the superior attainment of all requirements and objectives. This clearly achievable approach includes several advantageous characteristics of substance, and very few disadvantages, which can be expected to result in outstanding performance. The risk of unsuccessful performance is very low as the proposal provides solutions which are unquestionably feasible and practical. These solutions are further considered very low risk in that they are exceptionally clear and precise, fully supported, and demonstrate a clear understanding of the requirements. Risk Level: Very Low Good The proposal demonstrates a sound approach which is expected to meet all requirements and objectives. This sound approach includes advantageous characteristics of substance, and few relatively minor disadvantages, which collectively can be expected to result in satisfactory performance. The risk of unsuccessful performance is low as the proposal contains solutions which are considered feasible and practical. These solutions are further considered to reflect low risk in that they are clear and precise, supported, and demonstrate an understanding of the requirements. Risk Level: Low Acceptable The proposal demonstrates an approach which is capable of meeting all requirements and objectives. The approach includes both advantageous and disadvantageous characteristics of substance, where the advantages are not outweighed by the disadvantages. Collectively, the advantages and disadvantages are likely to result in acceptable performance. The risk of unsuccessful performance is moderate, as the proposal solutions are generally feasible and practical. These solutions may also be considered to reflect moderate risk in that they may be somewhat clear and precise, partially supported, and/or demonstrate a general understanding of the requirements. Risk Level: Neutral Marginal The proposal demonstrates an approach which may not be capable of meeting all requirements and objectives. The approach has disadvantages of substance and advantages, which if they exist, are outweighed by the disadvantages. Collectively, the advantages and disadvantages present a low or questionable likelihood of resulting in satisfactory performance. The risk of unsuccessful performance is high as the proposal contains solutions which may not be feasible and practical. These solutions may also be considered to reflect high risk in that they lack clarity and precision, are generally unsupported, and/or do not demonstrate a complete understanding of the requirements. Risk Level: High Unacceptable The proposal demonstrates an approach which, based on a very high risk, will very likely not be capable of meeting all requirements and objectives. This approach has several disadvantages of substance, and advantages which, if they exist, are outweighed by disadvantages. Collectively, the advantages and disadvantages are unlikely to result in satisfactory performance. The risk of unsuccessful performance is very high as the proposal contains solutions which are not feasible and practical. The solutions may also be considered to reflect very high risk in that they lack any clarity or precision. Risk Level: Very High APPLICABLE CLAUSES AND PROVISIONS The following FAR clauses and provisions shall apply to this solicitation: 1. All Offerors MUST be actively registered in the System for Award Management (SAM) www.sam.gov. 2. FAR 52.212-4 Contract Terms and Conditions - Commercial Items (Jan 2017) 3. FAR 52.212-5 Contract Terms and Conditions Required to Implement Statues and Executive Orders (Jan 2017) 4. FAR 52.217-6 Option for Increased Quantity 5. HHSAR Clause 352.224-70, Confidentiality of Information 6. HHSAR Clause 352.239-71, Standards for Encryption Language 7. HHSAR Clause 352.239-72, Security Requirements for Federal IT Resources 8. The Defense Priorities and Allocations System (DPAS) are not applicable to this requirement. Contracting Officer's Representative A Contracting Officer's Representative (COR) shall be assigned to the awarded contract. The COR is responsible for: (1) monitoring the Contractor's technical progress, including the surveillance and assessment of performance and recommending to the Contracting Officer changes in requirements; (2) interpreting the statement of work and any other technical performance requirements; (3) performing technical evaluation as required; (4) performing technical inspections and acceptances required by this contract; and (5) assisting in the resolution of technical problems encountered during performance. The Contracting Officer is the only person with authority to act as agent of the Government under this contract. Only the Contracting Officer has authority to: (1) direct or negotiate any changes in the statement of work; (2) modify or extend the period of performance; (3) change the delivery schedule; (4) authorize reimbursement to the Contractor for any costs incurred during the performance of this contract; (5) otherwise change any terms and conditions of this contract; or (6) sign written licensing agreements. Any signed agreement shall be incorporated by reference in Section K of the contract The Government may unilaterally change the COR designation for this contract. CLOSING INFORMATION Responses to this solicitation must include sufficient information to establish the interested parties' bona-fide capabilities of providing the product or service. The price quote shall include: unit price, list price, shipping and handling costs, delivery days after contract award, delivery terms, prompt payment discount terms, F.O.B. Point (Destination or Origin), product or catalog number(s); product description; and any other information or factors that may be considered in the award decision. All responses must be received by the closing date of this announcement and must reference solicitation number HHS-NIH-NIDA-SSSA-CSS-17-154. Responses shall be submitted electronically via email to Jermaine Duncan, Contract Specialist, at jermaine.duncan@nih.gov
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