SOURCES SOUGHT
R -- Fiscal Agent Services
- Notice Date
- 7/24/2018
- Notice Type
- Sources Sought
- NAICS
- 921130
— Public Finance Activities
- 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
- NIHLM201800085MM
- Archive Date
- 8/18/2018
- Point of Contact
- Maryann Meza, Phone: 3014517329
- E-Mail Address
-
maryann.meza@nih.gov
(maryann.meza@nih.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- This is a Small Business Sources Sought notice. The NAICS code for this Small Business Sources Sought notice is: 921130-Public Finance Activities. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding: (1) the availability and capability of qualified small business sources; (2) whether they are small businesses; HUBZone small businesses; service-disabled, veteran-owned small businesses; 8(a) small businesses; veteran-owned small businesses; woman-owned small businesses; or small disadvantaged businesses; and (3) their size classification relative to the North American Industry Classification System (NAICS) code for the proposed acquisition. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. An organization that is not considered a small business under the applicable NAICS code should not submit a response to this notice. All responsible sources may submit a capability statement which will be considered by the National Library of Medicine. This Sources Sought Notice is not a Request for Quotations (RFQ), nor is an RFQ available. Interested firms responding to this Sources Sought Notice must provide a capability statement that displays the following: (a) Microsoft Word or PDF file in 12 point font; (b) DUNS number, organization name, address, point of contact, and size and type of business (e.g., 8(a), HUBZone, etc) pursuant to the applicable NAICS code); (c) Technical and administrative points of contact, including names, titles, addresses, telephone and fax numbers, and e-mail addresses; (d) Staff expertise, including their availability, experience, and formal and other training; (e) Current in-house capability and capacity to perform the work; (f) Prior completed projects of similar nature; (g) Corporate experience and management capability; and (h) Examples of prior completed Government contracts, references, and other related information. The capability statement should contain enough sufficient detail for the Government to make an informed decision regarding your capabilities; however, the statement should not exceed 6 pages (excluding attachments.) This sources sought notice requires capability statements to be submitted via eCPS.: 1) Electronic copy via the NLM electronic Contract Proposal Submission (eCPS) website at https://ecps.nih.gov/. For directions on using eCPS, go to https://ecps.nih.gov/home/howto NOTE: To submit your electronic capability statement using eCPS, all offerors must have a valid NIH External Directory Account, which provides authentication and serves as a vehicle for secure transmission of documents and communication with the NLM. The NIH External Directory Account registration process may take up to 24 hours to become active. Submission of proposals by facsimile or e-mail is not accepted. All capability statements must be submitted electronically no later than 10:00am Eastern time on August 3rd, 2018 via the method indicated above. Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation. Confidentiality: No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s). -------------------------------------------- DRAFT Statement of Work I. General Information A. Scope of Work Over a five-year period, the contractor shall provide fiscal agent services that the National Library of Medicine (NLM) requires to properly support financial aspects of its interlibrary loan (ILL) services. The intent is to obtain a contract that provides fiscal agent services, as well as customer service related to the collection of fees for the service. The selected contractor shall have subject matter expertise and provide all services necessary to meet the requirements of this contract as defined in the Statement of Work. B. Background Information The mission of the National Library of Medicine (NLM) is to collect, preserve and disseminate biomedical information. In support of this mission, NLM has assembled one of the largest collections of biomedical literature in the world. NLM makes its collections available onsite as well as to the global library community by offering ILL services. NLM lends its materials to a variety of academic, public, health science, and government libraries and organizations throughout the United States and internationally. The majority of requests are for scanned copies of journal articles, book chapters, conference papers, and other brief publications, however NLM also lends print copies of monographs, audiovisuals, and microforms to borrowing institutions located within the United States. NLM charges a fee for this service, which in 2018 was set at $12.00. Funds collected are then routed to the U.S. Treasury. C. Place of Performance Activities described in this statement of work shall be performed at the vendor's offices D. Services to be Provided The services contemplated under this contract include invoicing, accounting, and customer service functions related to NLM's ILL services, as well as receipt and collection of funds and transfer of said funds to the United States Treasury via electronic means. The vendor is responsible for: • Maintaining the database of active ILL customer and contacts based on information regularly provided by NLM • Electronically distributing monthly invoices for ILL services to be processed and distributed to patrons no later than five business days after receipt of data files from NLM • Monthly reporting to include invoice aging reports and other ad-hoc reports as requested by NLM • Responding within four days to all ILL customer inquiries about missing invoices and requests for duplicate or replacement invoices. A toll-free telephone number, email address and fax number shall be established by the vendor for customer service inquiries. • Notifying NLM of any special requests from customers including billing and delivery address changes. • Collection of ILL fees • Transfer of funds to the United States Treasury The contractor shall perform the work set forth below and shall be responsible for the professional quality, technical accuracy, and coordination of all facets of such work. Independently, and not as an agent of the Government, the contractor shall furnish all necessary labor and services and perform the work set forth in the tasks outlined in this Statement of Work. II. Specific Activities Fiscal Agent Services The contractor shall provide services to support the activities of this contract and ensure uninterrupted service for NLM and to institutions using this service. These activities include: • Maintaining the database of active ILL customer and contacts based on information regularly provided by NLM • Electronically distributing monthly invoices for ILL services to be processed and distributed to patrons no later than five business days after receipt of data files from NLM • Monthly reporting to include invoice aging report and other ad-hoc reports as requested by NLM • Responding within four days to all ILL customer inquiries about missing invoices and requests for duplicate or replacement invoices. A toll-free telephone number, email address and fax number shall be established by the vendor for customer service inquiries. • Notifying NLM of any special requests from customers including billing and delivery address changes. • Collection of ILL fees • Transfer of funds to the United States Treasury III. Vendor Requirements The contractor shall possess experience in the performance of this contract. The government expects that the vendor shall have sufficient experience in the provision of fiscal agent services to perform this type of work IV. Government Responsibilities The COR shall monitor all work under this contract. For the first three months of the contract, the COR will meet weekly with the Project Manager to discuss any problems, concerns, or needs related to policies and procedures, quality assurance, and performance. After an initial trial period, meetings will be held monthly V. Transition Period A transition period is needed in the event the predecessor Contractor for the Fiscal Services Contract is not selected for award of the successor contract. The transition period is anticipated to require approximately 2 weeks and shall be coordinated between the Contracting Officer, COR, and Contractor. At the end of this contract, it is anticipated that this requirement shall be recompeted. In the event the incumbent Contractor is not successful in receiving the award of the successor contract, the Contractor shall work with the successor Contractor in order to transition support responsibilities. The Contractor staff must possess the capability to transfer to the successor Contractor knowledge gained for undocumented routines and workflows. The transition activities shall include necessary steps to transfer information and provide training to the successor Contractor staff while ensuring completion of the requirements during this approximate two-week transition period. Information to be transferred and training to be provided includes, but is not limited to, attending briefings, walkthroughs, planning meetings, hands-on training, etc. Specifically, the incumbent contractor shall • Continue to support the entire workflow and tasks as specified in the Statement of Work. • Provide training to the successor contractor's key personnel and staff on all activities related to the Statement of Work. • Provide any training documentation to the successor contractor in print and electronic form. • Ensure that statistical reports and reporting methodologies are available to NLM staff.
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