DHHS, Office of the Secretary, Division of Contract Operations, Room 443H, Humphrey Building, 200 Independence Avenue, S.W., Washington, D.C. 20201

R -- DEVELOPMENT OF GRANTS POLICY DIRECTIVES CONCEPT PAPERS SOL RFP-13-96-HHS-OS POC Contact: Cheryl Howe (202) 690-5552 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 is a request for proposal, RFP-13-96-HHS-OS. This solicitation document and its incorporated provisions are those in effect through Federal Acquisition Circular #37. This acquisition is 100% set aside for small businesses, SIC 8999, Size standard $3.5. The requirement is as follows: BACKGROUND: Transition from DHHS Grants Administration Manual (HHS GAM) to Grants Policy Directives (GPD) System. HHS has traditionally provided primary guidance concerning internal grants administration to the various HHS grants operations through the HHS GAM. The HHS GAM has been in effect since the mid 1970's. As a result of a Total Quality Management-based study, recommendations were proposed and approved for updating the policies contained in the HHS GAM with a new system for policy development, issuance and implementation. The GPD System is replacing the grants policy chapters contained in the DHHS GAM with more streamlined and updated grants administrative policies. As individual policy directives are issued, corresponding policy chapters in the HHS GAM are being rescinded. When all pertinent grants administrative policies have been addressed through issued directives, the DHHS GAM will be rescinded in its entirety. Development and Use of Concept Papers: Integral to the development of the GPD system is the input on proposed policy directives from grants and program staff involved in grants administration from across the Department prior to the actual development of the directives. This input is sought to help ensure that the directives will address concerns and issues in specific policy areas prior to the actual writeup of the directives. This input is obtained through the issuance of Concept Papers, which outline major policy areas and issues to be covered in an upcoming directive. These Concept Papers are broadly distributed throughout the Department and reviewers are provided 30 days in which to prepare and submit their comments to the Division of Grants Policy and Oversight (DGPO). Once responses to Concept Papers are received in DGPO, the proposed suggestions and comments are evaluated and incorporated into the directives as appropriate. The purpose of this acquisition is to develop the remaining concept papers to be issued to complete the first round of GPD issuances. It is projected that 9 Concept Papers are required to address initial round of grants policy issuances under the GPD System for the following topics: 1) Cost Sharing & Matching; 2) Program Income; 3) Property; 4) Revision of Budget & Program Plans; 5) Reports & Records; 6) Termination & Enforcement; 7) Audit Resolution; 8) Debt Collection & Closeout; and 9) Mandatory Grants. Both hard copies (3) and one (1) electronic diskette (3 & 1/2'') containing an initial draft and final draft of the requested Concept Papers will be required. (Note: electronic copies should be prepared in Microsoft WordPerfect Version 5.1 or Microsoft Word Version 6.0a.) A standardized Concept Paper format to be followed will be provided to contractor. Along with the submission of the initial draft Concept Papers, the contractor will supply 1 hardcopy backup of pertinent HHS GAM chapters (and other HHS policy documents) clearly marked to identify policy items recommended for inclusion, deletion or discussion in the respective Concept Paper drafts. All Concept Papers should be prepared and delivered in final draft form within a 12 week (10 actual working weeks plus estimated two week hiatus for government review of drafts) time frame beginning on the effective date of contract award. A draft copy of the first Concept Paper with backup material will be expected to be submitted to DGPO two weeks from the effective date of contract award. DGPO will review and return with comments one week later. The contractor shall finalize this initial draft Concept Paper and return to DGPO within five working days of receipt. The contractor is encouraged to submit the initial drafts of the remaining eight Concept Papers as soon as they are developed; however, all of the remaining initial drafts must be received in DGPO no later than the conclusion of the ninth week of contract performance. DGPO will then evaluate these initial drafts (estimated two weeks) and will return to the contractor with edits. The contractor will then have five working days in which to finalize the remaining Concept Papers and submit to DGPO. The provision at FAR 52.212-1, Instructions to Offerors-Commercial, applies to this acquisition. Submissions shall consist of a pricing proposal that lists a price for each of the nine concept papers by topic. Pricing shall include all costs estimated for time and materials spent reading and evaluating GAM, regulations, and other pertinent material for the Concept Papers, interviewing pertinent OGAM staff, and actual drafting of the Concept Papers (including initial and final draft); and a technical proposal consisting of a cover sheet on letterhead stationary listing the RFP being responded to, the offeror's name, location, and telephone/fax numbers, a statement indicating understanding of the requirements and the ability to comply with the timeframes as previously stated, a resume of proposed professional personnel, including any relevant past and/or current experience, education, or training, along with statements of availability, and samples of policy documents which the offeror has drafted and which have been issued. The price and technical proposals should address this requirement in sufficient detail that the following criteria can be used to evaluate submissions: Price - Weight 50%/ Technical - (1) Offeror should have working technical knowledge of Federal grants administrative policies as addressed in OMB grants administrative circulars. Further, the offeror should have working technical knowledge of the Health and Human Services Grants Administration Manual, pertinent Code of Federal Regulations, (especially Title 45 CFR Parts 74 and 92), and GPDs issued to date. In addition, offeror should have familiarity with current trends in grants administrative management, as well as proposed and recently passed statutory requirements impacting grants administrative management. (Weight: 25%), 2) Offeror should have technical skill in drafting policy issuances. Skills should encompass correct grammatical construction and usage; ability to accurately summarize documents and individual comments on policies; and ability to clearly annotate existing policy documents. (Weight: 25%). Offerors must include a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications- Commercial Items, with their offer. The clause at FAR 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition. Any clauses or provisions referenced in this notice can be accessed through the Internet address that follows: http://www.gsa.gov/far/90-37/html/52_000.html/. Offers are due 15 days from the publishing date of this notice, by 4:00 PM EST, at the following location: Department of Health and Human Services, OS/Division of Contract Operations, Room 443H, Humphrey Building, 200 Independence Avenue, SW, Washington, D.C. 20201, ATTN: Cheryl Howe. The contact point shall be Cheryl Howe, 202- 690-5552. Amendments to this solicitation, if any, shall also be published as a Commerce Business Daily synopsis. (0092)

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