R -- TECHNICAL AND ADMINISTRATIVE SUPPORT SERVICES

Notice Date

December 8, 2000

Contracting Office

National Institutes of Health, Office of Procurement Management, 6011 Executive Blvd., Rockville, Maryland 20892-7260

ZIP Code

20892-7260

Solicitation Number

263-01-P(BD)-0042

Response Due

December 29, 2000

Point of Contact

Marcia Goldman, Contract Specialist, 301-496-2302

Description

This is a modification to a sources sought published in the Commerce Business Daily November 22, 2000 issue. The National Institutes of Health is conducting a market survey to determine the availability and potential technical capability of small businesses to provide services to the Office of AIDS Research (OAR). The OAR intends to recompete a contract to provide services that support the programs of the office. The intended procurement will be classified under NAICS Code 56110 with a size standard of $5,000,000. The OAR is responsible for the scientific planning, budgetary, legislative, and policy elements of the NIH AIDS research program. OAR promotes collaborative research in both national and international settings and is responsible for the development of an annual comprehensive plan and budget for all NIH AIDS research. OAR supports' trans-NIH Coordinating Committees to advance these efforts in the following areas of program emphasis: Natural History and Epidemiology; Etiology and Pathogenesis; Therapeutics; Vaccines; Behavioral and Social Science; Racial and Ethnic Minorities; Training, Infrastructure, and Capacity Building; and Information Dissemination. Services that will be required through this procurement will include, but are not limited to: A) Writing, Editorial, Production, and Document Preparation Support for large documents, visual aids, meeting materials, exhibits, and other products, most often on a quick turnaround basis. Current and thorough knowledge of the science of AIDS, the NIH AIDS research program, and the activities of OAR are required. B) Technical Information Systems Support for electronic communications and dissemination of information using the Internet or other technology. The Offeror will have the capability to design and maintain web sites, information kiosks, and other electronic media. Collection and maintenance of information resources in an automated manner will be required, as will the development of an easy-to-use database system for tracking information on people and events. Software support and training capabilities are sometimes required. Successful demonstration of the capability to bring all the skills necessary to satellite broadcast an event from an international location to several sites must be presented. The Offeror shall also have the capability to produce videos from concept through all phases of production through distribution. C) Analysis Support for literature searches, analysis/synthesis of data, drafting issues papers on topics from science to policy, development of strategies for information dissemination, and program evaluation. D) National and International Meeting and Conference Support from planning, budgeting, identification of presenters and participants, agenda development, logistical arrangements, travel and expense reimbursement, contract negotiations, development and dissemination of briefing materials, onsite materials, and post meeting information, correspondence and tracking and production of documentation. Due to the levels of funding and staffing, the requirement to have relevant experience working with high profile individuals and subject matter, the requirements for quick response and error-free deliverables, special requirements have been established for potential offerors. Many of the activities and services for OAR are integrated so any teaming arrangements must demonstrate how the staffing will appear seamless to OAR. The special requirements include: 1)To assure rapid response to changing program needs and to assure adequate day-to-day management of multiple complex activities that must be conducted in close concert with activities of OAR staff, other NIH institutes or Federal agencies, and other contractors, the project staff of the successful Offeror (and subcontractors, if any) must be available to meet with OAR program staff in Bethesda, Maryland, with as little as 2 hours' advance notice. Such meetings on any given day will involve one or more members of the Offeror's team representing different areas of service. 2)The Offeror shall have sufficient staff so that the Project Officer can develop a long-term working relationship with the same individual or individuals over the life of the contract to maintain continuity in the delivery of services. The available staff must be extensive and flexible enough to staff up to 43 FTEs in one month and then cut back to 8 FTEs a few months later to accommodate fluctuations in work volume and type. There must be an adequate depth of staff to allow projects to be staffed and begin without delay. It is important that the Offeror have a plan for maintaining trained staff with experience working with the OAR that can be accessible when required, but not be billable to the project during periods of minimal activity. 3) The Offeror will assist, often under tight deadlines, with the development of issue papers, briefing books, research papers, summary reports, etc., regarding the mission of the OAR, programs underway, budget, and other substantive issues. Analytical and editorial staff must have a thorough knowledge of HIV/AIDS research issues and familiarity with resources for quickly compiling current data. The Offeror must have a plan for making individuals with this knowledge available upon very short notice. 4) OAR is a top-level, policy making office in which NIH staff work under considerable pressure to carry out the office's mission through its various programs and activities, as well as respond to high level requests for information regarding the AIDS research program at NIH. The Director is frequently called on to make presentations or give testimony to Congress regarding budget appropriations for AIDS research or to discuss progress being made in the NIH AIDS research program. These activities challenge OAR program staff to efficiently assemble appropriate data for presentations. Schedules that are set up are nonnegotiable, frequently with stringent deadlines. Offeror staff must be prepared to react competently to these quick turnaround requirements by compiling documentation into briefing books, summary reports, presentation materials, etc. The Offeror must be able to interact efficiently with OAR staff and quickly turn around materials that will not be able to be able to go back and forth by fax or electronic copy for review and revision cycles (e.g., enlargements, color, visual aids, final copies, etc.). The Offeror should have adequate facilities, with back up staff and equipment, to produce materials, often overnight, without delay. A Offeror location within close proximity of the NIH campus facilitates communication and work flow, maximizes Offeror and client resources, and conserves costs. 5) OAR serves as the lead agency representing NIH's AIDS research effort nationally and internationally so its documents and communications are distributed widely with target audiences including the Congress of the United States, the Department of Health and Human Services, other Executive Branch Departments, the medical and scientific research communities and the public. All materials and services delivered to OAR must be provided in a timely and accurate manner and all materials leaving OAR must be error-free and received by the proper audiences. Offeror staff will interact with individuals from the highest levels of the U.S. and foreign governments, community groups and advocates, scientists and medical professionals and HIV+ individuals regarding highly sensitive subject matter. Offerors must demonstrate experience working in a highly sensitive and confidential environment successfully. 6) The Offeror must have experience working throughout the United States and internationally. Offeror staff may be called upon to work with VIPs from the U.S. and other countries. The Offeror should demonstrate experience with high level arrangements including briefings on protocol and cultural issues, security, required documentation, etc. 7) The Offeror shall demonstrate knowledge and understanding of travel arrangements and requirements in and out of the United States according to the Federal Travel Regulations. 8) The Offeror will be required to make payments, upon approval of the Project Officer, to organizers of collaborative or supported events; to pay vendors for products and services required for conferences or other activities and to reimburse meeting participants for expenses and honoraria. Offerors must demonstrate the ability to make payments without delay and expend as much as $4 million over a 2 month period under standard reimbursement procedures from the Government. Firms responding to this market survey should respond to each of the 8 special requirements demonstrating not potential capability, but proven successful experiences. Responses should be concise with only the pertinent information requested. If subcontracting or teaming is anticipated in order to meet the requirements, the prime contractor must demonstrate the ability to deliver the technical capabilities and maintain adequate labor, management and financial control of the project. This market survey is being conducted through the CBD to reach the widest possible audience and to gather current market information. Responding firms should provide two(2) copies of the capability statement to the above-noted address by December 29, 2000.

Record

Loren Data Corp. 20001212/RSOL013.HTM (W-343 SN5084J8)