NINDS architectural and engineering administrative and managerial support
Department of Health and Human Services, National Institutes of Health | Published February 23, 2016 - Deadline May 16, 2016
This is a solicitation for commercial services prepared in accordance with the format in Subpart 12.2, as supplemented with additional information included in this notice. This announcement constitutes the only written solicitation; proposals are being requested and a separate solicitation will not be issued. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-87 effective April 6, 2016. This acquisition will be processed under FAR Part 12, Simplified Acquisition Procedures (SAP), Acquisition of Commercial Items, and is set aside 100% for small businesses. The Solicitation Number for this acquisition is HHS-NIH-NIDA-SSSA-RFP-16-47 and is being issued as a Request for Proposal (RFP). The North American Industry Classification System (NAICS) Code for this procurement is 541611 and the Small Business Size Standard is $15.0 million dollars.
The National Institute of Neurological Disorders and Stroke (NINDS) DIR seeks an independent contractor to provide day-to-day, on-site liaison services of an architectural and engineering nature to satisfy the overall operational objectives of the National Institute of Neurological Disorders and Stroke. It is anticipated that the number of spaces requiring Architectural and Engineering support and therefore requiring attention from the liaison will increase during the duration of this agreement.
STATEMENT OF OBJECTIVES
The objective is to acquire a liaison to provide architectural and engineering administrative and managerial support services to facilitate renovation projects for NINDS.
STATEMENT OF WORK
The individual shall work as a liaison between NINDS leadership, operations staff, Principal Investigators (PIs), construction personnel, the scientific community and other relevant stakeholders to serve as an intermediary between the aforementioned parties as they analyze project requirements, discuss plans, formulate alternate solutions and implement the finalized plan to provide services and deliverables through to successful project completion. The liaison shall:
1. Serve as a liaison between the Scientific Director, EO offices, NINDS investigators, and NIH facility management regarding multi-function collaboration to accomplish Investigative Spaces from concept to fruition for approximately 15-20 projects simultaneously.2. Collaborate and coordinate among leadership, construction, scientific and budget/finance communities to ensure efficient use of funding and to adhere to schedule for new and renovation projects, to inform SD and EO or equivalent offices of possible deviations from schedule and budget, and to collaborate with staff to find solutions that may arise thereby keeping projects on schedule and within budget. 3. Possess experience assisting in successfully relocating individuals and groups of 1 - 500 people and their technical environments, labs, utilities, furniture, etc. 4. Possess an understanding of planning swing spaces. 5. Possess an Occupational Safety Health Administration (OSHA) Certificate
Resumes are required for all personnel proposed. The contractor shall propose at least one key person that meets all the requirements of this Statement of Work. Please list Key Personnel below in order of importance, their duty location, primary phone number, alternate phone number, email and an alternate Lead POC and their data in case of emergencies.
1. Name and Title, Lead POC:Duty address:Primary phone:Alt. Phone:Email:Alternate Lead POC:
2. Name and Title, Alternate Lead POC:Duty address:Primary phone:Alt. Phone:Email:Alternate Lead POC:
3. Name and Title Duty address: On-Site Primary phone: Alt. Phone: Email:
Sole proprietors should find a suitable replacement in case the lead POC is unable to continue services. Teaming agreements or other agreements with the replacement should be included with the proposal. The replacement's credentials should meet the requirements detailed in this Statement of Work.
OFFERORS SHOULD ASSURE THAT ALL PERSONNEL PROPOSED SHALL NOT BE COMMITTED ON FEDERAL GRANTS AND CONTRACTS FOR MORE THAN A TOTAL OF 100% OF THEIR TIME. IF THE SITUATION ARISES WHERE IT IS DETERMINED THAT A PROPOSED KEY PERSONNEL IS COMMITTED FOR MORE THAN 100% OF HIS OR HER TIME, THE GOVERNMENT WILL REQUIRE ACTION ON THE PART OF THE OFFEROR TO CORRECT THE TIME COMMITMENT.
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 Government may modify the contract to add or delete key personnel at the request of the Contractor or Government.
Additional NIH mandated training, such as JCAHO training, will be necessary and if not already completed must be after award. If the individual has completed the NIH JCAHO training the name, date of attendance, and any other evidence of training completion should be provided.
All reports required herein shall be submitted in electronic format.
All paper/hardcopy documents/reports submitted under this contract shall be printed or copied, double-sided, on at least 30 percent post consumer fiber paper, whenever practicable, in accordance with FAR 4.302(b).
Technical Progress Reports 1. In addition to the required reports set forth elsewhere in this Schedule, the preparation and submission of regularly recurring Technical Progress Reports will be required in any contract resulting from this solicitation. These reports will require descriptive information about the activities undertaken during the reporting period and will require information about planned activities for future reporting periods. The frequency and specific content of these reports will be determined prior to contract award.
[ ] Monthly[ ] Quarterly[ ] Semi-Annually[X] Annually[ ] Annually (with a requirement for a Draft Annual Report)[X] Final - Upon final completion of the contract[ ] Final - Upon final completion of the contract (with a requirement for a Draft Final Report)
2. Summary of Salient Results The Contractor will be required to prepare and submit, with the final report, a summary (not to exceed 200 words) of salient results achieved during the performance of the contract. This report will be required on or before the expiration date of the contract.
Other Reports/Deliverables Monthly (unless otherwise stated), the contractor shall provide documentation evidence of any and/or all work products, including, but not limited to, the following tasks:
• Weekly meetings with Assistant Director for Science Administration, NINDS to provide status updates on all ongoing projects, plans, collaborations, renovations, proposed equipment purchases, space allocations, movement of NINDS staff, etc.• Bi-weekly meeting with the Scientific Director, NINDS to provide updates on the areas as listed in the first deliverable.• Basic deliverables as are typical in an office environment (including but not limited to work products, spreadsheets, database logs, and other documents related to plans, projects, evaluations, meeting presentations)• Computer generated work, including spreadsheet and database logs, to ensure all areas of construction, renovation, movement of staff and equipment, and other duties are processed in a timely manner. • Records maintained on budget for renovations to ensure funding availability. As requested, provide raw data to support status of dashboard funding reports. The raw data will be the property of NINDS.• Other reports as called out in this document or as required during the course of performance including but not limited to emergency status reports which will be delivered on an as-needed or immediate basis.• Semiannual performance reports.
PLACE OF PERFORMANCE
National Institute of Neurological Disorders and StrokeDivision of Intramural Research Programs9000 Rockville Pike35 Convent DriveBuilding 35, Room GF352Bethesda, MD 20892
This work may also be performed via Telework when the Government closes offices as announced by the Office of Personnel Management (OPM). PERIOD OF PERFORMANCE
Base Year: July 1, 2016 - June 30, 2017Option Year 1: July 1, 2017 - June 30, 2018Option Year 2: July 1, 2018 - June 30, 2019Option Year 3: July 1, 2019 - June 30, 2020Option Year 4: July 1, 2020 - June 30, 2021
Work will be performed 40 hours per week during normal business hours 8:00 am until 5:00 pm, Monday-Friday, excluding ten (10) Federal holidays. However, there might be instances in which more than 40 hours a week are required and/or work outside of normal business hours may need to be performed.
LEVEL OF EFFORT
The Government's requirement for the work set forth in the Statement of Work of this solicitation is 1,920 direct labor hours. It is estimated that the labor hours are constituted as specified below and will be expended approximately as follows:Labor HoursYear 1 Year 2 Year 3 Year 4 Year 51,920 1,920 1,920 1,920 1,920
PAGE AND FORMATTING LIMITATIONS
The Technical Proposal shall not exceed 50 single-sided pages or 25 double-sided pages. This page limitation does not include the cover sheet, abstract, table of contents, personnel, facilities, equipment and resources, other considerations, schedule, other support, and cost information. Appendices shall not exceed a total of 30 single-sided pages or 15 double-sided pages. Pages in excess of the limitation will be deleted and will be neither read nor evaluated. Each page of the technical proposal must be numbered sequentially. Offerors are encouraged to limit the overall size of the technical proposal, inclusive of appendices, attachments, etc.
Type density and size must be 10 to 12 points. If constant spacing is used, 15 cpi (characters per inch) or fewer shall be used, whereas proportional spacing should provide an average of no more than 15 cpi. There must be no more than six lines of text within a vertical inch. Margins must be no less than ½ inch around, exclusive of headers and footers.
The proposal must be signed by an official authorized to bind your organization and must stipulate that it is predicated upon all the terms and conditions of this RFP. One original and three (3) copies of your proposal shall be submitted to:
National Institutes of HealthNational Institute on Drug AbuseStation Support Simplified Acquisition BranchAndriani Buck, Contract Specialist31 Center Drive, Suite 1B59Bethesda, MD 20892-7511.
Proposals will be typewritten, paginated, reproduced on letter size paper, printed/copied double-sided, on at least 30 percent post consumer fiber paper, as required by FAR 4.302(b), and will be legible in all required copies. To expedite the proposal evaluation, all documents required for responding to the RFQ should be placed in the following order:
I. COVER PAGEInclude RFP title, number, name of organization, DUNS No., identification of the proposal part, and indicate whether the proposal is an original or a copy. The solicitation number HHS-NIH-NIDA-SSSA-RFP-16-47 must be referenced on the cover page.
II. TECHNICAL PROPOSALIt is recommended that the technical proposal consist of a cover page, a table of contents, and the information requested in the Technical Proposal Instructions and as specified in SECTION J, List of Attachments.
Offers will be valid for 120 days unless a different period is specified by the offeror.
MANDATORY EVALUATION FACTORS
MANDATORY QUALIFICATION CRITERIA Listed below are mandatory qualification criteria. THE OFFEROR SHALL INCLUDE ALL INFORMATION WHICH DOCUMENTS AND/OR SUPPORTS THE QUALIFICATION CRITERIA IN ONE CLEARLY MARKED SECTION OF ITS TECHNICAL PROPOSAL.
The qualification criteria establish conditions that must be met at the time of receipt of Technical Proposals by the Contracting Officer in order for your proposal to be considered any further for award. The following items have been determined to be essential for this requirement and in being able to complete the tasks associated with this requirement;a. Either a Bachelor's degree in an engineering specialty or a Bachelor's degree and four (4) years' experience with HVAC, Electrical, and commercial Utilities.b. Minimum of five (5) years' experience of Federal Government construction/renovation(s).c. Minimum of five (5) years' experience of in scientific\research projects.d. Professional Engineer (PE) certification.e. Construction Manager (CM) certification
TECHNICAL EVALUATION ELEMENTS
The evaluation factors are used by the technical evaluation committee when reviewing the technical proposals. Offerors proposals will be evaluated on the demonstrated experience and understanding of the project in relation to the specifications outlined in the solicitation and the statement of work.The acceptability of the technical portion of each contract proposal will be evaluated by a technical review committee. The committee will evaluate each proposal in strict conformity with the evaluation factors of the RFP, utilizing point scores and written critiques. The committee may suggest that the Contracting Officer request clarifying information from an offeror.
The Government reserves the right to award a contract without discussions if the Contracting Officer determines that the initial prices are fair and reasonable and that discussions are not necessary. If award will be made without conducting discussions, offerors may be given the opportunity to clarify certain aspects of their proposal (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.
The process described in FAR 15.101-1 will be employed, which permits the Government to make tradeoffs among cost or price and non-cost factors and to consider award to other than the lowest price offeror or other than the highest technically rated offeror.
The NIDA reserves the right to make a single award, multiple awards, or no award at all to the RFP. In addition, the RFP may be amended or canceled as necessary to meet the NIDA requirements.
The factors and sub factors below are listed in the order of relative importance with weights assigned to the factors for evaluation purposes.Technical ExperienceDemonstrated corporate and\or key personnel experience in the following: 70 pointsa. Knowledge of shaping (designing a layout) a biomedical investigative environment that will contain lab gases (for example nitrogen (N2), carbogen (CO2O2, carbon dioxide (CO2)). Lab vacuum system(s), lab equipment (e.g. bio safety cabinets, fume hoods centrifuges, etc.) that conforms to multiple users.b. Management Liaison - Communicating construction concerns, finance\budgets and tradeoffs obtained from senior lab management and relay information to facility managers, architects, construction project managers and obtain buy in from all parties.c. Collecting data and generating detailed status reports to project team that includes senior management, construction personnel, facilities management and scientific personnel.d. Ability to work in an environment containing live research specimene. Ability to work within a Continuity of Operations (COOP)/Emergency personnel and team response: PLEASE SEE HTTP://WWW.ORS.OD.NIH.GOV/SER/DEPC/PAGES/COOP.ASPX FOR DETAILED INFORMATION ON A COOP ENVIRONMENT.f. Ability to collaborate appropriate parties in the oversight and implementation of a water system for vivarium housing of equal or greater capacity (12,000 mice and\or rat cages).g. Ability to collaborate appropriate parties in the oversight of the development and renovation of an animal quarantine area.
NOTE: OFFERORS PROPOSALS MUST INCLUDE EXAMPLES OF CORPORATE AND\OR KEY PERSONNEL EXPERIENCE FOR EACH OF THE ABOVE SUB-FACTORS, FAILURE TO PROVIDE DETAILED EXAMPLES WILL RESULT IN A DETERMINATION OF NON RESPONSIVE FOR THE PARTICULAR SUB FACTOR(S).Understanding of Requirement 15 pointsOfferors must demonstrate their understanding of the technical objectives and tasks of this requirement described herein and in all the attachments.
Past Performance\Corporate Experience 15 points Offerors must provide at least two (2) past contracts of equal size or complexity, the information must contain the name of the company or individual contracted with, address, phone number and email address.
The Government will evaluate the Offerors on past performance based on the information provided in the proposal and the Government reserves the right to contact the parties provided as references in the Offerors proposal. In addition the Government may evaluate the Offeror based on information obtained from other sources known to the Government as to past performance of the Offeror.
PAST PERFORMANCE FACTOR
The Government may evaluate the offeror's past performance based on information obtained from references provided by the offeror, other relevant past performance information obtained from other sources known to the Government, and any information supplied by the offeror concerning problems encountered on the identified contracts and corrective action taken.
The Government will assess the relative risks associated with each offeror. Performance risks are those associated with an offeror's likelihood of success in performing the acquisition requirements as indicated by that offeror's record of past performance.
The Government will consider the currency and relevance of the information, source of the information, context of the data, and general trends in the offeror's performance.
The lack of relevant a performance record may result in an unknown performance risk assessment, which will neither be used to the advantage nor disadvantage of the offeror.
AWARD CRITERIAThe major evaluation factors for this solicitation include technical (which encompasses experience and past performance factors) and cost/price factors. Although technical factors are of paramount consideration in the award of the contract, cost/price is also important to the overall contract award decision. All evaluation factors other than cost or price, when combined, are significantly more important than cost/price. The Government intends to make an award(s) to that offeror whose proposal provides the best overall value to the Government.
The evaluation will be based on the demonstrated capabilities of the prospective Contractors in relation to the needs of the project as set forth in the RFP. The merits of each proposal will be evaluated carefully. Each proposal must document the feasibility of successful implementation of the requirements of the RFP. Offerors must submit information sufficient to evaluate their proposals based on the detailed factors listed above.
Offeror(s) cost/price proposal will be evaluated for reasonableness. For a price to be reasonable, it must represent a price to the government that a prudent person would pay when consideration is given to prices in the market. Normally, price reasonableness is established through adequate price competition, but may also be determined through cost and price analysis techniques as described in FAR 15.404.
PROVISIONS AND CLAUSES
It is contemplated that a level of effort fixed price type contract will be awarded. Any resultant contract shall include the clauses applicable to the selected offeror's organization and type of contract awarded as required by Public Law, Executive Order, or acquisition regulations in effect at the time of execution of the proposed contract.
The following Provisions and Clauses apply:
FAR 52.212-1 Instruction to Offerors-/Commercial Items (OCT 2015); FAR 52.212-2 Evaluation - Commercial Items (OCT 2014) (Additional Evaluation criteria set forth in the solicitation); FAR 212-3, Offeror Representations and Certifications - Commercial Items (NOV 2015); FAR 52.212-4 Contract Terms and Conditions Commercial Items (MAY 2015); FAR 52.217-8 Option To Extend Services (NOV 1999); FAR 52.217-9 Option to Extend the Term of the Contract, (MAR 2000); FAR 219-6 Notice of Total Small Business Set-Aside (NOV 2011); FAR 52.222-3 Convict Labor (JUN 2003); FAR 52.223-6 Drug Free Workplace (May 2001); FAR 52.227-14 Rights In Data - General (MAY 2014), FAR 52.228-5 Insurance - Working On a Government Installation (JAN 1997); and FAR 52.232-33 Payment by Electronic Funds Transfer - System for Award Management (JULY 2013).
The Contractor shall comply with the following clauses, which are incorporated in this contract in full text, to implement provisions of law or Executive orders applicable to acquisitions of commercial items.
52.217-5 Evaluation of Options (JULY 1990)
Except when it is determined in accordance with FAR 17.206(b) not to be in the Government's best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s).(End of clause)52.217-8 Option to Extend Services, (NOV 1999)
The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 60 days from the expiration of the contract. (End of clause) 52.217-9 Option to Extend the Term of the Contract, (MAR 2000)
(a) The Government may extend the term of this contract by written notice to the Contractor within the current period of performance; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 60 months. (End of clause)
NOTICE OF SMALL BUSINESS SET-ASIDE
General. Offerors are solicited only from small business concerns. The procurement is to be awarded only to one or more such concerns, organizations, or individuals. This action is based on a determination by the Contracting Officer, alone or in conjunction with a representative of the Small Business Administration, that it is in the interest of maintaining or mobilizing the Nation's full productive capacity, or in the interest of war or national defense programs, or in the interest of assuring that a fair proportion of Government procurement is placed with small business concerns. Bids or proposals received from others will be considered non-responsive.
Definitions. The term "small business concern" means a concern, including its affiliates, which is independently owned and operated, is not dominant in the field of operation in which it is bidding on Government contracts, and can further qualify under the size standards in this solicitation. In addition to meeting these criteria, a small business concern submitting an offer in his own name shall furnish, in the performing the contract, only end items manufactured or produced by small business concerns in the United States or its outlying areas, provided that this additional requirement does not apply in connection with construction or service contracts.
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 procurement. Any other commitment, either explicit or implied, is invalid.
Travel Costs - Commercial
Costs for lodging, meals, and incidental expenses incurred by Contractor personnel shall be considered to be reasonable and allowable to the extent they do not exceed on a daily basis the per diem rates set forth in the Federal Travel Regulations, General Services Administration (GSA). Therefore, if travel costs are applicable and proposed by offerors, please be advised that they shall be calculated using the per diem rate schedule as established by GSA. Reimbursement of travel costs under any contract awarded from this RFP shall be in accordance with FAR 31.205-46.
One copy of the offeror's (and any proposed subcontractor's) written travel policy shall be included in the business proposal. If an offeror (or any proposed subcontractor) does not have a written travel policy, the offeror shall so state.ON-SITE CONTRACTOR ACCESS TO GOVERNMENT PROPERTYThe Contractor shall be held responsible for Government Property, regardless of dollar value, when: 1. The contract requires contractor personnel to be located on a Government site or installation;2. The property utilized by contractor personnel is incidental to the place of performance; and,3. The property used by the contractor remains accountable to the Government
Responsibility includes physical presence, proper use and handling, normal maintenance, and reporting loss, damage or destruction.
Responsibility for government property shared by two or more contractors or located in space shared by two or more contractors shall be determined and documented by the contractors involved. In cases where the parties cannot reach agreement on shared responsibility, the matter will be referred to the NIH Property Officer for resolution.
POST AWARD EVALUATION OF CONTRACTOR PERFORMANCE
a. Contractor Performance Evaluations
Interim and Final evaluations of Contractor performance will be prepared on this contract in accordance with FAR Subpart 42.15. The Final performance evaluation will be prepared at the time of completion of work. In addition to the Final evaluation, Interim evaluation(s) will be prepared annually as follows on July 1st.
Interim and Final evaluations will be provided to the Contractor as soon as practicable after completion of the evaluation. The Contractor will be permitted thirty days to review the document and to submit additional information or a rebutting statement. If agreement cannot be reached between the parties, the matter will be referred to an individual one level above the Contracting Officer, whose decision will be final.
Copies of the evaluations, Contractor responses, and review comments, if any, will be retained as part of the contract file, and may be used to support future award decisions.
b. Electronic Access to Contractor Performance Evaluations
Contractors may access evaluations through a secure Web site for review and comment at the following address:
CONTRACTING OFFICER REPRESENTATIVE
The following Contracting Officer's Representative (COR) will represent the Government for the purpose of this contract:To be specified prior to award
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 its COR designation.
COMMUNICATIONS PRIOR TO CONTRACT AWARD
Offerors shall direct all communications to the attention of the Contract Specialist cited herein. Communications with officials outside of the contracting office may compromise the competitiveness of this acquisition and result in cancellation of the requirement.
Interested Offerors may submit quotations electronically to this notice no later than 8:00 AM. (EST) May 16, 2016. Questions regarding this solicitation must be received in writing by this office no later than May 1, 2016. Offerors must submit a completed FAR 52.212-3. The quotation shall include fully-burdened hourly wage rates for the key personnel assigned to this requirement. The Government intends to make a single award based upon best value to the Government, technical and price factors considered.
The anticipated award date for this requirement shall be on or before June 15, 2016. Facsimile submissions are not authorized and collect calls will not be accepted. Submit offers to Andriani Buck at the address listed herein. Please reference the solicitation number HHS-NIH-NIDA-SSSA-RFP-16-47 on your offer. Requests for information concerning this requirement are to be addressed to Andriani Buck via e-mail to firstname.lastname@example.org prior to the date stated above.