SOLICITATION NOTICE
B -- Expert Consultative Services to Assess Storage Policies and Practices for the FDA
- Notice Date
- 8/14/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 541611
— Administrative Management and General Management Consulting Services
- Contracting Office
- Department of Health and Human Services, Food and Drug Administration, Office of Acquisitions and Grants Services, 5630 Fishers Lane, Room 2129, Rockville, Maryland, 20857-0001
- ZIP Code
- 20857-0001
- Solicitation Number
- 1063215
- Archive Date
- 9/8/2009
- Point of Contact
- Mary Rose A. Nicol, Phone: 3018277183
- E-Mail Address
-
MaryRose.Nicol@fda.hhs.gov
(MaryRose.Nicol@fda.hhs.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR 12.6, simplified acquisition procedures and the resultant purchase order will include all applicable provisions and clauses in effect through the Federal Acquisition Circular 05-30. This announcement constitutes the only solicitation and a written solicitation will not be issued. This combined synopsis/solicitation, NAICS code 546111, is to notify contractors that the government intends to issue a Firm Fixed Price Contract in accordance with FAR Part 13.106 for the following specifications, under the simplified acquisition procedures. This action is designated as a 100% small business set-aside for a span of Six (6) months. Prospective offerors are responsible for downloading the solicitation and any amendments. It is the offeror's responsibility to monitor the FedBizOpps website for the release of any amendments to this solicitation. The Government reserves the right to award a contract without discussions if the Contracting Officer determines that the initial offer(s) is/are providing the Best Value and discussions are not necessary. This solicitation is issued as a Request for Quotes (RFQ). The Food and Drug Administration (FDA) intends to award a Firm-Fixed Price Contract for Expert consultative Services to Assess Storage Policies and Practices for hte Food and Drug Administration. Statement of Work Expert Consultative Services to Assess Records Storage Policies and Practices and Feasibility of Unified Storage White Oak Campus FDA The FDA is considering housing all official records and petitions from its many Centers at a single site to be located on the White Oak campus. In order to do this, FDA must determine the statutory responsibilities of each Center and the Agency for the handling and storage of confidential documents, the retention policies of each Center, the use patterns of these documents, the delivery of these documents from petitioners and the steps each Center takes to prepare these documents for use, and the needs for retrieval and delivery of these documents to each user and return and refilling of documents., FDA must also consider the security requirements for handling these documents and the workload involved in staffing a consolidated records center. At this time, each Center and the Office of the Commissioner has responsibility for its official records, both the handling of these documents and the storage of them. There are large document rooms at White Oak for the Office of the Commissioner, Center for Devices and Radiologic Health, multiple sites both on campus and at remote sites for the Center for Drug Evaluation and Research. In the next year, Buildings 31 and 32 will be occupied and both the Office of the Commissioner and the Office for Regulatory Affairs will have dedicated record rooms. In the planning for the Southeast Campus, record rooms are planned for the Center for Biologics and the Center for Veterinary Medicine. While this is well and good for each Center, the number of employees to be housed on the White Oak Campus grows and the capacity of the planned facilities remains fixed. If document storage was centralized at a document storage facility on campus, much office space would be realized. In addition, economies of scale could lead to cost savings in contract management and personnel. This feasibility study is designed to have an expert or experts in filing and document handling and storage, preferably with knowledge of the health sciences and regulatory sciences and requirements, examine the current practices of each operating entity within FDA in regards to official files and petitions, and assess whether a centralized approach would lead to the operating efficiencies sought by the FDA. This feasibility study requires expertise in document handling, storage and retrieval, specifically in a health sciences regulatory environment. At this time, Official files and Petition files are housed in many locations including but not limited to White Oak, Parklawn, Derwood, Gaithersburg, and Beltsville. The FDA wishes to examine the feasibility of housing all collections in a new consolidated Records facility at White Oak. The FDA looks to a nationally known expert(s) in health-related information management to advise on how best to house and manage these file collections. The intent of this contract is to have a recognized expert consultant(s) study the current situation and recommend a solution to these issues. It is intended that the contractor(s) shall work with a committee of representatives from each Center and/or major operating entity that has a major file collection that may be a candidate for inclusion into a centralized facility. Feedback from all representatives shall be considered and addressed. The Project officer/COTR shall serve as the coordinating official and shall be responsible for establishing consensus and resolution of any issues that may arise. Possible recommendations may include but not be limited to: 1. House all official and petition files for each operating Center together in one common records center with a new retrieval method. 2. House all official and petition files for each operating Center in one common records center but separate sections for each Center 3. Merge all records handling contracts into one centralized contract with specialists for each Center 4. Leave files in status quo locations 5. Other solution yet to be determined. 6. How do we identify and establish policy to keep, discard, or archive materials? A. How do we plan for future growth? B. How do we plan for an archival facility? The following should be addressed in your proposals: 1.Detailed plan of work/program management, complete with quality control. The plan should address, at a minimum, the points listed in the preceding paragraph. 2.Detailed steps necessary to achieve desired results complete with time frames for each step. Each offeror shall address the following: 1. Specific qualifications of all personnel assigned to this project. Personnel must possess, at a minimum, an MLS degree or other information-associated degree, and have at least 10 years experience in handling scientific and/or technical documents. Experience in planning construction and/or renovation of document centers or filing centers is desirable. 2. Past experience – references from at least three similar and/or related projects, preferably in the Government sector. Please fully describe the requirement and the solution. At the conclusion of this contract, FDA will have the following as deliverables: 1)Clear alternatives for housing the current file/document collections 2)Clear alternatives on how a centralized Document facility will “look” and function. 3)Directions on what shelving, in what configuration, will be necessary to achieve desired goals. 4)A “road-map” on how to get to the desired end of a unified document facility housed at White Oak. The contract is expected to last six (6) months and the FDA wishes to receive the following reports in triplicate: 1) an intermediate review when 50% of the work is done; and 2) the final set of recommendations. The contract will have a project advisory group consisting of Michele Chatfield, COTR and at least one representative from each FDA operating entity. Evaluation and Award Prior Experience – 40% What has the contactor and/or the assigned personnel done in the past? Is the experience cited relevant? Is it health science related? Does the offeror have prior experience in document management? Qualifications40% Do the personnel cited in the proposal have an information management related advanced degree or equivalent degrees? Do they have the experience needed to do the job? Is their experience relevant to the project at hand? The offeror must demonstrate availability of personnel who have the requisite training and experience necessary to carry out the above study. An Advanced information management degree is required and relevant experience of ten (10) years or more in document management is required. Past experience in advising in document management is highly desirable and experience in advising regulatory-related health agencies is also highly desirable. Proposal 20% Does the proposal read well with attention to detail and does it address all the relevant points of the proposal or is it merely a rehash of the proposal? Does the proposal answer every question or point raised in the RFQ? Does the proposal offer some salient point or unique solution to the problem at hand? Is the proposal organized and offer a clear picture of how the offeror intends to get from the beginning to the end of the project. QUESTIONS DEADLINE: All questions are to be submitted via email to maryrose.nicol@fda.hhs.gov no later than August 19, 2009 4:30 pm EST. QUOTATIONS DUE: All quotations are due, via email to: maryrose.nicol@fda.hhs.gov, no later than 2:00 pm, EST on August 24, 2009. Period of Performance:September 15, 2009 - March 15, 2010. PROVISIONS and CLAUSES: The provision at FAR 52.212-1, Instructions to Offerors Commercial Items applies to this solicitation. The following agenda has been attached to this provision: None. Offerors shall include a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications Commercial Items. The clause at FAR 52.212-4, Contract Terms and Conditions, Commercial Items applies to this acquisition. The following agenda has been attached to the clause: None. The clause at FAR 52.212-5 Contract Terms and Conditions Required to Implement Statues or Executive Orders, Commercial Items applies to this acquisition. The following FAR clauses cited are applicable: FAR 52.217-8, FAR 52.222-26, FAR 52.222-35, FAR 52.222-36, and FAR 52.232-33, FAR 52.217-9 Option to Extend the Term of the Contract. Clauses and provisions are incorporated by reference and apply to this acquisition. Responses to this notice must be sent via email to maryrose.nicol@fda.hhs.gov. No phone calls will be accepted.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/HHS/FDA/DCASC/1063215/listing.html)
- Place of Performance
- Address: Official files and Petition files are housed in many locations including but not limited to White Oak Campus, Silver Spring, MD, Parklawn Building, Rockville, Maryland, Derwood, Gaithersburg, and Beltsville Maryland., Rockville, Maryland, 20857, United States
- Zip Code: 20857
- Zip Code: 20857
- Record
- SN01912305-W 20090816/090815002221-569ac4ec741a4c1100e43147e656e46b (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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