SOURCES SOUGHT
R -- Administrative Support Services for the Office of Grants Administration - Package #1
- Notice Date
- 4/12/2011
- Notice Type
- Sources Sought
- NAICS
- 561110
— Office Administrative Services
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, National Cancer Institute, Office of Acquisitions-Treatment and Support Branch, Bldg 244, Room 112, Frederick, Maryland, 21702
- ZIP Code
- 21702
- Solicitation Number
- RFP-N02CO17015-10
- Archive Date
- 5/11/2011
- Point of Contact
- Andrea Spinelli, Phone: 301-228-4228, Robin M. Irving, Phone: (301) 228-4220
- E-Mail Address
-
as833z@nih.gov, irvingr@mail.nih.gov
(as833z@nih.gov, irvingr@mail.nih.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- Draft Statement of Work SMALL BUSINESS SOURCES SOUGHT NOTICE Notice Number: HHS-NIH-NCI-SBSS-TSB-07015-10 Title: Administrative Support Services for the Office of Grants Administration This is a Small Business Sources Sought (SBSS) notice. 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 response 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. A determination by the Government not to compete this requirement as a set-aside based upon responses to this Notice is solely within the discretion of the Government. Interested parties are expected to review this Notice and the draft Statement of Work to familiarize themselves with the requirements of this project; failure to do so will be at your firm's own risk. Background: The Document Management Center (DMC), located within the National Cancer Institute's (NCI) Office of Grants Administration (OGA), initiates and follows through with specific actions in support of the grant award process. DMC operates in direct support of NCI's Office of Grants Administration (OGA). OGA's responsibilities are complex and critical in funding nearly two-thirds of NCI's budget to grantee institutions around the world. OGA provides grants management oversight to ensure the timely and accurate issuance of NCI grant awards. OGA evaluates and monitors the business management capability and performance of grant applicant organizations and awardees as well as the internal operating procedures associated with the business management aspects of the financial assistance process. OGA also interprets and develops grants management policy. Purpose and Objectives: The purpose of this Small Business Sources Sought Notice is to identify qualified small business concerns including 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 that are interested in and capable of performing the work described herein. The NCI does not intend to award a contract on the basis of responses received nor otherwise pay for the preparation of any information submitted. As a result of this SBSS Notice, the NCI may issue a Request for Proposal (RFP). THERE IS NO SOLICITATION AVAILABLE AT THIS TIME. However, should such a requirement materialize, no basis for claims against NCI shall arise as a result of a response to this Small Business Sources Sought Notice or the NCI's use of such information as either part of our evaluation process or in developing specifications for any subsequent requirement. The purpose of this acquisition is to obtain contract support services for the operation of the Document Management Center (DMC), located within the National Cancer Institute's (NCI) Office of Grants Administration (OGA). DMC is a key unit that assists NCI/OGA in achieving its goals and objectives. DMC is the NCI receipt point for all NCI grant applications that are first received by the National Institutes of Health (NIH). DMC also scans paper-based grants documents into eGrants and provides quality control to assure that the document images are accurate and readable. In cases where DMC receives an electronic version and a paper version of the same grant application, DMC compares the two documents to verify that they are exactly the same. DMC reviews all grant documents, especially grant applications, for missing, incorrect, outdated, and/or inconsistent information prior to award preparation by the OGA grants management specialist. Grant application deficiencies are tracked and logged to generate deficiency letters which are sent to grantees so that they can provide the necessary information. Grant application deficiencies are also tracked for future reference and retrieval and for making grant deficiency reports. As grantees provide requested information, DMC logs their arrival, enters the information into the grant file folder, and notifies the assigned OGA grants management specialist as to the status and/or completeness of the grant file folder. DMC monitors and tracks the contents and whereabouts of OGA's grant file folders. DMC adds correspondence and other relevant documents to the appropriate grant file folder (whether it is a paper file folder or an electronic file folder). DMC delivers and retrieves grant file folders to and from OGA staff at their request. DMC takes special care in delivering, retrieving, and reshelving grant file folders in a timely and accurate manner. Additionally, the NCI Office of Acquisition (NCI/OA) requires support services to convert paper contract documents/files to electronic documents/files and index the electronic files within an electronic document management system (called an "eContracts Document Management System"). Specific Tasks: The specific tasks discussed in detail in the following draft Statement of Work (SOW) will focus on quality electronic grants management assurance measures. Therefore, the contractor must have an understanding of the operational and electronic environment in which NCI/OGA operates, an expertise in performing the tasks specified in this SOW, and an ability to adapt to new technology and systems. The Contractor shall perform, at the times and locations noted the following tasks and shall verify that all tasks are completed accurately and timely. All errors are to be corrected by the Contractor at the Contractor's expense. Anticipated Period of Performance: The period of performance for this requirement is five (5) years, consisting one (12) month base period, plus four (4) one-year options. The anticipated start date is on/about September 30, 2011. Other Important Considerations: Draft Statement of Work: A copy of the draft Statement of Work (SOW), which is subject to revisions, may be accessed on the NCI Office of Acquisitions Website at URL: http://rcb.nci.nih.gov/. Once there, click on Current Requests for Proposals. NAICS Code and Size Standard: In the event an RFP is issued, North American Industry Classification System (NAICS) code 561110 with a size standard of 500 employees is being considered. Capability Statement/Information Sought: Sources are expected to have the required technical capabilities, personnel and related experience necessary to perform the draft SOW. Tailored Capability Statements shall demonstrate a clear understanding of all tasks specified in the draft SOW Tailored Capability Statements for this requirement shall also address the following areas: 1. The offeror must demonstrate a clear understanding of the SOW through its Technical Approach. This should include a description of the activities required to successfully complete the types of tasks to be assigned. The offeror must present a detailed description of the methods of quality control proposed to insure the accuracy, completeness and timeliness for successful completion of the types of tasks required. The technical approach shall also address: a. Understanding of the work to be performed and the technology involved, to include documents management and electronic imaging systems. b. The proposed methods for implementation, management deadline controls, quality control, and privacy protection for all of the services listed in the Statement of Work. c. The degree of sophistication, innovation and realistic approach to work. d. Ability to meet changing requirements and procedures and multiple project deadlines and the capability to respond to quick turnaround tasks. e. Overall Project Management: I. Plan for the organization of the contract; II. Ease and efficiency of the management controls proposed; III. Management of subcontractors (if any); IV. Degree of company commitment to this project; and Plan for ongoing training of project staff. 2. The offeror must demonstrate that they have the necessary personnel and expertise to perform the requirements of the project. The proposal must demonstrate how the capabilities and experience of each professional are related to his/her proposed assignments. The offeror must demonstrate that the experience stated occurred in conjunction with projects comparable in size and complexity. The following must be addressed for the proposed Project Manager: a. Managerial capabilities including cost management and quality control. b. Technical background, interests, education and experience in the task areas, including documents management and electronic imaging systems management. c. Ability to recognize and deal with problems concerning the administration of the research grants process, from pre-award to post award, and the environment in which these activities occur. d. A minimum of four (4) years experience, within the past five (5) years, in managing a project of similar type and size. 3. The capability of the organization/company to meet the draft SOW requirements must be documented by examples of relevant recent document management experience with Government or non-Government agencies. Briefly list related work within the past two (2) years (of offeror and sub-contractors, if any) showing contract number, name of respective contractor's program manager, client, brief description of work, start and completion dates and approximate funding, and names and phone numbers of individuals who may be contacted as references for work that is cited. NCI plans to contact these references and to use that information in the evaluation of the proposal. The offeror shall also address: Documented company/organizational experience in the following: a. Providing the full range of services outlined in the SOW for projects of the same/similar size and magnitude as outlined in the SOW; b. Providing services related to the management and operation of an electronic image management system on the same/similar size and magnitude as outlined in the SOW. Capability of managing projects efficiently and resolving problems quickly. Information Submission Instructions: 1. Page Limitations: Interested qualified small business organizations should submit a tailored capability statement for this requirement not to exceed fifteen (15) single sided pages including all attachments, resumes, charts, etc. (single spaced, 12 point font minimum) that clearly details the firm's ability to perform the aspects of the notice described above and in the draft SOW. Tailored capability statements should also include an indication of current certified small business status; this indication should be clearly marked on the first page of your capability statement (preferable placed under the eligible small business concern's name and address) as well as the eligible small business concern's name, point of contact, address and DUNS number. 2. Number of Copies: All capability Statement sent in response to this SMALL BUSINESS SOURCES SOUGHT notice must be submitted electronically (via e-mail) to Robin M. Irving, Contracting Officer, at irvingr@mail.nih.gov and Andrea Spinelli, Contract Specialist spinella@mail.nih.gov, in MS Word or Adobe Portable Document Format (PDF). The e-mail subject line must specify HHS-NIH-NCI-SBSS-TSB-07015-10. Facsimile responses will not be accepted. 3. Common Cut-off Date: Electronically submitted tailored capability statements are due no later than 3:00PM (Eastern Prevailing Time) on April 26, 2011. CAPABILITY STATEMENTS RECEIVED AFTER THIS DATE AND TIME WILL NOT BE CONSIDERED. DISCLAIMER AND IMPORTANT NOTES: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in this 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).
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/HHS/NIH/FCRF2/RFP-N02CO17015-10/listing.html)
- Place of Performance
- Address: Rockville, Maryland, United States
- Record
- SN02423111-W 20110414/110412234944-c69567aeb98711fc4a89554ab73ab5f6 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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