SOLICITATION NOTICE
R -- African Journal Partnership Project (AJPP) - SOW AJPP
- Notice Date
- 8/29/2013
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 541611
— Administrative Management and General Management Consulting Services
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, National Library of Medicine, 6707 Democracy Blvd., Suite 105, Bethesda, Maryland, 20894, United States
- ZIP Code
- 20894
- Solicitation Number
- RFQ_NIHLM2013845SRE
- Archive Date
- 9/27/2013
- Point of Contact
- Sheila R. Edmonds, Phone: 3014966546
- E-Mail Address
-
sheila.edmonds@nih.gov
(sheila.edmonds@nih.gov)
- Small Business Set-Aside
- N/A
- Description
- SOW African Journal Partnership Project (AJPP) 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 solicitation is being issued as Request for Quotations (RFQ) NIHLM2013845SRE. The resultant order will be a firm-fixed price purchase order. In accordance with FAR Parts 12 and 13.5, the National Institutes of Health (NIH) National Library of Medicine (NLM) intends to procure professional services to continue efforts to strengthen sub-Saharan African medical journal capacity and to promote dissemination of research findings in scientific publications through the African Journal Partnership Project (AJPP). This acquisition is Full and Open. The North American Industry Classification System (NAICS) Code is 541611-Administrative Management and General Consulting Services. Background Information The National Library of Medicine (NLM) has been a significant contributor in international health information activities for at least half a century. In recent years, NLM has supported intensive capacity-building projects focused on selected developing countries. In 2004 a partnership was established as a pilot project for the purpose of improving the quality of African medical journals. Known as the African Medical Journal Partnership (AJPP), this capacity-building, was initiated by NLM, the Fogarty International Center, and the following journal partners: African Health Sciences (AHS - Uganda) with the British Medical Journal Ghana Medical Journal (GMJ) with the Lancet Malawi Medical Journal (MMJ) with the Journal of the American Medical Association Mali Medical (MM) with Environmental Health Perspectives The initial pilot project, administered by the Council of Science Editors (CSE), an international non-profit, membership organization dedicated to promoting excellence in the communication of scientific information, was conducted from 2004 to 2007 and expanded in 2008 to include two (2) new partnerships: Ethiopian Journal of Health Sciences (EJHS) with Annals of Internal Medicine Medical Journal of Zambia (MJZ) with New England Journal of Medicine Since the program's inception, the four (4) original journals have been accepted into MEDLINE and PubMed. EJHS was also recently accepted into MEDLINE. Its inclusion in PubMed Central is pending. OVID Technologies, a journal aggregator and online database provider, has agreed to distribute all six journals, further expanding access to these journals. Additional accomplishments include: oMore efficient journal processing times and overall journal management due to technical enhancements such as new equipment and software provided to the journals oDramatically increased submission rates and decreased acceptance rates, indicating greater selectivity. oRegular, African editor-initiated, basic and advanced training workshops for authors and reviewers In 2013, two (2) new African journals were recruited into existing partnerships: Annales Africaines de Médecine (Democratic Republic of Congo) was paired with the MM and EHP Sierra Leone Journal of Biomedical Research was paired with AHS and BMJ partnership Purpose and Objectives of the Procurement The purpose of this project is to continue efforts to strengthen sub-Saharan African medical journal capacity, and to promote dissemination of research findings in scientific publications. NLM's commitment to African journal capacity building is reflected in Recommendation 2.2. of its Long Range Plan 2006-2016. Recommendation 2.2. Work selectively in developing countries that represent special outreach opportunities, such as improving access to electronic information resources, enhancing local journal publications of high quality, and developing a trained librarian and IT workforce. Continued effort is required to improve and maintain the gains achieved to date and using the Network of African Medical Librarians (NAML) and other sources to provide further training for editors in the areas of information literacy, statistics, data presentation, data interpretation, manuscript preparation, ethics in research and publication, developing business plans for editors, use of ClinicalTrials.gov; to provide updated computer hardware and software to journal editors; to survey journal activity with readers, authors, and reviewers; and to expand the number of journals as feasible. Additional efforts will also be required to develop new business models and to cultivate innovative methods, such as social networking, to disseminate scientific information to doctors, students, healthcare workers, researchers, and policy makers. The Center for Global Health Studies at the Fogarty International Center will support a 10th anniversary retrospective review and a forward-looking visioning process, which will identify overall achievements to date, lessons learned, and future strategic challenges and priorities. Contractor Requirements Independently, and not as an agent of the Government, the Contractor shall furnish all necessary labor, materials, supplies, equipment, and services needed to complete this project. All work performed under this procurement shall be monitored by the Contracting Officer's Representative (COR). The Contractor shall serve as the administrative body for this Project under the direction of two (2) Project Directors approved by the NLM COR. Contractor Tasks The Contractor shall perform the following tasks: 1.Facilitate updating of technical equipment and state-of-the-art editing, tracking, and related software 2.Arrange for training of African journal editors, authors, and reviewers including overseeing the organization, coordination, and management of partnership training sessions. 3.Administer the project, evaluate partnership progress, plan future activities, participate in the Center for Global Health Studies' 10th Anniversary Review as needed, and assist in implementation of resulting recommendations as feasible and relevant. 4.Seek and promote appropriate collaborative activities to strengthen and expand the project. 5.Identify candidate journals and facilitate their inclusion into AJPP For new African medical journal partners, the Contractor shall perform the following tasks: (1)Identify equipment, office and infrastructure needs for the new journals editors (2)Identify editorial needs (3)Provide computer hardware and software to partner journal and initial training (4)Organize training on how to manage a journal (in English and French) to include: implementing an electronic submission system (e.g., Manuscript Central), establishing a plan for succession, For all eight (8) African medical journal partners, the Contractor shall perform the following tasks: (1)Provide training on improving business plans and developing strategic plans for effective, sustainable publishing operations, including the use of innovative digital distribution models and social media. (2)Develop novel science communication approaches (3)Facilitate internships at African medical journals' editorial offices to mentor and train the next generation of editors (4)Help identify reliable and cost effective internet providers to host journal websites (5)Support training on managing, improving, and maintaining journal websites to include handling XML formatted material for web posting and implementing the use of digital object identifiers (DOIs) (6)Provide financial support for managing editor/business manager (7)Provide NAML-supported training for authors, reviewers, and staff in the areas of information literacy, online information retrieval methods (including the use of NLM databases), and use of ClinicalTrials.gov (8)Provide financial support for training in statistics, data presentation, data interpretation, manuscript preparation, ethics in research and publication, (9)Explore and develop a role for NAML to advance the dissemination of information and evaluate its impact (10)Provide updated computer hardware and software to African journal publishing offices as well as advanced training to editorial office personnel (11)Periodically evaluate the success capacity building efforts (12)Participate in the Center for Global Health Studies' 10th Anniversary Review (13)Implement those recommendations generated by the review as relevant and feasible; e.g., recommendations that are not extraordinarily costly or labor intensive. (14)Plan and organize frequent meetings (face-to-face and virtual) between editors (15)Promote cross-fertilization between AJPP, NAML, and the Medical Education Partnership Initiative (MEPI). (16)Seek opportunities for collaboration with other organizations as appropriate (17)Manage project logistics and budget (18)The contracted administrator will work closely with two (2) NLM COR approved volunteer "project directors": one an African editor and the other a US or UK editor). Together, they will: oCoordinate and implement tasks as listed above oPrepare a draft budget for the period, to be tracked over time against actual expenses oSend reports of actual vs. draft expenses and revenues to the Contractor the first business day of each month oCollect and reconcile monthly reports of paid invoices from the Contractor. Send quarterly progress reports to NLM oWork with NLM to ensure that sufficient funds are advanced to the contractor to cover upcoming expenses The scope of work of the Contractor will be to: oExecute payments as appropriate to support objectives of the Project and as requested by the NLM approved Project Directors oReceive and reconcile Partnership Expense Forms with receipts from Partner editors and send summaries to the NLM approved Project Directors oCreate and/or renew membership for each African journal editors in appropriate professional organizations, such as the Council of Scientific Editors oFacilitate African journal editors' registration for, and travel to, annual or biannual group training session. oMaintain financial records of AJPP program oProvide monthly reports of paid invoices to the COR Optional Contractor Tasks Additionally, the NLM may have a need for the Contractor to perform the following tasks to monitor progress, expand the partnership, and foster a sustainable business model. Below is a detailed description of the optional activities for purposes of this SOW. Any Optional Tasks will be implemented by modification and approval by the Contracting Officer. Optional Task 1: The Contractor shall be responsible for program evaluation activities, in addition or supplementary to, the annual evaluation report and 10th anniversary visioning process. These program evaluation activities might include alternative tracking regional (Dan are there any suggested alternative tracking methods we can put in the SOW?) methods to measure journal impact and readership surveys. Optional Task 2: The Contractor shall be responsible for the expansion of AJPP to other journal. Additional administrative and infrastructure development and maintenance costs may be associated with the expansion. These activities might include recruitment of additional journal editors, hiring additional personnel, renting office space, and buying IT services, computers, software, and office supplies. Government Responsibilities The COR will review and approve all plans (including new partnerships), reports, and deliverables required in the Statement of Work. Deliverables: Reporting Requirements The Contractor shall submit an Evaluation Report to the COR thirty (30) days after the conclusion of the base year and all option years highlighting major accomplishments and describing in detail the tasks completed at each journal site. The Contractor shall submit a Quarterly Report to the COR highlighting program accomplishments and details of training activities. This report shall be due thirty (30) days after the end of the reporting quarter and shall accompany the invoice. The Contractor shall invoice monthly. Proper invoices submitted will be paid in accordance with the terms and conditions of the resultant contract. Standards of Performance The Contractor shall: 1.Submit all deliverables to NLM via email electronically in Word format. 2.Submit invoices as instructed by NLM to NIH Commercial Accounts with copy emailed to the NLM COR. Period of Performance The period of performance shall be a 12-month base period with (4) additional 12-month optional years. PROMOTING EFFICIENT GOVERNMENT SPENDING On September 21, 2011, the Office of Management and Budget issued Memorandum M-11-35, entitled, "Eliminating Conference Spending and Promoting Efficiency in Government," emphasizing the President's priority to ensure that the Government operates with the utmost efficiency and eliminates unnecessary or wasteful spending. This was followed by the Executive Order on Delivering an Efficient, Effective, and Accountable Government ( EO 13576 ) and the Executive Order on Promoting Efficient Spending ( EO 13589 ). On January 3, 2012, the Department of Health and Human Services (DHHS) issued the memorandum "HHS Policy on Promoting Efficient Spending: Use of Appropriated Funds for Conferences and Meetings, Food, Promotional Items, and Printing, and Publications" (See http://www.hhs.gov/asfr/ogapa/acquisition/effspendpol_memo.html ). In support of these administrative directives, the NIH issued a January 30, 2012, Memorandum, entitled, "NIH Guidance Related to the HHS Policies on Promoting Efficient Spending: Use of Appropriated Funds for Conferences, Conference Grants and Meetings, Food, Promotional Items, and Printing and Publications." (See http://oamp.od.nih.gov/ ) Any contract awarded as a result of this solicitation will: oSpecifically prohibit the use of contract funds for the provision of food for meals, light refreshments and beverages for any NIH funded meeting or conference; and oLimit the procurement of meeting space, promotional items, printing, and publications TECHNICAL EVALUATION FACTORS Technical factors are of paramount consideration in the award of the task order; however, price is also important to the overall award decision. All evaluation factors other than price, when combined, are significantly more important than price. The Government can make tradeoffs among price and technical factors in determining which Quoter offers the best value by awarding to other than the lowest price Quoter or other than the highest technically rated Quoter. Quoters are advised that award will be made to that Quoter whose quote provides the best overall value to the Government. Technical Evaluation Criteria (Total Points - 100): In determining which quote represents the best value and results in the lowest overall price alternative (considering price, special features, administrative costs, etc.) to meet the Government's needs, the Government shall evaluate quotes using the following technical evaluation criteria, which are listed in the order of relative importance with weights assigned for evaluation processes: Technical Merit (50 Points): quality, clarity, and approach to accomplish the objectives of this statement of work and evidence of ability to accomplish the specific tasks described. It should provide a clear, innovative plan to build sustainable, medical journal capacity in Africa through the African Journal Partnership Project (AJPP). Specifically, the plan should address the following: •All aspects of publishing medical journals in a low-resource setting, including journal work-flow, the latest publication technologies, peer review, business models, marketing strategies, modes of disseminating medical, scientific, and public health information, social media, and effective strategies to target African clinicians, doctors, nurses, health care workers, policy makers, and the general public. •Coordinating the activities of a culturally and geographically diverse group of people associated with the publishing industry. •How the team will function, especially how the contractor will interface with project directors, chief editors, managing editors, consultants, and subcontractors. •The contents and venues of workshops and conferences that would be employed to train or educate African editors, peer reviewers, authors, and policy makers. •Overcoming obstacles and issues faced by editors, publishers, peer reviewers, and authors in sub-Saharan Africa. •Strategies to promote synergy between AJPP, the Medical Education Partnership Initiative (MEPI), and the Network of African Medical Librarians (NAML). Personnel/Staff Qualifications (25 Points): Individual personnel must be proposed by name, job description, and curriculum vitae/qualifications statement for all positions aligned with fulfillment of the tasks. All proposed personnel not currently employed by the offeror must be identified, and letters of commitment provided. If no letters of commitment are provided, the personnel will be considered not available. An organization representative should lead the proposed team with expertise managing, editing and publishing medical journals and a track record working in sub-Saharan Africa or similar cultural and geographical region(s). The offeror should demonstrate the following: •Familiarity with AJPP, MEPI, and NAML or similar projects, medical library resources, or partnership initiatives •Experience administering a program and organizing meetings, conferences, and workshops in sub-Saharan Africa •Experience administering projects involving editors, clinicians, academic scientists, IT personnel, publishers, and organizations such as the National Library of Medicine, and the National Institutes of Health or an organization(s) of similar size and/or scope. •Experience in all aspects of scientific journal publication and the skills required to build high quality journals in sub-Saharan Africa or similar cultural and geographical region(s). •Experience working with geographically, culturally, and linguistically diverse groups of stakeholders. •Evidence the proposed team can accomplish tasks and work with contractors and vendors in specified timeframe. •Organizational commitment to quality of product and deployment of necessary resources to meet the project requirements. Past Performance Factor (25 Points): The Government will 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 evaluate how the offeror has administered capacity-building projects in sub-Saharan Africa or similar cultural and geographical region(s). In particular, the Government will examine how the offeror has supported the development of new medical journals. The Government will examine how the offeror has worked with editors and publishers in the past. FEDERAL ACQUISITION REQULATION (FAR) CLAUSES The following provisions and clauses apply to this acquisition and are incorporated by reference. Full text may be found at https://www.acquisition.gov/Far FAR 52.212-1 Instructions to Offerors-Commercial Items FAR 52.212-2 Evaluation-Commercial Items FAR 52.212-3 Offeror Representations and Certifications-Commercial Items FAR 52.212-4 Contract Terms and Conditions-Commercial Items FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes and Executive orders All interested parties shall submit electronic responses to Sheila Edmonds at sheila.edmonds@nih.gov. Responses must be received no later than 4:00 P.M. EST on Thursday, September 12, 2013, and shall not exceed 10 single-sided pages in length, exclusive of the cover page and letter, table of contents, appendices, and resumes. Please reference solicitation number RFQ-NIHLM2013845/SRE on all correspondence to this notice. Inquiries regarding this notice shall be submitted electronically to sheila.edmonds@nih.gov and shall be received by 12:00 NOON EST on Thursday, September 5, 2013. The proposal submitted in response to this RFQ shall be prepared in two (2) parts and be clearly identified as a "Technical Proposal" and "Business Proposal." Proposals shall be in sufficient detail to permit proper evaluation, negotiation and/or acceptance thereof. The technical proposal must not contain reference to price; however, resource information (such as data concerning labor hours and categories, materials, subcontracts, etc.) must be contained in the technical proposal so that the Contractor's understanding of the Statement of Work may be evaluated. In order to receive an award, Contractors must have valid registration and certification in the Central Contractor Registration (CCR) and the Online Representations and Certifications Application (ORCA) through the System of Award Management (SAM) www.sam.gov.
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