SOLICITATION NOTICE
B -- Technical Review of Assurance Documents to meet Laboratory Animal Welfare Requirements
- Notice Date
- 11/5/2015
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 541990
— All Other Professional, Scientific, and Technical 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
- NIHLM2016707
- Archive Date
- 12/4/2015
- Point of Contact
- Eliza M. Menchaca, Phone: 3014354377
- E-Mail Address
-
eliza.menchaca@nih.gov
(eliza.menchaca@nih.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- This solicitation is issued as a 100% Service Disabled Veteran Owned business set-aside. This is a combined synopsis/solicitation Request for Quote (RFQ) for commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes as a formal Request for Quotation (RFQ) and a separate solicitation will not be issued. The resultant award will be a firm-fixed price and will use the Tradeoff process to evaluate quotes. It is anticipated that ONE AWARD will be made from this solicitation. The associated North American Industrial Classification System (NAICS) code for this procurement is 541990 ALL OTHER PROFESSIONAL, SCIENTIFIC, AND TECHNICAL SERVICES. It is the intent of the National Institute of Health (NIH), National Library of Medicine (NLM); Office of Laboratory Animal Welfare (OLAW); is to procure services for the general administration and implementation of the PHS Policy on Humane Care and Use of Laboratory Animals. The Office of Laboratory Animal Welfare (OLAW) is responsible for the general administration and coordination of the Policy on behalf of the PHS at the National Institutes of Health (NIH). STATEMENT OF WORK Title: Technical Review of Assurance Documents to meet Laboratory Animal Welfare Requirements Background The Office of Laboratory Animal Welfare (OLAW), OER, NIH, is responsible for the general administration and implementation of the PHS Policy on Humane Care and Use of Laboratory Animals. The Policy was promulgated in 1986 to implement the Health Research Extension Act of 1985 that require institutions to establish and maintain proper measures to ensure the appropriate care and use of all animals involved in research, research training, and biological testing activities conducted or supported by the PHS. OLAW is responsible for the general administration and coordination of the Policy on behalf of the PHS. Animal Welfare Assurance System, AWAS, is the database that OLAW maintains for its record keeping system of documents from Assured Institutions. Scope of Work Provide professional staff support and quality assurance to the OLAW Division of Assurances from a remote location and occasionally on site for up to 80 hours per month. Required Tasks • Review and analyze information to process and retain grants and assurance documents for the Division of Assurances. • Review and analyze the AWAS and AWASII database for the Division of Assurances and the Division of Compliance Oversight. Information may include review of data entry, historical data, and follow up in grants or assurance documents for verification of AWAS data. • Review data and make recommendations to the Director, Division of Assurances, regarding the AWAS and AWASII database and system of operations regarding its use. • Prepare reports and evaluations of OLAW activities, and make recommendations to the Director, Division of Assurances on OLAW record keeping processes requiring expertise in the PHS Policy and federal record retention requirements. • Prepare draft materials for improvements to processes regarding the database and related functions. • Participate in meetings with OLAW staff via teleconference or in person as necessary. Mandatory Requirements • Extensive knowledge of PHS Policy, NIH record retention requirements and of application of federal regulatory requirements for the use of animals in research. • Understanding and knowledge of NIH Grants Policy and experience with the NIH grant application process related to the SF 424 and PHS 398. • Comprehensive understanding of animal care and use programs and IACUC oversight of animal model research • Extensive knowledge of the processing and retention of assurance (domestic, foreign, inter-institutional) and annual report documents. Extensive knowledge of AWAS database functionality and database processes Place of Performance Work will be performed remotely. Performance Period The period of performance shall be a one year base from February 1, 2016 to January 31, 2017 with four (4) one year option years. This contract may be extended at the request of the government or it may be terminated with 30 days written notice by the government or the contractor. Reporting/Deliverables Review AWAS data and related documents: • for appropriate report and data components • to identify missing components • to ensure AWAS and AWASII processes meet the requirements of o PHS Policy o Records retention requirements • to verify accuracy of data maintained Prepare spreadsheets, monthly QA reports and other specialized reports as requested Review reports and make recommendations to Division Director and/or administrative personnel. Compile and submit final report of activities to include documents and processes reviewed and analyzed and interim reports completed. Contract Type It is anticipated that this contract will be awarded Firm Fixed Price. Evaluation Criteria Factor 1 - Technical Solution - 50 Points • The Offeror will be evaluated on how well the proposal meets the OLAW objectives, and is technically proficient with the PHS Policy, federal records retention requirements and Assurance documents processing. This factor includes the following items: • Providing timely and accurate assistance to OLAW, Division of Assurances. • Reviewing and analyzing animal welfare assurance document records. • Reviewing and analyzing AWAS processes in accordance with animal welfare requirements. • Developing and preparing quality assurance reports related to compliance with animal welfare requirements of the PHS Policy. Factor 2 - Project and Task Management - 25 Points • The Offeror will be evaluated on how well the Offeror addresses their approach to perform task activities management for this effort. This includes such items as planning the activities database and records reviews, organizing, and controlling the execution of the tasks, monitoring progress, status reporting, resolving critical issues, and planning for subsequent phases of work. Factor 3- Past Experience and Performance - 25 Points The evaluation of this factor will provide an indication of the Offeror's ability to: • Review AWAS records for completeness of information retained. • Identify missing components of retained data, grants and assurance documents to ensure they meet the requirements of o PHS Policy o Records retention requirements • Provide recommendations on improvements to AWAS processes to ensure compliance with: o PHS Policy o Records retention requirements • Prepare quality assurance reports and other special reports for review by Division Director and administrative personnel. Questions All questions shall be submitted to Eliza Menchaca via email: eliza.menchaca@nih.gov, by November 16, 2015 at 12:00 PM (Eastern Standard Time). Questions will be answered in writing through an amendment to the RFQ in a timely manner. Questions submitted after this date or by telephone will not be addressed or entertained Quote Submission All quotes shall be submitted to Eliza Menchaca via email: eliza.menchaca@nih.gov, by November 19, 2015 at 12:00pm (Eastern Standard Time). All responses must be in writing and must include pricing information and meet the criteria requirement; and shall not exceed 10 single-sided pages in length, exclusive of the cover page and letter, table of contents, appendices, and resumes. All responses from responsible sources will be considered. Please reference the solicitation # NIHLM2016707 on your quote. All quote submissions must include the following information: a) Tax Identification Number (TIN) b) Dun & Bradstreet Number (DUNS) c) North American Industrial Classification System (NAICS) Code: d) Standard Product Code e) Contact Name f) Contact Email address g) Contact telephone and fax number h) Complete business mailing address The vendor shall comply with all applicable Federal, State and Local laws, executive orders, rules and regulations applicable to its performance under this order. The following Federal Acquisition Regulations clauses apply to this solicitation. Offerors may obtain full text versions of these clauses electronically at http://www.acquisition.gov/far/ 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 FAR 52.224-1 Privacy Act Notification FAR 52.224-2 Privacy Act
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