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Publishing, Public Affairs, and Knowledge Transfer Communications Support for OCKT
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SECTION L—INSTRUCTIONS, CONDITIONS
AND NOTICES TO OFFERORS
L.1 SOLICITATION PROVISIONS
INCORPORATED BY REFERENCE (FEB 1998) (FAR 52.252-1)
This solicitation incorporates the following solicitation
provisions by reference, with the same force and effect as if they were given
in full text. Upon request, the contracting officer will make the full text
available. Also, the full text of a clause may be assessed electronically at
this address: http://www.arnet.gov/far/
Acquisition Regulation (FAR) (48 CFR Chapter 1) Solicitation Provisions
- 52.215-16 Facilities Capital Cost of Money (OCT 1997)
- 52.215-20 Requirements for Cost or Pricing Data or Information Other Than Cost or Pricing Data (OCT 1997)
L.2 DATA UNIVERSAL NUMBERING
(DUNS) (OCT 2003) (FAR 52.204-6)
- The offeror
shall enter, in the block with its name and address on the cover page of its
offer, the annotation "DUNS" or "DUNS+4" followed by the DUNS number or
"DUNS+4" that identifies the offeror's name and address exactly as stated in
the offer. The DUNS number is a nine-digit number assigned by Dun and
Bradstreet Information Services. The DUNS+4 is the DUNS number plus a
4-character suffix that may be assigned at the discretion of the offeror to
establish additional CCR records for identifying alternative Electronic Funds
Transfer (EFT) accounts (see Subpart 32.11) for the same parent concern.
- If the
offeror does not have a DUNS number, it should contact Dun and Bradstreet
directly to obtain one.
- An offeror may obtain a DUNS number—
- If located within the United States, by calling Dun and Bradstreet at
1-866-705-5711 or via the Internet at http://www.dnb.com; or
- If located outside the United States, by contacting the local Dun and
offeror should be prepared to provide the following information:
- Company legal business name.
- Tradestyle, doing business, or other name by which your entity is commonly
- Company physical street address, city, state and Zip Code.
- Company mailing address, city, state and Zip Code (if separate from physical).
- Company telephone number.
- Date the company was started.
- Number of employees at your location.
- Chief executive officer/ key manager.
- Line of business (industry).
- Company Headquarters name and address (reporting relationship within your
L.3 INSTRUCTIONS TO OFFERORS—COMPETITIVE ACQUISITION (MAY 2001)
ALTERNATE I (JAN 2004)(FAR 52.215-1)
As used in this provision—
"Discussions" are negotiations that occur after
establishment of the competitive range that may, at the Contracting Officer's
discretion, result in the offeror being allowed to revise its proposal.
"In writing," "writing," or "written" means any worded or
numbered expression that can be read, reproduced, and later communicated, and
includes electronically transmitted and stored information.
"Proposal modification" is a change made to a proposal
before the solicitation's closing date and time, or made in response to an
amendment, or made to correct a mistake at any time before award.
"Proposal revision" is a change to a proposal made after the
solicitation closing date, at the request of or as allowed by a Contracting
Officer as the result of negotiations.
"Time," if stated as a number of days, is calculated using
calendar days, unless otherwise specified, and will include Saturdays, Sundays,
and legal holidays. However, if the last day falls on a Saturday, Sunday or
legal holiday, then the period shall include the next working day.
- Amendments to
solicitations. If this solicitation is amended, all terms and conditions that
are not amended remain unchanged. Offerors shall acknowledge receipt of any
amendment to this solicitation by the date and time specified in the
modification, revision, and withdrawal of proposals.
other methods (e.g., electronic commerce or facsimile) are permitted in the
solicitation, proposals and modifications to proposals shall be submitted in
paper media in sealed envelopes or packages (i) addressed to the office specified
in the solicitation, and (ii) showing the time and date specified for receipt,
the solicitation number, and the name and address of the offeror. Offerors
using commercial carriers should ensure that the proposal is marked on the
outermost wrapper with the information in paragraphs (c)(1)(i) and (c)(1)(ii)
of this provision.
first page of the proposal must show—
- The name,
address, and telephone and facsimile numbers of the offeror (and electronic
address if available);
statement specifying the extent of agreement with all terms, conditions, and
provisions included in the solicitation and agreement to furnish any or all
items upon which prices are offered at the price set opposite each item;
titles, and telephone and facsimile numbers (and electronic addresses if
available) of persons authorized to negotiate on the offeror's behalf with the
Government in connection with this solicitation; and
title, and signature of person authorized to sign the proposal. Proposals
signed by an agent shall be accompanied by evidence of that agent's authority,
unless that evidence has been previously furnished to the issuing office.
modification, revision, and withdrawal of proposals.
are responsible for submitting proposals, and any modification or revisions, so
as to reach the Government office designated in the solicitation by the time
specified in the solicitation. If no time is specified in the solicitation,
the time for receipt is 4:30 p.m., local time, for the designated Government
office on the date that proposal or revision is due.
Any proposal, modification, or revision received at the Government office
designated in the solicitation after the exact time specified for receipt of
offers is "late" and will not be considered unless it is received before award
is made, the Contracting Officer determines that accepting the late offer would
not unduly delay the acquisition; and—
However, a late modification of an otherwise successful proposal that makes its
terms more favorable to the Government, will be considered at any time it is
received and may be accepted.
it was transmitted through an electronic commerce method authorized by the
solicitation, it was received at the initial point of entry to the Government
infrastructure not later than 5:00 p.m. one working day prior to the date
specified for receipt of proposals; or
is acceptable evidence to establish that it was received at the Government
installation designated for receipt of offers and was under the Government's
control prior to the time set for receipt of offers; or
is the only proposal received.
evidence to establish the time of receipt at the Government installation
includes the time/date stamp of that installation on the proposal wrapper,
other documentary evidence of receipt maintained by the installation, or oral
testimony or statements of Government personnel.
an emergency or unanticipated event interrupts normal Government processes so
that proposals cannot be received at the office designated for receipt of
proposals by the exact time specified in the solicitation, and urgent
Government requirements preclude amendment of the solicitation, the time
specified for receipt of proposals will be deemed to be extended to the same
time of day specified in the solicitation on the first work day on which normal
Government processes resume.
may be withdrawn by written notice received at any time before award. Oral
proposals in response to oral solicitations may be withdrawn orally. If the
solicitation authorizes facsimile proposals, proposals may be withdrawn via
facsimile received at any time before award, subject to the conditions
specified in the provision at 52.215-5, "Facsimile Proposals." Proposals may
be withdrawn in person by an offeror or an authorized representative, if the representative's
identity is made known and the representative signs a receipt for the proposal
otherwise specified in the solicitation, the offeror may propose to provide any
item or combination of items.
shall submit proposals submitted in response to this solicitation in English,
unless otherwise permitted by the solicitation, and in U.S. dollars, unless the
provision at FAR 52.225-17, Evaluation of Foreign Currency Offers, is included
in the solicitation.
may submit modifications to their proposals at any time before the solicitation
closing date and time, and may submit modifications in response to an
amendment, or to correct a mistake at any time before award.
may submit revised proposals only if requested or allowed by the Contracting
may be withdrawn at any time before award. Withdrawals are effective upon
receipt of notice by the Contracting Officer.
- Offer expiration date.
Proposals in response to this solicitation will be valid for the number of days
specified on the solicitation cover sheet (unless a different period is
proposed by the offeror).
on disclosure and use of data. Offerors that include in their proposals data
that they do not want disclosed to the public for any purpose, or used by the
Government except for evaluation purposes, shall —
the title page with the following legend:
This proposal includes data that shall not be disclosed
outside the Government and shall not be duplicated, used, or disclosed—in whole
or in part—for any purpose other than to evaluate this proposal. If, however, a
contract is awarded to this offeror as a result of—or in connection with—the
submission of this data, the Government shall have the right to duplicate, use,
or disclose the data to the extent provided in the resulting contract. This
restriction does not limit the Government's right to use information contained
in this data if it is obtained from another source without restriction. The
data subject to this restriction are contained in sheets [insert numbers or
other identification of sheets]; and
each sheet of data it wishes to restrict with the following legend:
Use or disclosure of data contained on this sheet is subject
to the restriction on the title page of this proposal.
Government intends to award a contract resulting from this solicitation to the
responsible offeror whose proposal represents the best value after evaluation
in accordance with the factors and subfactors in the solicitation.
Government may reject any or all proposals if such action is in the
Government may waive informalities and minor irregularities in proposals
Government intends to evaluate proposals and award a contract after conducting
discussions with offerors whose proposals have been determined to be within the
competitive range. If the Contracting Officer determines that the number of
proposals that would otherwise be in the competitive range exceeds the number
at which an efficient competition can be conducted, the Contracting Officer may
limit the number of proposals in the competitive range to the greatest number
that will permit an efficient competition among the most highly rated
proposals. Therefore, the offeror's initial proposal should contain the
offeror's best terms from a price and technical standpoint.
Government reserves the right to make an award on any item for a quantity less
than the quantity offered, at the unit cost or prices offered, unless the
offeror specifies otherwise in the proposal.
Government reserves the right to make multiple awards if, after considering the
additional administrative costs, it is in the Government's best interest to do
with offerors after receipt of a proposal do not constitute a rejection or
counteroffer by the Government.
Government may determine that a proposal is unacceptable if the prices proposed
are materially unbalanced between line items or subline items. Unbalanced
pricing exists when, despite an acceptable total evaluated price, the price of
one or more contract line items is significantly overstated or understated as
indicated by the application of cost or price analysis techniques. A proposal
may be rejected if the Contracting Officer determines that the lack of balance poses
an unacceptable risk to the Government.
a cost realism analysis is performed, cost realism may be considered by the
source selection authority in evaluating performance or schedule risk.
written award or acceptance of proposal mailed or otherwise furnished to the
successful offeror within the time specified in the proposal shall result in a
binding contract without further action by either party.
a post-award debriefing is given to requesting offerors, the Government shall
disclose the following information, if applicable:
agency's evaluation of the significant weak or deficient factors in the
debriefed offeror's offer.
overall evaluated cost or price and technical rating of the successful and the
debriefed offeror and past performance information on the debriefed offeror.
overall raking of all offerors, when any ranking was developed by the agency
during source selection.
- A summary of the
rationale for award.
- For acquisitions
of commercial items, the make and model of the item to be delivered by the
responses to relevant questions posed by the debriefed offerors as to whether
source-selection procedures set forth in the solicitation, applicable
regulations, and other applicable authorities were followed by the agency.
L.4 TYPE OF CONTRACT (APRIL
contemplates award of a cost reimbursement, performance-based type contract resulting
from this solicitation.
It is anticipated that 1 contract award will be
made from this solicitation and that the award is estimated to be made in August
L.5 SINGLE OR MULTIPLE AWARDS
(OCT 1995) (FAR 52.216-27)
The Government may elect to award a single
contract or to award multiple contracts for the same or similar supplies or
services to two or more sources under this solicitation.
L.6 SERVICE OF PROTEST (AUG
1996) (FAR 52.233-2)
- Protests, as
defined in Section 33.101 of the Federal Acquisition Regulation, that are filed
directly with an agency, and copies of any protests that are filed with the
General Accounting Office (GAO) shall be served on the Contracting Officer
(addressed as follows) by obtaining written and dated acknowledgment of receipt
Director, Division of
Agency for Healthcare
Research and Quality
540 Gaither Road
Rockville, Maryland 20850
- The copy of
any protest shall be received in the office designated above within one day of
filing a protest with the GAO.
L.7 POINT OF CONTACT FOR TECHNICAL
The technical contact for additional information and
answering inquiries is the Contracting Officer. All questions regarding this
solicitation shall be in writing and received by the Contracting Officer no later
than June 5, 2008. All questions should be
E-mailed to Jessica Alderton at firstname.lastname@example.org. The subject line should be
marked "Proposal Questions RFP No. AHRQ-08-10032." All questions will
be complied and responses will be provided as an amendment to this
L.9 GENERAL INSTRUCTIONS
The following instructions will establish the acceptable
minimum requirements for the format and contents of proposals. Special attention
is directed to the requirements for technical and business proposals to be
submitted in accordance with these instructions:
Type and General Provisions: It is contemplated that a time and materials
performance based contract will be awarded. In addition to the special
provisions of this request for proposal (RFP), any resultant contract shall
include the general clauses applicable to the selected offeror's organization
and type of contract awarded. Any additional clauses required by Public Law,
Executive Order, or procurement regulations, in effect at the time of execution
of the proposed contract, will be included.
Official and Submission of Proposal: The proposal shall be signed by an
official authorized to bind your (the offeror's) organization. Your proposal
shall be submitted in the number of copies, to the address, and marked as
indicated in the cover letter of this solicitation. Proposals will be
typewritten, reproduced on letter sized paper and will be legible in all
required copies. To expedite the proposal evaluation, all documents required
for responding to the RFP should be placed in the following order:
PROPOSAL: See Technical Proposal Instructions for recommended format (L.10).
Please mark as original or copy.
PERFORMANCE INFORMATION: See Past Performance Information Instructions for format (L.11)
Business Proposal Instructions for recommended format (L.12).
of Technical, Past Performance Information and Business Proposal: The
proposal shall be in 3 parts:
Each of the parts shall be separate and complete in
itself so that evaluation of one may be accomplished independently of, and
concurrently with, evaluation of the other. The technical proposal shall
not contain reference to cost; however resources information, such as data
concerning labor hours and categories, materials, subcontracts, etc., shall be
contained in the technical proposal so that your understanding of the Statement
of Work (SOW) may be evaluated. It must disclose your technical approach in as
much detail as possible, including, but not limited to, the requirements of the
technical proposal instructions.
- Technical Proposal;
- Past Performance Information and;
- Business Proposal.
of Proposals: The Government will evaluate technical proposals in
accordance with the criteria set forth in Section M, Evaluation/Award
of Proposals: The Government reserves the right to reject any or all
proposals received. It is understood that your proposal will become part of
the official contract file.
Elaborate Proposals: Unnecessarily elaborate brochures or other
presentations beyond those sufficient to present a complete and effective
proposal are not desired and may be construed as an indication of the offeror's
lack of cost consciousness. Elaborate art work, expensive visual and other
presentation aids are neither necessary nor wanted.
Act: The Privacy Act of 1974 (Public Law (P.L.) 93-579) requires that a
Federal agency advise each individual whom it asks to supply information: 1)
the authority which authorized the solicitation; 2) whether disclosure is
voluntary or mandatory; (3) the principal purpose or purposes for which the
information is intended to be used; (4) the uses outside the agency which may
be made of the information; and 4) the effects on the individual, if any, of
not providing all or any part of the requested information.
- The Government is
requesting the information called for in this RFP pursuant to the authority
provided by Section 301(g) of the Public Health Service Act, as amended, and
P.L. 92-218, as amended.
of the information requested are entirely voluntary.
collection of this information is for the purpose of conducting an accurate,
fair, and adequate review prior to a discussion as to whether to award a
to provide any or all of the requested information may result in a less than
information provided by you may be routinely disclosed for the following
- to the cognizant audit agency and the General Accounting Officer for auditing;
- to the Department of Justice as required for litigation;
- to respond to Congressional inquiries; and
- to qualified experts, not within the definition of Department employees for opinions as a part of the review process.
the Privacy Act of 1974 (P.L. 93-579, Section 7) requires that the following
information be provided when individuals are requested to disclose their social
Provision of the social security number is voluntary.
Social security numbers are requested for the purpose of accurate and efficient
identification, referral, review and management of AHRQ contracting programs.
Authority for requesting this information is provided by Section 305 and Title
IV of the Public Health Service Act, as amended.
- The RFP does
not commit the Government to pay any cost for the preparation and submission of
a proposal. It is also brought to your attention that the Contracting Officer
is the only individual who can legally commit the Government to the expenditure
of public funds in connection with this or any acquisition action.
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.
L.10 TECHNICAL PROPOSAL INSTRUCTIONS
The technical proposal shall contain an original and nine (9)
copies. The technical proposal described below shall be limited to 100
pages not including resumes or bibliographies, with no less than a 11 point
pitch. Appendices are limited to 100 pages including
all resumes, bibliographies, exhibits and attachments. Resumes or CVs
are only required for key personnel. Brief biographic sketches of other
personnel may be provided. Lengthy proposals and voluminous
appendices are neither needed nor desired as they are difficult to read and
evaluate and may indicate the offeror's inability to concisely state their
- Recommended Technical Proposal
The offeror's proposal should present sufficient information
to reflect a thorough understanding of the work requirements and a detailed
plan for achieving the objectives of the scope of work. Technical proposals
shall not merely paraphrase the requirements of the Agency's scope of work or
parts thereof, or use of phrases such as "will comply" or "standard techniques
will be employed." The technical proposal must include a detailed description
of the techniques and procedures to be used in achieving the proposed end
results in compliance with the requirements of the Agency's scope of work.
Page: The name of the proposing organization, author(s) of the technical
proposal, the RFP number and the title of the RFP should appear on the cover.
One (1) manually signed original copy of the proposal and the number of copies
specified in the RFP cover letter are required.
of Contents: Provide sufficient detail so that all important elements of
the proposal can be located readily.
This should be a one or two page summary outlining the proposed work, your
interest in submitting a proposal, and the importance of this effort in
relation to your overall operation.
- Technical Discussion:
The offeror shall prepare a technical discussion which addresses evaluation criteria
1 through 4 below. The evaluation criteria are as follows:
- Organizational Structure
- Staffing Plan/Personnel Requirements
- Crises and Short Turnaround Response Capability
Performance (See Section L.10)
Technical proposals submitted in response to this RFP shall
address each of the items described below, and shall be organized in the same
manner and within the page limitations specified. Proposals shall be prepared
in single-spaced format, with numbered pages.
- Technical Approach
Offeror shall submit a
narrative which clearly addresses how it plans to successfully perform the
activities as stated in the Scope of Work. This shall include brief
discussions of the planned operational procedures that could be used to
accomplish the SOW tasks successfully and fully.
Within the content of
the narrative, the offeror shall address plans for identifying, utilizing, and
monitoring subcontractors, if any, and consultants. Additionally the Offeror
shall describe methods and plans for generating clear, concise reports on
project activities; and conducting quality control (including problem area
identification and resolution strategies).
demonstrate its ability to perform all SOW requirements through the proposed
use of corporate management and other personnel resources. The Offer shall demonstrate
that its organizational structure and capabilities will address the activities
discussed in the Scope of Work. In doing so, and at a minimum, the offeror
Provide a fully
supported narrative showing offeror's understanding of the requirements in the Scope
of Work from a managerial perspective. (Please Note: this is not a task-by-task
description of the offeror's operational procedures.) The narrative should, at
a minimum, address the following topics:
- Labor skill mix
determination—Explain the skill mix for this project. Has the offeror used
such a labor mix previously? Was it successful in meeting the SOW
selection and assignment—Explain choice of individuals for specific jobs.
Which three subject matter or professional skills areas does the offeror view
as its greatest assets? Why?
- Percentage of
full-time core personnel—If a ratio of less than 70 percent full-time core
staff to 30 percent consultants/subcontractors is proposed, offeror shall
provide a detailed explanation of how the proposed staffing plan ensures that
the work is conducted by individuals with a mastery of the technical
requirements of the Scope of Work.
- Monitoring and
control of services provided—Describe organizational and managerial
strategies for technical quality, responsiveness, cost control, effective and
efficient resource utilization, and compliance with technical requirement and
contract provisions. The offeror should clearly show a proposed system for
management control and quality control.
problems offeror expects to encounter—Describe proposed methods to solve
these problems and demonstrate how similar managerial problems were solved in
- Ability and
flexibility to respond rapidly to changes in budget, priorities, and schedule.
- The existence of
clear lines of authority and delineation of staff responsibilities, and a
description of methods of coordination with, and performance monitoring of, any
IMPORTANT NOTE TO
Government's expectation is that the required full-time equivalent (FTE) staffing for this contract will be in the range of 15.75 to 18.0 FTE annually, which include
program management staff. This staffing range is only a guide. These
potential staffing numbers shall serve as an acceptable staffing range.
The offeror is strongly
encouraged to use the workload contained in Attachment 3 to determine their
respective actual proposed staff.
Offeror shall demonstrate its understanding
of the SOW and workload to construct a rationale, defendable staffing plan that
is fully capable of producing high quality and timely performance of all tasks
in the SOW. To demonstrate this understanding, the Offeror shall:
- Provide a
person-level, organizational chart indicating clear lines of authority,
delineating staff responsibilities, and a plan for organizational backup.
Employees not currently employed by the Offeror will be listed with an asterisk
(*) to denote their status.
- For each person
named for the proposed effort, with the exception of general support personnel,
the Offeror shall provide a list of Federal, State, and other contracts to
which they are currently obligated and the proportion of time committed to
these contracts during the first year of contract performance for this
project. This information shall be provided for subcontractor employees and
consultants as well.
- Provide resumes
for each of the staff referenced in the section above. Resumes shall include the following information:
staffing plan labor category.
as current employee or proposed new hire.
background—include name of school, length of time, degree/certificate.
experience history—include name of employer, period of employment,
description of duties, level of responsibility, and title.
experience the company may wish to present to show the potential of the
candidate—include name of employer, period of employment, description of
duties, level of responsibility, and title.
The proposal shall specify the
project team, including any subcontractors and consultants.
The offeror shall meet
the following personnel requirements for personnel used to fulfill the
requirements of the Statement of Work:
Key Personnel Requirements
The offeror shall submit resumes for key personnel in this
Technical Proposal. Key personnel may not be replaced by the contractor without
the review of the PO and approval of the CO. Key personnel include the Program
Manager and alternates.
The offeror shall include a listing of all proposed project team
staff, subcontractors, and consultants, and provide evidence of their
availability. The listing shall include their proposed job title, and a brief
description of their qualifications and experience. For Team leads, include a
description of their experience in problem solving and conflict resolution,
facilitation of groups working with large quantities of information, and coordination
and management of large- and smaller-scale projects.
The offeror shall provide a Program Manager to conduct overall
management coordination and serve as the central Point of Contact (POC) with
the Government for overall performance of work under this Contract. This
position shall be full-time and shall be located at the Government-provided
Duties shall include serving as the contractor's principal POC
with the CO and PO regarding all contract management matters, providing overall
supervision and direction of all contractor activities and personnel, and
ensuring the successful and timely performance of all contract tasks in
accordance with Government requirements and standards and Section C of the
contract. The Program Manager shall also expect to meet with customers and
partners of AHRQ to investigate and resolve difficulties, and to explain
procedures and requirements, and shall provide oral and written status reports
to the PO.
The Program Manager
shall have at a
minimum, ten (10) years of experience working and managing contracts in
technical areas and: 1) at least three (3) years in the substantive supervisory
positions; and 2) demonstrated skills in organizing and monitoring complex
projects conducted by groups of diverse professionals; 3) and at least five (5) years professional experience in the
integration of health services research, dissemination, and implementation for
a diverse line of health services research findings.
In addition, the proposal should provide the following information
with regard to the Program Manager:
- Describe how the
education and technical experience of the Project Director and other key
technical personnel specifically relate to the Scope of Work.
- Provide length
and currency of the overall education of the Project Director and other key
- Describe the
experience of the proposed Project Director in managing the activities as
stated in the Scope of Work and complex projects that contain such elements as
scheduling projects and providing electronic dissemination support for
projects. This description shall include at a minimum: the size of projects
managed: start-up time required: number of projects managed: problems
encountered: and the resolution of those problems.
- Describe those
projects currently managed. Describe how the management experience of the
proposed Project Director equips him or her to manage a staff which reflects
the diversity of the Scope of Work.
Skills of Staff Required For Performance
The offeror, upon acceptance of its technical proposal, shall
submit complete resumes for its proposed staff and detail the qualifications of
its staff. In general, contractor staff hired shall possess a combination of
the following types of professional experiences, abilities, and knowledge:
and/or editing technical, scientific, and/or health-related documents.
processes and production management under tight deadlines.
development, as well as working as a partner.
materials for a wide-ranging audiences including, but not limited to: for
example the public, consumers, trade associations, and medical facilities.
when scientific research is appropriate for knowledge transfer.
planning and project management methodologies and practice.
evaluation, which may include developing case studies and program
of knowledge transfer, translation, and management and implementation.
clear and concise written and communications.
orally to diverse groups on topics concerning health care, health care
services, and research, and present proposals and recommendations.
scientific research, particularly health and health services research.
and coordinate with multiple stakeholders within programs.
and evaluate program activities in order to develop recommendations designed to
improve the quality, effectiveness, and/or responsiveness of OCKT services.
meetings, design interactive workshops, and orchestrate Web conferences.
rules of editorial style, grammar usage, citation/reference use and style, and
public affairs trends and practices.
issues in the delivery and financing of health care services faced by
stakeholders such as State and local health policymakers, hospital and other
health system administrators, corporate health care purchasers, and clinicians.
Other Personnel Requirements
All personnel proposed by the contractor shall have experience and
be skilled in their proposed positions. All staff, at a minimum, shall have
experience with or be knowledgeable of the AHRQ mission, research areas for
which they are providing support, and software used.
The contractor shall employ persons able to read, write, and
understand English fluently for those positions interacting with Government
personnel in the performance of this Contract, and additionally where English
is necessary to provide a service under this Contract. As required in Section
C-1, the contractor shall also employ persons with Spanish-language
capabilities who can translate English documents into Spanish, speak with
Spanish-language media, and facilitate focus groups in Spanish.
Conduct of Personnel
The contractor shall be responsible for the performance and
conduct of contractor personnel at all times. Personnel employed by the
contractor in the performance of this Contract, or any representative of the
contractor entering AHRQ facilities, shall abide by established rules,
policies, regulations, and procedures (e.g., smoking policies, general
housekeeping requirements, safety requirements, and waste disposal
requirements), and shall be subject to physical checks by the Government as may
be deemed necessary.
Failure to adhere to rules, laws, and directives may result in the
removal of personnel. Such removal of employees does not relieve the
contractor from the requirement to perform Contract tasks in accordance with
the specified performance standards.
Additionally, the Contracting Officer (CO) may require the
contractor to remove from this Contract any employee working under this
Contract for reason of misconduct or security. contractor personnel shall be
subject to removal upon determination by the CO that such action is necessary
in the interest of the Government.
The contractor personnel shall only conduct business covered by
this Contract during periods paid for by the Government, and shall not conduct
any other business (commercial or personal) on Government premises or using
Government supplies, information, and equipment.
Trained Staff Requirement.
In general, the offeror shall provide trained contractor employees
in the use of applicable commercial automated systems and procedures at the
start of the period of full performance. During the Phase-In period and first
performance period, one-time training for AHRQ proprietary, new, or upgraded
automated systems will be provided by the Government
Other forms of training may be provided by the Government at its
discretion. Training for new and upgraded systems will be provided by the
Government as necessary. Contractor employees shall maintain current knowledge
of the AHRQ services for which they are providing support and shall participate
in any training required by AHRQ.
and Short Turnaround Response Capability
It is essential that the
offeror demonstrate that they are able to provide a timely response to requests
for work products of both on-site staff and any off-site staff being used on
special projects. This includes the ability to provide specialized public
affairs and publications support services on a quick turn around basis. Staff
who are off site and are called on to work on special projects should be able
to attend meetings to brainstorm and develop products on a short turnaround
basis, which in some cases may be within a few hours.
The work to be performed under this contract
will require high quality work. It is essential that the offeror demonstrate
the technical ability and subject matter expertise (either in-house or through
subcontracting arrangements) to design and conduct the various types of publications
and public affairs activities identified in the scope of work.
The offeror must also have the ability to
organize and manage resources and personnel effectively. The offeror shall
provide a discussion of directly relevant technical and substantive experience,
including an annotated list of projects and reports as follows:
offeror shall describe their corporate technical experience related to AHRQ and
Federal health care issues and programs and explain how the experience is
relevant to fulfilling the requirements of this proposed contract.
Where previous work for other clients/sponsors
is cited, the offeror shall identify the client/sponsor (including the names of
the Project and Contracting Officers, and their addresses and phone numbers).
offeror shall demonstrate the ability to staff and rapidly begin performing all
aspects of this contract. Specifically, the offeror shall document that
sufficient available staff capacity and subject matter knowledge exists in
order to minimize time and dollars spent for start up and new learning. Of
particular interest is experience in responding to similar tasks/activities from
offeror shall demonstrate its ability to meet the Limitations on Subcontracting
(FAR 52.219-14) Clause which states "At least 50 percent of the cost of the
contract performance incurred for personnel shall be expended for employees of
that concern". Please note: offerors must include all subcontracts and consultants
in calculating the pool for the cost of performance.
L.11 PAST PERFORMANCE INFORMATION
Offerors shall submit the following information in an
original and four (4) copies as part of their proposal for both the offeror and
proposed major subcontractors:
- A list of the last five (5) contracts and subcontracts
completed during the past three years and all contracts and subcontracts
currently in process. Contracts listed may include those entered into by the
Federal Government, agencies of State and local governments and commercial
customers. Offerors that are newly formed entities without prior contracts
should list contracts and subcontracts as required for all key personnel.
Include the following information for each contract and subcontract:
the following information for each contract, subcontract or grant:
of contracting/grant activity
description of Contract/Grant
Officer and telephone number
Manager and telephone number
Contracting Officer, if different from F., and telephone number
of major subcontractors
- The offeror may provide
information on problems encountered on the contracts, grants and subcontracts
identified in (1) above and corrective actions taken to resolve those
problems. Offerors should not provide general information on their performance
on the identified contracts/grants. General performance information will be
obtained from the evaluation forms.
- The offeror
may describe any quality awards or certifications that indicate the offeror
possesses a high-quality process for developing and producing the product or
service required. Identify what segment of the company (one division or the
entire company) that received the award or certification. Describe when the
award or certification was bestowed. If the award or certification is over
three years old, present evidence that the qualifications still apply.
- Each offeror will be
evaluated on his/her performance under existing and prior contracts for similar
products or services. Performance information will be used for both
responsibility determinations and as an evaluation factor against which offerors'
relative rankings will be compared to assure best value to the Government. The
Government will focus on information that demonstrates quality of performance
relative to the size and complexity of the procurement under consideration.
The attached Past Performance Questionnaire and Contractor
Performance Form shall be completed by those contracting organizations listed
in (1) above. The evaluation forms shall be completed and forwarded directly
to the following:
for Healthcare Research and Quality
of Contracts Management
540 Gaither Road
Rockville, Maryland 20850
Evaluation forms must be received by July 1, 2008 in order
to be included in the review process. It is the responsibility of the offeror
to ensure that these documents are forwarded to the Contracting Officer.
L.12 BUSINESS PROPOSAL
The offeror shall submit as part of the proposal a separate
enclosure titled "Business Proposal." The Business Proposal shall include the
Cost/Price Proposal, and Other Administrative Data in accordance with the
proposal shall be submitted in accordance with FAR 15, in a format similar to
the attachment. The offeror's own format may be utilized, but all required
information in Attachment 5 shall be provided.
proposal must contain sufficient information to allow the Government to perform
a basic analysis of the proposed cost or price of the work. This information
shall include the amounts of the basic elements of the proposed cost or price.
appropriate, cost breakdowns shall be provided for the following cost elements.
The estimated cost for all personnel who will be assigned
for direct work on this project shall be included. Give the name, title,
percent of effort or time, salary and fringe benefits for each employee. Salary
increases that are anticipated during performance of a resultant contract
should be proposed as a cost. If escalation is included, state the degree
(percent) and methodology, e.g., annual flat rate applied to a base rate as of
a specific date or a mid-pointed rate for the period of performance. State
whether any additional direct labor (new hires) will be required during the
performance period of this procurement. If so, state the number required and
anticipated date of hire. Also, specify the month and day on which your fiscal
Include description, unit price, quantity, total price,
justification for purchasing or leasing items and the basis for pricing (vendor
quotes, invoices prices, etc.).
The amount proposed for travel shall be supported with a
breakdown which includes purposes, destination, duration, and estimated cost
(transportation and per diem) for each proposed trip. If travel costs are
proposed on the basis of your organization's established travel policy, a copy of
the policy must be provided.
This element should include name(s) of consultant, number of
days, and daily rate. The method of obtaining each consultant, either sole
source or competitive, and the degree of competition or the rationale for sole
source shall be explained.
Subcontractor costs shall be broken down and supported by
cost and pricing data adequate to establish the reasonableness of the proposed
amount. Subcontract cost detail should be similar to the level of detail
provided for the prime contractor, with the same cost elements. Support
documentation should include degree of subcontract competition and basis for
- Other Direct Costs
Any proposed other direct costs shall be supported with
breakdown outlining the separate costs proposed and details supporting the
formulation of the costs proposed. A signed agreement between the offeror and
any personnel other than direct employees that includes dates of employment,
salary, and specific tasks to be performed should be included.
- Indirect Costs
Indicate how you have computed and applied indirect costs,
and provide a basis for evaluating the reasonableness of the proposed rates.
Indicate specific off-site rates for those employees housed at AHRQ, 540 Gaither Road, Rockville, MD 20850.
- Labor-Hour Chart.
Offerors must submit
a consolidated Labor-Hour Chart that displays proposed hours by labor category
for the phase-in period and each performance year, and is consistent with the
Staffing Plan Matrix provided as part of the technical proposal. The prime
contractor and all proposed subcontractor(s) hours must be separately
identified. All phase-in and yearly manning summaries should roll up to a
total program-manning summary for the applicable period. During the technical evaluation process, comparisons are made
between the Staffing Plan proposed in the technical proposal and the Manpower
Chart in the price proposal (raw numbers only) to ensure consistency as to
number and skill levels proposed. The presentation of manpower in both the
technical and price proposals should be in a format to allow this comparison to
be made easily.
Other Administrative Data
and Conditions: The proposal shall stipulate that it is predicated upon
the terms and conditions of the RFP. In addition, it shall contain a statement
to the effect that it is firm for a period of at least 120 days from the date
of receipt thereof by the Government.
Minimum Bid Acceptance
Period (April 1984)
period," as used in this provision, means the number of calendar days
available to the Government for awarding a contract from the date specified in
this solicitation for receipt of bids.
provision supersedes any language pertaining to the acceptance period that may
appear elsewhere in this solicitation.
Government requires a minimum acceptance period of 120 days.
bid allowing less than the Government's minimum acceptance period may be
bidder agrees to execute all that it has undertaken to do, in compliance with
its bid, if that bid is accepted in writing within (i) the acceptance period
stated in paragraph (3) above, or (ii) any longer acceptance period stated in
paragraph (4) above.
to Conduct Negotiations: The proposal shall list the names and telephone
numbers of persons authorized to conduct negotiations and to execute contracts.
is HHS policy that contractors will provide all equipment and facilities
necessary for performance of contracts. Exception may be granted to furnish
Government-owned property, or to authorize purchase with contract funds, only
when approved by the contracting officer. If additional equipment must be acquired,
you shall include the description, estimated cost of each item and whether you
will furnish such items with your own funds.
shall identify Government-owned property in your possession and/or property
acquired from Federal funds to which you have title, that is proposed to be
used in the performance of the prospective contract.
management and control of any Government property shall be in accordance with
HHS Publication (OS) 74-115 entitled, Contractor's Guide for Control of
Government Property" 1990, a copy of which will be provided upon
- Royalties: You shall furnish
information concerning royalties which are anticipated to be paid in connection with the performance of
work under the proposed contract.
You shall list other commitments with the Government relating to the specified
work or services and indicate whether these commitments will or will not
interfere with the completion of work and/or services contemplated under this
Capacity: You shall provide sufficient data to indicate that you have the
necessary financial capacity, working capital, and other resources to perform
the contract without assistance from any outside source. If not, indicate the
amount required and the anticipated source. (Financial data such as balance
sheets, profit and loss statements, cash forecasts, and financial histories of
your organization's affiliated concerns should be utilized.)
Capability: You shall provide acceptable evidence of your "ability to
obtain" equipment, facilities, and personnel necessary to perform the
requirements of this project. If these are not represented in your current
operations, they should normally be supported by commitment or explicit arrangement,
which is in existence at the time the contract is to be awarded, for the
rental, purchase, or other acquisition of such resources, equipment,
facilities, or personnel. In addition, you shall indicate your ability to
comply with the required or proposed delivery or performance schedule taking
into consideration all existing business commitments, commercial as well as
and Certifications: Section K, "Representations and Certifications
and Other Statements of Offerors" shall be completed and signed by an
official authorized to bind your organization. Section K shall be made a
part of the original business proposal.
L.13 SELECTION OF OFFERORS
acceptability of the technical portion of each contract proposal will be
evaluated by an internal review committee. The committee will evaluate each
proposal in strict conformity with the evaluation criteria of the RFP,
utilizing point scores and written critiques. The committee may suggest that
the Contracting Officer request clarifying information from an offeror.
- The business
portion of each contract proposal will be subjected to a cost review,
management analysis, etc.
- Past performance of the
acceptable offerors will also be evaluated. A competitive range will be
determined. Oral or written discussions will be conducted with all offerors in
the competitive range, if necessary. All aspects of the proposals are subject
to discussions, including cost, technical approach, past performance and
contractual terms and conditions. Final Proposal Revisions will be requested
with the reservation of the right to conduct limited negotiations after
submission of the Final Proposal Revisions.
- A final
best-buy analysis will be performed taking into consideration the results of
the technical evaluation, cost analysis, past performance, and ability to
complete the work within the Government's required schedule. The Government
reserves the right to make an award to the best advantage of the Government,
technical merit, cost, past performance, and other factors considered.
Government reserves the right to make a single award, multiple awards, or no
award at all to the RFP.
L.14 PROPOSAL INTENT/APPROVAL FOR CONTACT INFORMATION FOR BIDDERS LIST (go to Attachment 4)
It is requested that if an offeror intends to
submit a proposal to this solicitation that the attached Proposal Intent Form
be completed and returned to the address indicated by the date indicated. The submission
of the intent form is not binding on an offeror to submit a proposal, nor does
the failure to submit the form prohibit an offeror from submitting a proposal.
The purpose is to provide us with an estimated number of proposals to assist us
in our planning and logistics for proposal reviews.
We have added a request to include your contact
information to a bidders list. The bidders list will be provided to interested
offerors for subcontracting opportunities, as part of an amendment to the solicitation.
In order for AHRQ to include your contact information on the bidders list, you
must return the Proposal Intent Form and check the box that grants permission
to add your name no later than the date listed above.
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SECTION M—EVALUATION FACTORS FOR AWARD
of an offeror for contract award will be based on an evaluation of proposals
against three factors and award will be made to that responsible offeror whose
proposal is most advantageous to the Government. The three factors are:
scientific technical merit, cost and past performance. The scientific
technical merit of the proposals will receive paramount consideration in the
selection of the Contractor(s) for this acquisition. Offerors that submit
technically acceptable proposals will then be evaluated for past performance.
Following these evaluations a competitive range will be determined.
evaluation factors, other than cost or price, when combined are significantly
more important than cost or price. However, cost/price may become a critical
factor in source selection in the event that two or more offerors are
determined to be essentially equal following the evaluation of all factors
other than cost or price. In any event, the Government reserves the right to
make an award to that offeror whose proposal provides the best overall value to
the Government. The Government reserves the right to make a single award,
multiple awards, or no award at all.
The Government reserves the right to make an award without
proposals will be reviewed in accordance with the governing regulations and
AHRQ policies and procedures. The technical proposal and past performance
information will be evaluated in terms of the offeror's responses to each of
the evaluation factors. Each proposal will be evaluated on the likelihood of
meeting the Government's requirements. The evaluation will be based on the
technical and administrative capabilities in relation to the needs of the
program, anticipated tasks, and the reasonableness of costs shown in relation
to the work to be performed. The Government reserves the right to make an
award to the best advantage of the Government.
evaluation factors and assigned weights which will be used in the overall
review of the offeror's proposal are outlined below. The technical proposal
shall consist of the responses to evaluation criteria 1 through 4. The offeror
should show that the objectives stated in the proposal are understood and offer
a logical program for their achievement. The following criteria will be used
to evaluate proposals and will be weighted as indicated in establishing a
numerical rating for all proposals submitted. Factors facilitating the
evaluation of each criteria below are referenced in the corresponding criteria
found in Section L of this solicitation:
Evaluation Criteria Weight
Technical Approach: 25
The proposal shall be evaluated on
the completeness, reasonableness, clarity, and feasibility of the approach to
satisfy the requirements of each type of task assignment referenced in the
Scope of Work. The proposal shall also be evaluated on the proposed plans to
perform all of the tasks within the SOW at a high level of quality and
timeliness. The offeror shall demonstrate plans for identifying, utilizing,
and monitoring subcontractors and consultants. The offeror shall be evaluated
on the description of methods and plans for generating clear, concise reports
on project activities; and conducting quality control.
Management Plan: 55
The management plan will be
evaluated on the appropriateness of the organizational structure and management
systems, the management of subcontractors/consultants, the ability to handle
multiple simultaneous tasks with competing needs, the person-hours proposed,
the plan for ensuring availability of adequate staff, and the planned methods for
assuring the successful completion of all tasks. The offeror will be evaluated
on the narrative showing the Labor skill mix determination, personnel selection
and assignment, percentage of full-time core personnel, monitoring and control
of services, managerial problems, ability and flexibility to respond to
changes, and the clear lines of authority and delineation of staff
Plan/Personnel Requirements—30 points
The offeror will be evaluated on
their documented evidence of having an organizational structure with adequate
numbers and the correct types of staff; the appropriate qualifications of
staff; and the clear delineation of roles and responsibilities in relation to
the tasks in the SOW. The offeror shall be evaluated on how well it's proposed
Program Manger meets the educational requirements and experience listed the
RFP. The proposal shall be evaluated on how well the offeror demonstrates the
overall project team's ability to meet the required experience and capabilities
of the RFP. The proposal shall be evaluated on how well it demonstrates the
proposed team leads experience in problem solving and conflict resolution, work
group facilitation, coordination and management of large and small scale
- Crises and
Short Turnaround Response Capability—5 points
The offeror will be evaluated on
their ability to 1) recruit potential staff to assist in the meeting of
fluctuating OCKT workload demands; and 2) provide off-site staff who would be
available for short-term high priority Agency projects that require quick turn
Proposals will be evaluated for the
extent, relevance, and quality of the offeror's organizational/corporate experience
as it relates to the requirements of this publications, public affairs, and
knowledge transfer support acquisition.
The offeror must demonstrate
the technical ability and subject matter expertise (either in-house or through
subcontracting arrangements) to design and conduct the various types of
activities identified in the scope of work. The offeror must also have experience
in organizing and managing resources and personnel effectively.
will also be evaluated on its ability to meet the required 50% cost of
performance of the contract as specified in FAR 52-219-14.
Total Technical Score: 100
(TO BE RATED ONLY
AFTER A DETERMINATION OF TECHNICAL ACCEPTABILITY OF THE OFFEROR'S PROPOSAL,
BASED ON THE ABOVE TECHNICAL EVALUATION CRITERIA)
The offeror's past
performance will be evaluated after completion of the technical evaluation.
Only those offerors determined to be technically acceptable will be evaluated.
Each offeror will be evaluated on its performance under existing and prior
contracts for similar products or services. Performance information will be
used for both responsibility determinations and as an evaluation factor against
which offeror's relative rankings will be compared.
reserves the right to evaluate relevant past performance information not
specifically provided by the offeror.
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 the offeror's record of past
If the offeror or
the proposed employees for the offeror, do not have a past performance history
relative to this acquisition, or past performance not relative to this
acquisition, the offeror will not be evaluated favorably or unfavorably on
this factor. A neutral rating will be determined.
In evaluating past
performance the Government, will consider the offeror's effectiveness in
quality of products or services; timeliness of performance; cost control;
business practices; customer satisfaction, and key personnel past performance.
NOTICE: Past Performance
questionnaires are to be provided to the contracting office NO LATER than the
closing date and time of this solicitation. It is the offeror's responsibility
to ensure that these documents are forwarded to the contracting office.
TOTAL AVAILABLE POINTS: 125
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