FOIA ADMINISTRATIVE SUPPORT SERVICES
COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS
General Information
Document Type: Combined Synopsis/ Solicitation
Solicitation Number: CF5319354
Posted Date: 5/10/2019
Original Response Date: 5/26/2019
Current Response Date: 5/26/2019
Product or Service Code: R699
Set Aside: Small Business Set Aside
NAICS Code: 561110
Contracting Office Address
530 Davis Drive
Morrisville, NC 27560
Description
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, "Streamlined Procedures for Evaluation and Solicitation for Commercial Items," as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued.
This solicitation is a request for quote (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2019-01.
The associated North American Industrial Classification System (NAICS) code for this procurement is 561110, with a small business size standard of $7.5 Million.
The NIEHS, Office of Acquisitions at 530 Davis Drive, Morrisville, NC 27560 is seeking to purchase FOIA Administrative Support Services for Office of Communications and Public Liaison.
All interested companies shall provide quotations for the following Services:
STATEMENT OF WORK
1.0. BACKGROUND: The National Institutes of Environmental Health Sciences (NIEHS) is one of 27 research Institutes and Centers that comprise the National Institutes of Health (NIH), part of the U.S. Department of Health and Human Services (HHS). The mission of NIEHS is to reduce the burden of human illness and disability by understanding how the environment influences the development and progression of human disease.
1.1. The Freedom of Information Act is a disclosure statute, and permits public access to government documents and information after the exemption criteria has been applied to the records requested.
2.0. OBJECTIVES: The vendor shall provide an estimated three support services contractors, to allow for the completion of ongoing projects responsive to FOIA requests within the NIEHS Office of the Director, Office of Communications and Public Liaison.
3.0. SCOPE: This is a non-personal services contract to provide the NIEHS Office of the Director with administrative and support services for The Freedom of Information Act (FIOA) Public Liaison within the Office of Communications.
4.0. TASKS: The following Freedom of Information Act administrative support services shall be performed.
4.1. Each contractor shall work from the established case files on each request as directed by the NIEHS FOIA Public Liaison,, to ensure all related documents and records are maintained in an orderly fashion, stored and handled in a secure environment; and that all related documentation is maintained in each electronic file, including but not limited to the initial request, all amendments agreed to, decisions made, written communications, invoice of fees charged, and other information connected with tracking each request until case is finalized.
4.2. Each contractor shall gather, review, and prepare records in accordance with direction provided by the NIEHS FOIA Public Liaison. Primary efforts will consist of identifying records are responsive to FOIA requests by meeting request criteria specified (e.g., within the time period specified, received or sent by individuals specified, including search terms in areas of records specified) and consolidating and organizing responsive records for efficient review.
4.3. Each contractor shall ensure that all NIEHS recordkeeping and disclosure practices are adhered to under the Privacy Act.
4.4. Each contractor shall provide other administrative support assistance to the NIEHS FOIA Public Liaison to help make other FOIA and Privacy processing by federal staff more efficient.
5.0. HOURS OF OPERATION. Each contractor, up to three at any one time due to office space, shall be available to work 40 hours per week, during normal business hours, Monday through Friday, excluding federal holidays.
6.0. PLACE OF PERFORMANCE: Each contractor shall perform all work at the National Institute of Environmental Health Sciences (NIEHS), Office of the Director, Office of Communications and Public Liaison, Keystone Building, Durham, NC 27709.
7.0. PERIOD OF PERFORMANCE: The period of performance shall be one year from contract award date with the option to extend the contract up to an additional two years
8.0. KNOWLEDGE REQUIRED BY THE POSITION:
8.1 Each contractor shall have skills in close reading and comprehension and must be able to complete assignments independently, using sound judgment in applying broad guidelines to specific cases.
8.2 Each contractor shall have the ability to organize casework and present information and ideas in clear and concise terms. Excellent organizational skills, attention to detail, and sound skills in written and oral communication is a must to complete requests and keep NIEHS in compliance with the law.
8.3 Each contractor shall have the skills to efficiently and effectively manage processing of FOIA records for multiple and varied FOIA requests.
8.5 Each contractor shall have the ability to maintain a positive working relationship with co-workers.
9.0. DELIVERABLE SCHEDULE
Upon request, the contractor shall provide documented evidence of any or all work products, including, but not limited to, the following tasks:
Deliverable Description Deliver To
1 Reviews Freedom of Information Act (FOIA) requests to determine records requested.
COR & CO
2 Organizes and maintains records in each electronic case file as directed. COR & CO
3 Gathers, reviews, and prepares records for review by federal FOIA staff. COR & CO
4 Maintains accurate and up-to-date records and files as directed. COR & CO
5 Advises NIEHS FOIA Public Liaison of questions and issues promptly. COR & CO
6 Assists with maintaining the FOIA and Privacy webpages and electronic archiving, as needed. COR & CO
NON-PERSONAL SERVICE STATEMENT.
Contract employees performing services under this requirement will be controlled, directed, and supervised at all times by management personnel of the contractor. The contractor's management shall ensure that employees properly comply with the performance standards outlined in the Performance Evaluation Standard (PES) section. Contract employees will perform independent of and without the supervision of any government official. Actions of contract employees may not be interpreted or implemented in any manner that results in any contract employee creating or modifying federal policy, obligating the appropriated funds of the U.S. Government, overseeing the work of federal employees, providing direct personal services to any federal employee or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the Federal Acquisition Regulation (FAR). The government will control access to the facility and will perform the inspection and acceptance of the completed work.
PERFORMANCE EVALUATION STANDARD (PES)
Deliverable Performance Standard Acceptable Quality Level Method Used/Frequency
1. Reviews Freedom of Information Act (FOIA) requests to determine records requested. On timely basis by established deadline.
95%
Quarterly review
2. Organizes and maintains records in each electronic case file as directed. On timely basis by established deadline.
95%
Quarterly review
3. Gathers, reviews, and prepares records for review by federal FOIA staff. Daily by established guidelines and deadlines.
95%
Quarterly review
4. Maintains accurate and up-to-date records and files as directed. As needed on a timely basis.
95%
Quarterly review
5. Advises NIEHS FOIA Public Liaison of questions and issues promptly. As needed on a timely basis.
95%
Quarterly review
6. Assists with maintaining the FOIA and Privacy webpages and electronic archiving, as needed. As needed by established deadlines.
95%
Quarterly review
Evaluation Criteria
General
Selection of a quoter for contract award will be based on the demonstrated capabilities of the prospective contractors, in relation to the needs of the project, as set forth in the solicitation. Each quoter must document the feasibility of successful implementation of the requirements of the statement of work. Quoters must submit information sufficient to evaluate their quotes, based on the detailed factors listed below.
Evaluation of Options
It is anticipated that any contract awarded from this solicitation will contain option provision(s) and period(s). In accordance with FAR Clause 52.217-5, Evaluation of Options, (July 1990), the government will evaluate quotes for award purposes, by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the government to exercise the option(s).
Technical Evaluation Factors
The evaluation factors are used by the technical evaluation committee when reviewing the technical quotes. The factors below are listed in the order of relative importance. Copying text from the solicitation into a quote will not demonstrate an understanding of the needs of the contract. A detailed description of how each factor will be handled or accomplished is required.
Technical Evaluation Criteria
Factor 1: Ability to provide qualified personnel
A detailed plan stating how the quoter will hire, retain, and provide highly qualified, detail-oriented administrative staff who are able to collectively provide the equivalent of an estimated three full-time administrative support services personnel to perform all the services listed in the Statement of Work. Quote shall include the process for reviewing resumes for the proper skillset, confirming prior employment, and verifying references. Firm will be responsible for all aspects of scheduling their personnel. The contractor will have the following two options when providing personnel who comprise an estimated three full-time administrative support services personnel. Option A: Contractor shall provide the estimated three regular personnel who have comparable standard 40-hour work weeks, each working 8 hours per day between the hours of 7:30 a.m. and 4:30 p.m. (all three personnel collectively providing an estimated 120 hours of administrative support services in a standard week). Option B: Contractor shall provide an estimated three full-time administrative support services personnel via two regular personnel who have comparable standard 40-hour work weeks, each working 8 hours per day between the hours of 7:30 a.m. and 4:30 p.m. AND two regular personnel who have the equivalent of a "job share" - not working at the same time but who collectively work the standard 40-hour work week between the hours of 7:30 a.m. and 4:30 p.m., each of the two working a minimum of two 8 hour days per week (all four personnel collectively providing an estimated 120 hours of administrative support services in a standard week).
Factor 2: Submission of resumes and firm reviews
Submission of resumes, along with firm's reviews, for at least four personnel currently available to work on-site at the NIEHS facility in Research Triangle Park, North Carolina, upon contract award. Resumes and reviews will be evaluated for prior experience as highly qualified, detail-oriented, administrative professionals, with skillsets that meet the requirements under the Statement of Work.
Factor 3: Personnel management approach
A detailed explanation of how the firm will handle any issues that may arise, including inability to perform effectively due to lack of required skills; personal or personnel issues that impact performance of contractor or others around them; inconsistent work hours or needing too much time off; etc. Details shall also include how a position will be filled with 10 business days, with comparably skilled, qualified staff, if a contractor chooses to leave.
Factor 4: Past Performance
• Past performance in providing administrative personnel with the skills set forth in Statement of Work will be evaluated. At least three (3) references are required, including name of company, contact name, and contact information (email or phone number).
• The government will take into consideration source of the information; if the information provided is current and relevant; and general trends in performance.
Include for each reference:
(1) Name of Contracting Organization
(2) Contract Number (for subcontracts, provide the prime contract number and the subcontract number)
(3) Contract Type
(4) Total Contract Value
(5) Description of Requirement
(6) Contracting Officer's Name and Telephone Number.
Evaluation List for Technical Evaluation Criteria
Rating Definition
Outstanding The Quoter greatly exceeds the minimum requirements of the SOW. The technical submission possesses numerous (5 or more) significant strengths (that are not offset by flaws) and no weaknesses, significant weaknesses, or deficiencies. Merits are of significant recognizable benefits to the Government. The risk of unsuccessful contract performance is extremely low.
Good The Quoter exceeds the minimum requirements of the SOW. The technical submission possesses one or more significant strengths (that are not offset by flaws) and no weaknesses, significant weaknesses, or deficiencies. Merits are of recognizable benefits to the Government. The risk of unsuccessful contract performance is very low.
Acceptable The Quoter meets the minimum requirements of the SOW. The technical submission possesses one or more strengths (that are not offset by flaws) and no weaknesses, significant weaknesses, or deficiencies. The risk of unsuccessful contract performance is low.
Marginal The Quoter does not meet or only marginally meets requirements. Significant weaknesses and/or numerous weaknesses and/or a deficiency exists in areas that are important. May be difficult to achieve success or can occur only with increased levels of treasury oversight. The risk of failure is increased. The risk of unsuccessful contract performance is high.
Unacceptable The Quoter failed to meet the minimum requirements of the SOW and has a combination of the following: a deficiency, or deficiencies and/or numerous weaknesses/significant weaknesses. The deficiencies are so significant that a total resubmission is required to adequately address them. The risk of failure is very high.
PRICE: Price will not be assigned an adjectival rating. The Government will evaluate the total price of the quote to determine if the Quoters price is fair and reasonable utilizing price analysis techniques in accordance with the guidelines in FAR Part 13. For a price to be reasonable, it must represent a price to the Government that a prudent person would pay when consideration is given to prices in the market. Normally, price reasonableness is established through adequate price competition, but may also be determined through price analysis techniques as described in FAR 13.106.
The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.
The following solicitation provisions apply to this acquisition:
1. FAR 52.212-1, "Instructions to Offerors-Commercial Items"
2. FAR 52.212-2, "Evaluation - Commercial Items"
3. FAR 52.212-3, "Offerors Representations and Certifications-Commercial Items"
4. FAR 52.217-8, "Option to Extend Services"
5. FAR 52.217-9, "Option to Extend the Term of the Contract"
Offerors must complete annual representations and certifications on-line at http://orca.bpn.gov in accordance with FAR 52.212-3, "Offerors Representations and Certifications-Commercial Items." If paragraph (j) of the provision is applicable, a written submission is required.
The following contract clauses apply to this acquisition:
• FAR 52.212-4, "Contract Terms and Conditions-Commercial Items"
• FAR 52.212-5, "Contract Terms and Conditions Required to Implement Statutes or Executive Orders"
The following subparagraphs of FAR 52.212-5 are applicable:
All quoters shall submit the following: one copy of quote electronically of [insert number of copies and information to be submitted].
All quotations shall be sent to Christopher Fisher, Contract Specialist via e-mail at christopher.fisher@nih.gov.
This is an open-market combined synopsis/solicitation for services as defined herein. The government intends to award a purchase order as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:
The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition.
OR
The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:
Quoter shall list exception(s) and rationale for the exception(s).
Submission of Quotes shall be received no later than 11:00 am, May 26, 2019 via e-mail at christopher.fisher@nih.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).
Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Contract Specialist.
Point of Contact
Christopher Fisher
E-Mail Christopher.fisher@nih.gov
Christopher J. Fisher, Contract Specialist , Phone 984-287-3025, Email christopher.fisher@nih.gov
