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Department of Justice - Office of Justice Program's Peer Review Services


District Of Columbia, United States
Government : Federal
RFQ
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SOURCES SOUGHT NOTICE
U.S. DEPARTMENT OF JUSTICE
OFFICE OF JUSTICE PROGRAMS

Background: The Department of Justice's (DOJ) Office of Justice Programs (OJP) is issuing this SOURCES SOUGHT NOTICE to determine the availability of small businesses (e.g., 8(a), Service-Disabled Veteran-Owned small business, Historically Underutilized Business Zone (HUBZone) Small Business, Small Disadvantaged Business, Veteran-Owned Small Business, Women-Owned Small Business, and Economically Disadvantaged Women-Owned Small Business) for the anticipated requirement titled "Department of Justice - Office of Justice Program's Peer Review Services."


Pursuant to FAR Part 10, the federal government is conducting market research to determine
• What sources exist that are capable of satisfying the requirements listed below,
• The appropriate NAICS code;
• The capabilities of potential contractors,
• The size and status of potential sources, and
• The level of competition


Note: The federal government will not pay for the provision of any information nor will it compensate any respondents for providing this information. This notice is NOT A REQUEST FOR PROPOSAL and in no way obligates the federal government to award any contract. Neither DOJ nor OJP will be responsible for any costs incurred in responding to this announcement.


Description of Required Services


OJP provides federal leadership in developing the nation's capacity to prevent and control crime, improve the criminal and juvenile justice systems, increase knowledge about crime and related issues, and assist crime victims. Through the programs developed and funded by its bureaus and offices, OJP works to form partnerships among federal, state, and local government officials to control drug abuse and trafficking; reduce and prevent crime; rehabilitate neighborhoods; improve the administration of justice in America; meet the needs of crime victims; and address problems such as gang violence, prison crowding, juvenile crime, and white-collar crime.


OJP anticipates awarding a Blanket Purchase Agreement (BPA), or Indefinite Delivery Indefinite Quantity (IDIQ) to provide logistical and administrative support for peer reviews of various OJP competitive grant programs. Task Orders, both fixed-price and time-and-materials, or a hybrid of both, would be issued from the contract vehicle to support individual program grant peer reviews.


The contractor will manage the technical assistance and provide the logistical support required for peer reviews and other peer review-related activities that support OJP's mission. The contractor must be attentive to detail, excel at making logistical arrangements and decisions, and be responsive to OJP's needs. OJP may receive a supplemental appropriation that may increase the number of applications received and increase the peer review workload; therefore, the contractor must have the capability to handle an increase in workload. Additionally, the contractor will be required to coordinate with other OJP contractors and partners to accomplish the tasks required under this order. All OJP peer reviews supported under this order will be conducted using OJP's online Grants Management Systems (GMS) and/or other OJP-approved systems. Therefore, the contractor must coordinate with OJP to obtain training to ensure that peer reviewers and contractor staff have the ability to use the OJP system functionalities.


In general, the required work is associated with various phases and types of peer review, including but not limited to the following:


Peer Review Planning
• Recommending updates to the OJP Peer Review Standard Operating Procedures and updating the OJP Peer Review Standard Operating Procedures upon approval of the recommended changes;
• Recommending updates to the OJP Peer Review Training materials for both internal (OJP employees) and external (peer reviewers) and updating the OJP Peer Review Training materials upon approval of the recommended changes;
• Assisting in the facilitation of the OJP Peer Review Training for both internal (OJP employees) and external (peer reviewers);
• Estimating the budget of the peer review and tracking costs;
• Ensuring that peer reviewer pools meet OJP standards, as identified by OJP;
• Providing reports to analyze peer reviewer lists to improve the pool of reviewers;
• Implementing an outreach strategy to promote diverse panels;
• Managing, maintaining, and upgrading the peer review database;
• Holding kick-off meetings with OJP staff;
• Managing and tracking meeting logistics and schedules;
• Developing automated standard forms and guidance documents;
• Securing qualified peer reviewers, as identified by OJP;
• Generating GMS accounts for the peer reviewers;
• Organizing and facilitating peer review panels;
• Assigning applications;
• Arranging and conducting orientation calls with peer reviewers and recording the calls for playback for missing reviewers; and
• Collecting, tracking, and managing documentation for each solicitation.


Basic Minimum Requirements Review
• Conducting the basic minimum requirement (BMR) review of the applications submitted into GMS;
• Communicating BMR findings to OJP program offices;
• Drafting notices to the applicants that did not pass BMR review; and
• Sending BMR letters through the OJP email system.


Peer Review Formats


OJP program offices may select one of the following types of peer review: teleconference or video teleconference (VTC), in-person consensus meeting, standing review panel, written-only review, or concept paper review. Below are requirements for each of these formats:


Teleconference or VTC
• Securing OJP conference-call or web-based technology;
• Scheduling and facilitating consensus teleconferences or VTCs;
• Ensuring that the peer reviewers and other panel participants submit their Conflict of Interest and Non-Disclosure forms;
• Ensuring that the peer reviewers submit their peer review scores and comments on time;
• Developing initial score reports using the OJP Enterprise Report Tool/Oracle Business Intelligence Enterprise Edition (ERT/OBIEE) system, formatting scores by raw scores;
• Providing reports of reviewer scores and comments; and
• Providing GMS technical assistance.


In-Person Consensus Meeting
• Securing conference rooms at the contractor's site, other federal facility or commercial meeting space;
• Arranging travel and hotel arrangements;
• Scheduling, facilitating and supporting the in-person consensus meeting;
• Ensuring that the peer reviewers and other panel participants submit their Conflict of Interest and Non-Disclosure forms;
• Ensuring that the peer reviewers submit their peer review scores and comments on time;
• Developing initial score reports using the OJP ERT/OBIEE system, formatting scores by raw scores;
• Providing reports of reviewer scores and comments;
• Providing GMS technical assistance; and
• Taking notes.


Standing Review Panel
• Securing conference rooms at the contractor's site, other federal facility or commercial meeting space;
• Arranging travel and hotel arrangements;
• Scheduling, facilitating, and supporting the in-person consensus meeting;
• Ensuring that the peer reviewers and other panel participants submit their Conflict of Interest and Non-Disclosure forms;
• Ensuring that the peer reviewers submit their peer review scores and comments on time;
• Preparing meeting binders;
• Developing initial score reports using the OJP ERT/OBIEE system, formatting scores by raw scores;
• Providing reports of reviewer scores and comments;
• Ensuring that adequate equipment is available to conduct the meeting;
• Providing GMS technical assistance; and
• Taking notes.


Written-Only Peer Review
• Ensuring that the peer reviewers submit their Conflict of Interest and Non-Disclosure forms;
• Ensuring that the consultants submit their peer review scores and comments on time; and
• Providing GMS technical assistance.


Concept Paper Peer Review
• Ensuring that the reviewers submit their peer review scores and comments on time; and
• Providing GMS technical assistance.


Post-Peer Review Activities
• Developing initial and final score reports using the OJP ERT/OBIEE system formatting scores by raw scores, normalized scores, and panel ranking formats;
• Producing redacted tiered score reports and final tier reports;
• Developing funding reports with the final scores;
• Drafting summaries of the strengths and weakness for each application;
• Drafting non-award emails;
• Completing the evaluations of the peer reviewers/consultants;
• Forwarding evaluations regarding peer reviewer and contractor performance for the program offices to complete;
• Ensuring all supporting documentation is uploaded to either GMS or the OJP network for A123 audit purposes;
• Paying the consultants the approved rate per application as defined in OJP policy;
• Responding to various data calls from audits and OJP representatives;
• Send thank you letters via email;
• Send non-award or not-invited letters through the OJP email system; and
• Holding debrief sessions with OJP staff.


Other operational tasks include:
• Weekly/monthly reporting of progress;
• Daily reporting on system statuses;
• Routine meetings on progress;
• Monthly financial reporting; and
• Annual reports to include quality control results.


OJP seeks information on the extent to which small business sources possess all of the necessary qualifications (listed in the Capability Statement Instructions below) to complete this work. In response to this Sources Sought (subject to change) OJP seeks capability statements from small businesses only. The qualifications of large businesses will not be evaluated as part of this Request for Information (RFI).


If OJP releases a solicitation for this requirement, the solicitation would likely be released during the latter part of spring 2015 and the award would be made in summer 2015.


Capability Statement Instructions
In response to this Sources Sought, OJP hereby solicits capability statements from eligible contractors. These statements shall be no longer than four pages (single-spaced, with a minimum of 1-inch margins and 12-point font). Vendors may include no more than five resumes in the appendix. Only resumes for key personnel that would work on the contract are to be included. Each resume should clearly document that individuals have the experience and expertise described below. Each resume should be no longer than four pages. The resumes will not be counted as part of the four page limit for the capability statement.


The capability statement should describe the company's and key personnel's collective expertise and experience in ALL of the following areas:

• Knowledge and experience of federal grant systems and providing logistical and administrative support while conducting program-specific peer reviews for government organizations;
• Experience coordinating hotel logistics for on-site peer review meetings of varying size including coordinating travel arrangements, room reservations, and hotel space;
• Ability to provide, or obtain content expertise on subject matter (i.e. criminal justice grants) in order to contribute to the recruitment of peer reviewers;
• Experience managing a database that includes the intake of PII and an automated approval process;
• Experience collecting, analyzing, and consolidating data received during the peer review process;
• Experience conducting e-reader/teleconference panel meetings and providing prompt payment of peer reviewers for their services;
• Experience and/or ability in redaction of private information of documents to industry standards;
• Ability to comply with Department of Justice information technology requirements as will be provided in the RFQ. The accompanying OCIO memo titled "OJP Contractor IT Security" provides an overview of these DOJ requirements.
• Experience dealing with an increased workload;
• Ability to handle cyclical or seasonal demand while handling various projects at one time;
• Experience meeting stringent peer review quality control standards; and
• Experience adapting database systems.


Additionally, vendors shall:
1. Identify if they are a small, 8(a), Service Disabled Veteran-Owned, or HUB-Zone business;
2. Identify whether their socio-economic status is registered or self-certified if they are an 8(a), Service Disabled Veteran-Owned, or HUB-Zone business;
3. Identify if the vendor is on a procurement vehicle similar to the services mentioned in this Sources Sought Notice and provide the contract number and/or the name of the agency that created that procurement vehicle;
4. Identify their preferred contract type for this potential procurement and why;
5. Identify any inconsistencies or ambiguities in the description of tasks that could be revised;
6. Identify the most appropriate contract vehicle for this potential procurement (e.g. GSA Schedule, ID/IQ, Blanket Purchase Agreement, etc.) and why;
7. Identify the most appropriate NAICS code and why; and
8. Describe, based upon your experience with providing administrative and logistical support for the peer review process, if the Sources Sought, as written, presents any barriers to participation.


Capability statements, questions and comments must be provided in writing.
Written responses to this notice are due no later than 12:00 pm ET on Tuesday, March 18, 2015. Responses shall be submitted electronically toFitzgerald.Escalona@ojp.usdoj.gov. Questions submitted to the Contract Specialist listed within this Sources Sought in writing on March 12, 2015 by 12:00 PM ET may be answered before the closure of this RFI. Responses to all questions submitted by March 12, 2015 will be posted to this notice no later than March 18, 2015.


Contracting Office Address:
810 7th Street, NW, 3rd Floor
Washington, DC 20202


Primary Point of Contact:
Fitzgerald Escalona
Contract Specialist
Fitzgerald.Escalona@ojp.usdoj.gov


Secondary Point of Contact:
Katona Bryan
Contracting Officer
Katona.Bryan@ojp.usdoj.gov


 


 


Fitzgerald V. Escalona, Contract Specialist, Phone 2023073593, Email fitzgerald.escalona@usdoj.gov

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