Inactive 8(a) Set-Aside (FAR 19.8)

Acquisitions and Grants Support Services. The primary objectives of this contract include the following: Provide acquisition and grant support services to OAGS as related to the full spectrum of acqui... Acquisitions and Grants Support Services. The primary objectives of this contract include the following: Provide acquisition and grant support services to OAGS as related to the full spectrum of acquisition activities, in accordance with the IDIQ Contract and Individual Task Orders (ITOs). Ensure contracts, grants and cooperative agreements, and inter-agency agreements are awarded per designated service level agreement (SLA) and in accordance with requisite statutes. Provide program and task order management for the Acquisitions and Grants Support Services IDIQ requirements during the prescribed period of performance. It is the FDA’s intent to award one (1) indefinite delivery-indefinite quantity (IDIQ) contract, with an ordering period of five (5) years and a ceiling of $19,000,000.00. TASK DESCRIPTION(S) TASK 1: PROGRAM AND TASK ORDER MANAGEMENT The Contractor shall provide Program Management (PM) and task order Project Management support for the Acquisition & Grant Services IDIQ requirement. Program Management and Project Management support include the effort to plan, structure, coordinate, schedule, manage, communicate, report, and steward all respective acquisition related work activities throughout the IDIQ period of performance. The Contractor shall provide both IDIQ-level Program Management services and task order-level Project Management services to establish control, management, monitoring, and notification mechanisms for the Acquisition & Grant Support Services requirement. Moreover, the Contractor shall work with the IDIQ CO, CS, and the COR to ensure that tasks stay on track and that milestones are met. Representative activities include, but are not limited to: Administering the IDIQ; Preparing a Task Order Management Plan (TOMP) for each ITO, describing the technical approach, organizational resources, and management controls throughout TO execution; Preparing monthly progress and financial reports, per section 2.1.2; Establishing structured pro-active process to notify the FDA when FDA inputs are required (e.g. acceptance of a CDRL, approval of a decision, change review); Complying with reporting requirements, as tasked; Following escalation procedures for problems, issues, and recommendations, and risks as tasked; Safeguarding information; Managing staff and resources Recruit and onboard staff within two (2) to four (4) weeks upon receipt of the task order, or the departure of existing contractor staff; Ensuring proper on-boarding and exit procedures are followed when Contractor employees start and leave IDIQ contract and/or task orders; o Specifically, conduct and coordinate all on-boarding activities, to include the badging and system access (i.e. PRISM) for all Contractor personnel, in order to ensure Contractor staff members are available to work immediately after IDIQ & task order award. Providing risk mitigation, per section 2.1.4; Conducting and participating in progress meetings, facility meetings, training meetings, performance meetings, program/project reviews, management briefings, stakeholder presentations, demonstration meetings, transition meetings, and COR site visits, and post requirements meetings; Communicate and respond to adhoc data calls & queries. Program Management Plan The Contractor shall provide a final Program Management Plan within 30 calendar days of receipt of the first Task Order, to include: The management approach, organizational structure, organizational resources, and management controls to be used to meet the IDIQ requirements throughout the contract’s period of performance; The process to oversee and manage work activities at the IDIQ level; The process to recruit, train, and retain personnel at the IDIQ level; A communication diagram illustrating all lines of communication between the Government and the Contractor. In addition to the PMP, a TOMP may be requested, as directed. The TOMP may include: Process to oversee and manage work activities at the task order level A schedule that details activities, dependencies, and timeframes for meeting FDA objectives and deliverables; A staffing plan and organizational chart identifying relationships, authorities, and responsibilities; A level three (3) Work Breakdown Structure (WBS) to account for all of the work requirements and activities, as described in the ITO. Specifically, the WBS elements illustrate the sequence and resources required for each work package A description of the management controls that the Contractor shall employ to meet the performance, cost, and schedule requirements, and other areas the Contractor deems relevant and important to the management of the task order; A communication diagram illustrating all lines of communication between the Government and the Contractor. The Contractor shall update the TOMP when re-planning any activities and submit to the assigned IDIQ COR, CS, and CO for approval. Monthly Status Reports (MSRs) The Contractor shall provide a Monthly Status Report (MSR) to the assigned IDIQ COR, CS, and CO incorporating all tasks at a high level and their progress. Within the first 30 calendar days after IDIQ award, the Government and the Contractor shall design and agree upon a standard reporting format and timeframe. At a minimum, unless otherwise specified in the individual task order, each MSR shall contain the following information: The previous month’s activities (completed and in-progress); Deviance from previous month’s planned progress (either positive or negative); The current month’s planned activities (complete and in-progress); Risks and planned mitigations; Status of unfilled positions and actions untaken to fill open positions; Performance and Cost Report (P&CR): the P&CR shall include all recurring and non-recurring costs, cumulative cost, total labor hours, and cumulative labor hours for each task area for the previous month; The status of the action items from any Kickoff Meetings and other follow-on meetings, as appropriate. The MSR must be submitted via email on the third business day of the month to the IDIQ COR, CS and CO Project Meetings As tasked in each ITO released under this IDIQ, the Contractor shall participate in meetings and discussions that support the overall efforts the IDIQ requirement and the task order work activities (e.g. kick-off and task related meetings). The Contractor shall participate in different capacities, such as leading discussions; contributing questions and answers; raising issues, risks, and concerns; and developing and giving presentations. The Contractor shall prepare and track meeting agendas, minutes, issues, risks, and action items as requested by the Government. Meeting minutes shall be of sufficient detail, in order to accurately document meeting date and location, meeting purpose, items discussed, decisions made, attendees, and action items. Representative activities include, but are not limited to: Preparing and distributing agendas to include call-in/teleconference information and review materials. Completing and distributing meeting minutes and action items to meeting participants. Tracking of meeting minutes, action items, and associated materials relating to all meetings / calls. Risk Management The Contractor shall identify and report for resolution to the Government any issues that prevent the Contractor from performing the work activities in any ITO that the Contractor is unable to resolve independently. For each ITO, the Contractor shall document and report the risks and opportunities within a risk registry. The Contractor shall maintain the risk registry and provide it to the assigned IDIQ COR, CS, and CO on request. The risk registry shall contain, at a minimum, unless otherwise specified in the ITOs: Issue Number: a sequential numbering of all issues; Severity: assessment of issue severity i.e., likelihood and consequences (High/Medium/Low) Date Found: – date that issue was identified by the Contractor; Duration: number of days that issue has been open; Status: representing issue status as open or closed. The Contractor shall maintain a complete list of all issues – no issues should typically be deleted from the Contractor’s delivered list; Title: short description of issue; Updated: date for updated status; Details: narrative description of activities that have been completed to resolve issue; Assigned To: identify Government POC or Contractor that is assigned to resolve the issue; Solution or Workaround: description of the actions and activities taken to resolve or mitigate the issue. Delivery Instructions for Deliverables The Contractor shall submit all preliminary, intermediate, and final deliverables in electronic formats (i.e. Microsoft Office and Adobe) to the IDIQ CS, CO, and the assigned COR. Requirements for inspection and acceptance are as follows: The COR or Government POC designated in each task order, will inspect, and accept the services and / or deliverables provided to ensure they meet the requirements detailed in the relevant ITO. The Government will accept products and services only if they conform to all terms and conditions of the IDIQ and each ITO. The Government will provide written notification of acceptance or rejection within ten (10) calendar days of receiving the service / deliverable. The Government will reject non-conforming products and services. The Contractor shall correct any deficiencies within thirty (30) calendar days of when the Government issues the rejection notice. If the Contractor cannot correct the deficiencies within this timeframe, the Contractor shall immediately notify the task order COR of the reason for the delay and provide a proposed corrective action plan within ten (10) calendar days. TASK 2: TRANSITION SERVICES Transition activities take place to efficiently transfer all activities from the incumbent Contractor to the new IDIQ Contractor. As tasked, the Contractor shall develop transition plans and conduct transition activities for task orders issued against this IDIQ vehicle. Transition-In As specified in each ITO, the Contractor shall transition-in and assume the responsibility for activities and duties from the prior (incumbent) Contractor in a manner that does not interrupt or negatively impact OAGS’ mission critical operations and activities. The purpose of the Transition-In requirement is to provide an orderly transition from the prior Contractor. For a period as specified by the ITO, the Contractor shall work with the incumbent contractor to effect a smooth transition of work. Representative activities include, but are not limited to: Develop a Transition-In Plan to ensure full operating accountability and responsibility of the task orders. Familiarize the incoming Contractor staff with FDA acquisition processes and requirements and work with the incumbent Contractor as related to transferring tasks and work activities being performed. Coordinate with assigned COR to obtain access to the required data, Government furnished equipment (GFE), systems / applications, and required training. Participate in Transition-in meetings and other technical exchange meetings and opportunities to facilitate the transfer of information, processes, and data needed to continue the services being performed by the incumbent Contractor. Certify that employees working on the contract have completed their review and understand Acquisition Support Services requirements, documentation, processes, and technical environments prior to the completion of the Transition-in activities. Verify to the COR that all of the Transition-in documents are available Transition-out As specified per ITO, the Contractor shall facilitate the transition-out of contracted activities and services to the Government or, to a follow-on Contractor by the end of the period of performance. As specified by the ITO, the Contractor shall provide support for transition-out activities. During this period, the Contractor shall ensure that no degradation in service or support is experienced, per each ITO. Between the turnover date designated by the CO and the end of the contract period of performance, the incumbent Contractor shall ensure all task order activities are closed-out and provide sustainment support to complete the transition. Representative activities include, but are not limited to: Develop and submit a Transition-Out Plan and Schedule to the IDIQ CS, CO, and COR. Provide the Government with current versions of all documentation (i.e. electronic and hardcopies). Provide the Government with a current inventory of all Government-Furnished Equipment (GFE) and Government Furnished Information (GFI) utilized by the Contractor along with full support in the reconciliation of this inventory. Provide the follow-on Contractor with the ability to “shadow” and participate in technical exchange meetings and opportunities to facilitate the transfer of information, processes, and data needed to continue the services being performed by the Contractor. TASK 3: ACQUISITION SUPPORT As specified per ITO, the contractor shall assist in the day-to-day operations and provide support to OAGS acquisition personnel. This includes but is not limited to, the maintenance of acquisition files; development of documentation for contracts and purchase orders; working as a liaison between FDA program office personnel and vendors; and supporting Contract Specialists and Contracting Officers when necessary. Additional representative activities include, but are not limited to: Provide support and expertise to: Develop Statements of Work (SOWs) and other technical documentation / specifications, in order to ensure that documentation complies with Federal statutes, regulations, FDA staff manual guides (SMGs), and FDA policies; Review plans and specifications for restrictive, subjective, and/or ambiguous requirements and resolves problems and conditions requiring clarification and if needed, appropriate corrective action; Analyze the impact of the current economic climate within the supply, service, construction, IT, and A-E industries for appropriate procurement action. Obtain necessary pre-solicitation approvals and clearances from USDA, OMB, General Services Administration, Department of Labor, Small Business Administration, and other agencies, states, and regulatory authorities. Input assigned requisition data into OAGS’ PSC Workload Module (otherwise known as the Acquisition Tracking System (ATS)) on a weekly basis. Process procurements with various dollar thresholds, size, & complexity; advertising requirements, obtains quotations/proposals from vendors, & analyzes responses; prepare purchase orders, and prepares supporting documentation for the file. Prepare special provisions and clauses; formulate proposal preparation instructions and evaluation criteria for complex contracts; evaluates and rates the proposals of competing offers to recommend how the competitive range should be determined. Provide a full range of contract scheduling, development, administration, and termination services. Maintain current acquisition plans, milestone charts, and related schedules to ensure adequate resources are available to meet the Government need(s). Participate in pre-solicitation planning and coordinating with Government officials to develop a solicitation package, including the design of special provisions and clauses that incorporates the acquisition strategy. Process administration actions to include processing modifications, processing of vouchers/invoices for payment and monitoring contractor progress; Ensure that assigned procurement actions meet the established deadlines as outlined in the OAGS Service Level Agreements (Section 3, Table 2); Maintain and updates various contract files; Perform special assignments and projects as tasked; Complete various procurement reports, monitor accordingly and summarize; Respond to inquiries on the status of various procurement actions; Research various regulatory sources in the fulfillment of assigned requirements; Respond to FDA program office personnel and vendor questions and complaints; Performs related work as required; and Attend training courses as directed and sponsored by the Government. Contract Acquisition Support -- The Contractor shall assist in preparing contract actions per the procedures detailed in Section 2.3, which shall include acquisitions that exceed Simplified Acquisition Threshold (SAT) and task orders/delivery orders issued under existing contracts. The Contractor shall remain in compliance with the FAR, HHS Acquisition Regulations (HHSAR), requisite FDA staff manual guides, and policies that will be specified in each ITO. Additionally, the Contractor shall comply with the Service Level Agreements (SLA) times for contracts, as referenced in Section 3, Table 2. Simplified Acquisition Support The Contractor shall assist in preparing simplified acquisitions per the procedures detailed in Section 2.3, which shall include purchase orders issued up to the SAT and shall include GSA and GWAC orders. The Contractor shall remain in compliance with the FAR, the requisite FDA staff manual guides, and policies, which shall be specified in each ITO. Additionally, the Contractor shall comply with the Service Level Agreements (SLA) times for simplified acquisitions, which can be referenced in Section 3, Table 2 of the solicitation. Interagency Agreement Support The Contractor shall assist in preparing Interagency Agreements (IAAs) which shall include forming agreements with other Federal Agencies to support the creation of formal agreements between the FDA and other agencies. Additionally, this may involve the Government providing or receiving a transfer of funds, provision of services, loan of staff, use of property, facilities, or equipment, or exchange of information. The Contractor shall remain in compliance with requisite FDA staff manual guides and policies, which will be specified per individual task order. Moreover, the contractor shall also abide by the OMB’s Guidance for Grants and Agreement (http://www.ecfr.gov/cgi-bin/text- idx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl). Interagency agreement representative activities include, but are not limited to: Process IAA actions with various dollar thresholds, size, & complexity; obtains & analyzes responses; and prepares supporting documentation for the file; Provide a full range of IAA related scheduling, development, award, administration, and termination services; Maintain and updates various office files and spreadsheets; Perform special assignments and projects to support OAGS leadership; Complete various reports, monitor accordingly and summarize; Respond to inquiries on the status of various IAA actions; Research various regulatory sources in the fulfillment of assigned requirements; Respond to FDA program office personnel and vendor questions and complaints; Performs related work as required; and Attend training courses as directed and sponsored by the Government. The Contractor shall comply with the Service Level Agreements (SLA) times for IAAs, which can be referenced in Section 3, Table 2 of the solicitation. Grants and Cooperative Agreements Support The Contractor shall assist in preparing grant and cooperative agreements actions, in accordance with the Grants Policy Administration Manual (GPAM), requisite FDA staff manual guides, and policies that will be included in each ITO. Moreover, the contractor shall also abide by the OMB’s Guidance for Grants and Agreement (http://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl). Grant and cooperative agreement representative activities include, but are not limited to: Process grant actions with various dollar thresholds, size, & complexity; obtains & analyzes responses; and prepares supporting documentation for the file; Provide a full range of grant related scheduling, development, award, administration, and termination services; Maintain and updates various office files and spreadsheets; Perform special assignments and projects to support OAGS leadership; Complete various reports, monitor accordingly and summarize; Respond to inquiries on the status of various grant actions; Research various regulatory sources in the fulfillment of assigned requirements; Respond to FDA program office personnel and vendor questions and complaints; Performs related work as required; and Attend training courses as directed and sponsored by the Government. The Contractor shall comply with the Service Level Agreements (SLA) times for grants and cooperative agreements, which can be referenced in Section 3, Table 2 of the solicitation. Government Purchase Card Administration Support The Contractor shall assist with the Purchase Card Program. The Purchase Card Program is the preferred mechanism for micro-purchases of $3,500 and below; $2000 for construction subject to the Davis Bacon Act; or, $2,500 for services subject to the Service Contract Act. Purchase Card Administration representative activities include: Conduct various oversight activities including the conduct of data mining and random sampling of the complete purchase file; Assist and support the Issuing of cards and/or convenience check accounts; Provide training and communicate guidance to cardholders and approving officials; Provide guidance on development of OPDIV internal controls, policies, and procedures; Conduct program management as identified in the HHS Purchase Card Directive and FDA internal guidance. The Contractor shall ensure that all Contractor staff members assigned to support the OAGS Purchase Card Program are trained in charge card use and management prior to their appointment. Additionally, the contractor shall comply with the Service Level Agreements (SLA) times for the Government Purchase Card Program, which can be referenced in Section 3, Table 2. TASK 4: CONTRACT CLOSEOUT SUPPORT As tasked per ITO, the Contractor shall provide contract close-out support service. Representative activities include, but are not limited to: Close-out expired contracts above the Simplified Acquisition Threshold, in accordance with FAR Part 4.804 and the current FDA OAGS Closeout Policies; Close-out expired contracts at or below the Simplified Acquisition Threshold, in accordance with FAR Part 4.804 and the current FDA Closeout Policies; Determine the disposition of Government Furnished Equipment and Property (GFE/GFP) addressed in FAR Part 45.603; Confirm all deliveries were accepted and payment received by the vendor; Identify and coordinate de-obligations of excess funds and resolve any related receiving issues; Complete any pricing revisions, if applicable; Ensure all subcontract payments are settled by the prime contractor; Assist in resolving indirect costs on cost type contracts; Review process and status of contract closeout files for quality assurance purposes; Confirm that there are no outstanding value engineering change proposals (VECP); Confirm final patent report is cleared; Confirm final royalty report is cleared; Verify Contractor’s final closing statement is completed; Verify Contractor’s final invoice, if any, has been submitted; Verify Assignments of Claims, if any, are completed; Coordinate financial reconciliation efforts such as cancelling funds, inactive obligations, and using the PRISM Standard Operating Procedures (SOPs) with the COR; and Communicate with program officials (i.e. CORs) assigned to the contract for closeout as necessary to finalize contract closeout. Enter all zero dollar requisitions requesting the closeout of an award in the OAGS PSC Workload Tracking System and updating on a weekly basis until the action is closed. Measure number of closed-out actions on a monthly basis and noted in MSR. CONTRACT CONSTRAINTS The following constraints are applicable to this IDIQ contract: 1. OAGS Service Level Agreements (SLAs) are pertinent to the award of all contractssimplified acquisitions, inter-agency agreements, grants, and the oversight of the Government Purchase Card Program. The Contactor shall comply with the SLAs as denoted in Table 2 below. Please note, these SLAs only apply when OAGS receives and accepts a complete and accurate acquisition package.