Inactive Total Small Business Set-Aside (FAR 19.5)

COMBINED SYNOPSIS / SOLICITATION WORKFORM (1) Action Code: Combined Synopsis/Solicitation (2) Date: 5/12/2021 (3) Year: 2021 (4) Contracting Office Zip Code: 20892 (5) Project Service Code: R499 - SUP... COMBINED SYNOPSIS / SOLICITATION WORKFORM (1) Action Code: Combined Synopsis/Solicitation (2) Date: 5/12/2021 (3) Year: 2021 (4) Contracting Office Zip Code: 20892 (5) Project Service Code: R499 - SUPPORT- PROFESSIONAL: OTHER (6) Contracting Office Address: 6710B Rockledge Drive Bethesda, MD 20892 (7) Subject/Title: Procurement of Transcription Services for the NIDDK Advisory Council (8) Proposed Solicitation Number: NICHD-21-105 (9) Closing Response Date: 5/26/2021 (10) Contact Point: Amber Harris (11) Contract Award and Solicitation Number: TBD (12) Contract Award Dollar Amount: TBD (13) Contract Line Item Number(s): TBD (14) Contractor Award Date: TBD (15) Contractor Name: TBD (16) Description: (Background) (i) “This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.” (ii) The solicitation number is NICHD-21-105 and the solicitation is issued as a request for quote (RFQ). (iii) The solicitation document, the incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-05 effective 3-10-2021. (iv) The associated NAICS code is 561492, Court Reporting and Stenotype Services, and the small business size standard is $16.50. The acquisition is being conducted in accordance with the procedures of FAR Part 12 and FAR Part 13. (v) The Contractor Requirements are listed below: 1.0 PURCHASE ORDER TITLE Procurement of Transcription Services for the NIDDK Advisory Council 2.0 BACKGROUND The NIDDK conducts, supports, and coordinates research on many of the most serious diseases affecting public health. The Institute supports clinical research on the diseases of internal medicine and related subspecialty fields, as well as many basic science disciplines. Established by law and charter, the NIDDK Advisory Council meets three times annually to advise the NIDDK about its research portfolio. The Council discusses broad issues of science policy. Members of the Advisory Council are drawn from the scientific and lay communities, are appointed for 4-year terms, and represent all areas within the Institute's research mission. An important role of the Council is to provide second-level peer review of grant applications that have been scored by scientific review groups. The Council members are an important liaison between the research communities they represent and the NIDDK, which supports each community's research efforts. Meeting minutes are part of the official meeting file for each Council, and all records, including the minutes, must be maintained in accordance with NIH Manual Chapter 1743. The minutes, required by statute to capture the actions of each meeting, must be submitted in the required formatting and language as dictated by the Federal Advisory Committee Act and the Office of Federal Advisory Committee Policy. 3.0 OBJECTIVE The purpose of this request is to procure secure transcription services to capture what is discussed during the three (3) NIDDK Advisory Council Meeting(s) that take place annually. One reporter will take notes on the announcements, scientific presentations, reporting and discussions held during the three (3) NIDDK Advisory Council Meeting(s). The vendor will submit both an electronic version and a hard copy/paper document 10-12 business days post-Council to NIDDK. 4.0 SALIENT / REQUIRED FEATURES AND SPECIFICATIONS The meeting minutes, required by statute to capture the actions of each meeting, must be submitted in the required formatting and language. Meeting minutes are the official record of actions and discussions that take place during the NIDDK Advisory Council Meeting(s), these minutes will serve as a historical reference to past discussions and decisions. Guidelines for how minutes should be captured are provided by the FACA and the Office of Federal Advisory Committee Policy (OFACP). The minutes are part of the official meeting file for each Council, and all records, including the minutes, must be maintained in accordance with NIH Manual Chapter 1742. The minutes of Council meetings must be prepared, reviewed, and certified by the Chair within 90 calendar days of the meeting, per the Federal Advisory Committee Act (FACA). A meeting summary must be prepared within 14 days. The successful vendor will send a court reporter for each meeting, whether the meeting is being held virtually or in person on campus, even within a one-week notice. The court reporter will take notes on the announcements, scientific presentations, reporting and discussions held during the three (3) NIDDK Advisory Council Meeting(s). They will produce a verbatim court reporting, transcription, and science writing services which will be sent electronically and by hard copy delivery within 10-12 business days. The successful vendor’s writers will be qualified to produce verbatim transcription services while adhering to the required guidelines and within the required timeframes indicated above. The vendor’s writers will be required to accurately capture advice and recommendations on policy and program development, program implementation, evaluation, and other matters of significance to the mission and goals of the NIDDK. The accuracy of the minutes, a vital task in this requirement, shall not be compromised. 5.0 TASKS AREAS Independently, and not as an agent of the Government, the contractor shall perform all of the detailed Task Areas listed below: 5.1 Task Area 1 – One reporter will meet virtually (until in-person meetings resume) to capture the meeting minutes for all NIDDK Advisory Council meetings. Reporting may include, but is not limited to, announcements, staff news, reports from NIDDK leadership, updates, discussions, and questions. The Contractor shall be responsible for travel costs once in-person meeting support resumes. 5.2 Task Area 2 - The vendor will send an electronic version of all NIDDK Advisory Council meeting(s) minutes to the Project Officer within 10-12 business days. 5.3 Task Area 3 – The vendor will send a hard copy of all NIDDK Advisory Council meeting(s) minutes to a person designated by the COR within 10-12 business days. 6.0 PURCHASE ORDER TYPE This Purchase Order is to be a firm fixed price. 7.0 INSPECTION AND ACCEPTANCE Inspection and acceptance will be performed at the place of installation/upon delivery of service - National Institutes of Health, NIDDK, 6707 Democracy Blvd, Bethesda, Maryland 20817. (vi) Period of Performance: Base Year: 06/21/2021 – 06/20/2022 Option Year 1: 06/21/2022 – 06/20/2023 Option Year 2: 06/21/2023 – 06/20/2024 Option Year 3: 06/21/2024 – 06/20/2025 Option Year 4: 06/21/2025 – 06/20/2026 (viii) The provision at FAR clause 52.212-1, Instructions to Offerors – Commercial Items, applies to this acquisition. (vii) The provision at FAR clause 52.212-2, Evaluation – Commercial Items, is applicable. Award will be made to the contractor providing the most advantageous quote to the Government. Technical factors, past performance, and price considered with technical factors outweighing price. Specifically, the following technical factors will be evaluated: i. The vendor will be evaluated on their quoted services meeting the specifications under section 4.0 SALIENT / REQUIRED FEATURES AND SPECIFICATIONS (x) FAR clause 52.212-3, Offeror Representations and Certifications – Commercial Items, is applicable. An offeror shall complete only paragraphs (b) of this provision if the offeror has completed the annual representations and certificates electronically via http://www.acquisition.gov. If an offeror has not completed the annual representations and certifications electronically at the System for Award Management (SAM) website, the offeror shall complete only paragraphs (c) through (p) of this provision. (xi) FAR clause at 52.212-4, Contract Terms and Conditions – Commercial Items, applies to this acquisition. (xii) FAR clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Items, applies to this acquisition. Including the following clauses and Prohibitions: i. 52.219-6, Notice of Total Small Business Aside (Nov 2011) (15 U.S.C. 644) ii. 52.219-13, Notice of Set-Aside of Orders (Nov 2011) (15 U.S.C. 644(r)) iii. 52.219-28, Post Award Small Business Program Representation iv. 52.222-3, Convict Labor (June 2003) (E.O. 11755). v. 52.222-21, Prohibition of Segregated Facilities vi. 52.222-26, Equal Opportunity vii. 52.222-36, Equal Opportunity for Workers with Disabilities viii. 52.222-50 Combating Trafficking in Persons ix. 52.223-18, Encouraging Contractor Policies to Ban Text Messaging while Driving x. 52.225-13, Restrictions on Certain Foreign Purchases Additional Clauses: i. 52.232-33, Payment by Electronic Funds Transfer— System for Award Management (Jul 2013) (31 U.S.C. 3332) ii. 52.232-39, Unenforceability of Unauthorized Obligations. iii. 52.222-51, Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, or Repair of Certain Equipment-Requirements (MAY 2014) (41 U.S.C. chapter 67). iv. 52.217-9 Option To Extend the Term of the Contract. (MAR 2000) (xiii) Additional Contract Requirements: None (xiv) The Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable. (xv) Offers shall be submitted via email to amber.harris@nih.gov (xvi) Place of Contract Performance: National Institute of Health, NIDDK 6707 Democracy Blvd Bethesda, Maryland 20817 (xvii) Set-aside Status: This requirement is set aside for small business.