Development and Maintenance of an Aged Rodent Tissue Bank

Solicitation / RFP / RFQ

This solicitation, RFP Number 75N98026R00069, is for the "Development and Maintenance of an Aged Rodent Tissue Bank." The objective is to collect, store, and distribute biospecimens (tissues and fluids) from mice and rats from the NIA Aged Rodent Colonies and other NIH-funded programs. Biospecimens will be flash-frozen or fixed and embedded in paraffin to meet various molecular and histochemical protocol requirements. Tissue arrays will also be assembled from paraffin blocks.

• Collection, storage, and distribution of biospecimens (tissues and fluids) from aged rodents.

• Preparation of biospecimens via flash-freezing or fixation and embedding in paraffin.

• Assembly of tissue arrays.

• Compilation of vital statistics information to accompany biospecimens.

• Submission of various reports, including:

  • Semi-Annual Progress Reports
  • Weekly Inventory Reports
  • Vital Statistics Sheets
  • Final Report
  • Summary of Salient Results
  • Section 508 Compliance Report
  • Reporting of Financial Conflict of Interest (FCOI)
  • Annual Utilization/Invention Reporting

• Compliance with Section 508 of the Rehabilitation Act of 1973 for all reports.

• Adherence to NIH policies on reproducibility, rigor, transparency, and data sharing for genomic data.

• Compliance with the 2024 NIH Public Access Policy for publications.

• Proper packaging and labeling of tissue for storage at -80 degrees Celsius and shipping on dry ice.

• Adherence to animal welfare regulations if live vertebrate animals are used.

• Contract Type: Cost-Reimbursement type Completion contract.

• Period of Performance: Base Period: March 15, 2027 – March 14, 2028. Includes four (4) one-year option periods.

• Estimated Cost/Value: Not explicitly stated, but the contract structure includes estimated cost and fixed fee for the Base Period and options.

• Proposals are due by 4:00 P.M. local time on June 22, 2026.

• Offers will be valid for 120 days.

• Proposals must be submitted electronically via the NIH eCPS website.

• Evaluation will be based on Technical Approach and Awareness (40 points), Personnel (30 points), Facilities (30 points), Past Performance, and Cost/Price.

• Technical proposals will be evaluated for understanding of the project, soundness of approach, awareness of protocols, and risk mitigation.

• Cost/Price proposals will be evaluated for reasonableness and realism.

• No set-aside is indicated (marked as "No" in Section A).

• Offerors must be registered in the System for Award Management (SAM).

• The solicitation incorporates numerous FAR and HHSAR clauses by reference.

• Key personnel are essential, and any diversion or replacement requires Contracting Officer consent.

• Offerors must comply with HHS Information and Communication Technology (ICT) accessibility standards.

• Supply chain risk assessment is required.

• Specific instructions are provided for proposal submission, including format and content requirements for technical and business proposals.

Form / Attachment / Pricing Sheet

This document provides instructions for preparing and submitting invoices and financing requests for NIH Cost-Reimbursement Type Contracts (NIH(RC)-1). It outlines the required format, content, and submission process for payment requests.

• Format: Use a self-generated form or Standard Form 1034, ensuring all information from the Sample Invoice/Financing Request is included.
• Number of Copies: As specified in the Invoice Submission Instructions (Section G).
• Frequency: Generally, not more than once every two weeks, with exceptions for small businesses and specific contract types.
• Billing of Costs: Must clearly identify costs from prior periods or those claimed after contract expiration.
• Currency: All NIH contracts are in USD; foreign currency must be converted to USD at actual costs incurred.
• Invoice Identification: Must include specific details like Vendor/Contractor Name, Address, Point of Contact, TIN, DUNS/DUNS+4, Contract Number, Contract Title, and Period of Performance.
• Expenditure Categories: Detailed breakdown required for Direct Costs (Labor, Fringe Benefits, Materials, Consultant Fees, Travel, Subcontract Costs, Other), Indirect Costs, and Fixed-Fee.
• Certification: A "Pursuant to authority vested in me..." certification is required on each payment request.

This document is crucial for understanding how to get paid for work performed under NIH cost-reimbursement contracts. Bidders must adhere to these instructions to ensure timely and accurate payment of invoices and financing requests, avoiding delays or rejections due to non-compliance.

Form / Attachment / Pricing Sheet

This Excel file, "Proposed Costs Worksheet.xlsx", is designed to assist bidders in preparing their cost proposals. It provides a structured template for detailing various cost elements, aiming to streamline the proposal review process and reduce the need for follow-up questions. Bidders are encouraged to modify the spreadsheet to fit their specific circumstances.

• Summary Page: Requires the organization's name and RFP number. Automatically aggregates totals from other cost element pages. Allows entry of the contract start date and is set up for seven contract periods.
• Direct Labor: Offers two worksheets: "Labor - Percent of Effort" (for Universities, Hospitals, Non-Profits) and "Labor - Hourly" (for Commercial Organizations). Bidders can use one or both, but should not list employees on both. Consultants should be detailed on the "Consultants" worksheet.
• Indirect Rates: Provides guidance on calculating indirect rates, including fringe benefits, overhead, and G&A, with a link to further information for organizations without negotiated rates.
• Other Cost Categories: Includes dedicated sections for Materials and Supplies, Professional Travel, Equipment, Consultants, Other Direct Costs, Patient Care Costs, and Subcontracts.
• Supporting Documentation: Instructions emphasize that proposed amounts must be based on current payroll information or equivalent documentation. For unfilled positions, letters of intent or position descriptions are acceptable. Supporting documentation may be requested later.

This worksheet is a critical tool for bidders to structure and present their cost proposals accurately. It outlines the required cost breakdown, provides instructions for different organizational types (e.g., commercial vs. non-profit), and specifies the type of supporting documentation needed for labor and other cost elements. Completing this worksheet thoroughly and accurately is essential for a compliant and competitive proposal.