Programmatic and Administrative Support Services

Form / Attachment / Pricing Sheet

This document provides guidance for a Request for Information (RFI) and includes a draft section of Instructions to Offerors related to the Technical Approach. It clarifies that this is for RFI purposes only and no contract will be awarded. Bidders are instructed to use this guidance to formulate concerns or questions regarding the Performance Work Statement (PWS) and evaluation criteria.

• Draft Instructions to Offerors (Technical Approach): Requires proposals to make direct reference to PWS specification paragraph numbers. Technical approaches must clearly demonstrate "how" objectives will be accomplished, not just state intent to comply.
• Specific Technical Approach Requirements: Includes providing a contractor-owned electronic system (with screenshots), general programmatic support, conducting stakeholder meetings, vision setting, pre-application screening, programmatic reviews, reviewer training, and administrative support, all referencing specific PWS sections.
• Transition-In Plan: A 90-day plan is required, detailing tasks for full performance on day one post-transition. This includes obtaining credentials, training, orientation, coordination with government, data transition, hardware/software transfer, asset distribution, and GFE/GFI management.
• Estimated Level of Support: Provides annual estimates for programs (12-30), Funding Opportunity Announcements (FOAs) (50-120), pre-applications (10,000-15,000), full research applications (5,000-10,000), and meetings (1 Vision Setting, 1-2 Programmatic Reviews per program).

This document is crucial for potential bidders to understand the expected technical approach, transition requirements, and the scale of the effort. It guides bidders on how to structure their technical responses and what specific areas to focus on when submitting questions or concerns for the RFI, particularly concerning the PWS and proposal development.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines the requirements for programmatic and administrative support services for the Congressionally Directed Medical Research Programs (CDMRP) and the Defense Health Agency Research and Development (DHA R&D). The contract is for non-personal services.

Key tasks include:

• Meeting Support: Providing comprehensive support for various meetings (programmatic, stakeholder, business), including virtual and in-person formats. This involves coordination, material preparation, facilitation, note-taking, and enforcing conflict of interest (COI) and confidentiality rules.

• Programmatic Support Services: Assisting with funding opportunity announcements (FOAs), responses to RFIs, content review, recruitment and training of panel members, and supporting program cycle activities such as vision setting, pre-application screening, and programmatic reviews.

• General Administrative Support Services: Providing editing support for documents and presentations, assisting with Inquiry Review Panel (IRP) processes, and supporting Defense Technical Information Center (DTIC) submissions.

• Electronic System: Providing and maintaining a secure, contractor-operated, web-based electronic meeting facilitation, scoring, review, and voting system with specific user management, meeting management, evaluation, and document management capabilities.

• Contractor must provide a Quality Control Plan (QCP).

• Deliverables include various reports, meeting summaries, FOA drafts, funding lists, and cost-to-complete reports, with specific timelines outlined.

• Contractor must maintain a secure system meeting accessibility and performance standards (e.g., 99.9% uptime).

• Period of Performance (PoP): Typically 60 months, TBD.

• Place of Performance: Contractor's location or remotely. In-person meeting support required at Fort Detrick, Maryland, and within the National Capitol Region (NCR).

• Transition: Includes a 90-day transition-in period and a 60-day transition-out period.

• Personnel: Contractor personnel require a favorable National Agency Check with Inquiries (NACI) for Common Access Card (CAC) issuance if duties involve physical or remote network access. All personnel must be U.S. citizens and sign an "Acceptable Use Policy" (AUP).

• Security: Work is unclassified. Compliance with HIPAA, Privacy Act, and DoD cybersecurity directives is mandatory. Data protection and breach reporting are critical.

• Travel: Contractor travel within CONUS and NCR is authorized and requires Government approval.

• Government Furnished Property (GFP): Limited GFP will be provided, including facilities (CDMRP conference rooms) and potentially personal laptop computers. Materials are not provided by the Government.

• Training: All contractor personnel require specific cybersecurity, HIPAA, and Privacy Act training.