PREPARE TASK ORDER REQUIREMENTS PACKAGE (STEP 2)

NITAAC controls the Task Order Process through a two-step documentation submission procedure, consisting of the Task Order Requirements Package (TORP) and the Selection Recommendation Document Package (SRDP) (See CHAPTER 5 for a discussion of the SRDP). The TORP is the documentation package that starts the CIO-SP2 task order process. It is intended to provide the information required by NITAAC to verify scope of work, task order type, etc., and the information required by the prime contractors to prepare a proposal in response to the Statement of Work. Customers are encouraged to contact the NITAAC team to discuss projected task order requirements and to obtain guidance in the preparation of complete, acceptable documentation. In addition, the AMO should be involved early in the process, preferably at the time of the TORP submission. This will streamline the process and potentially eliminate complications.

2.1              CUSTOMER PREPARES THE TASK ORDER REQUIREMENTS PACKAGE

The customer prepares and submits a complete TORP to the CIO-SP2 Contracting Officer (CO) at nihcios2@od.nih.gov. The CIO-SP2 CO, or a designated representative, will review the TORP and, if complete, assign a NITAAC Tracking Number within three (3) business days. This NITAAC Tracking Number is required for identification purposes on all correspondence. A complete TORP consists of the information contained in the following paragraphs (See APPENDIX C), preferably transmitted via e-mail, with those documents that require signature faxed to the CIO-SP2 Contracting Officer at the fax number shown in the FOREWORD.

2.1.1        Statement of Work

A complete performance-based Statement of Work (SOW) is essential. CIO-SP2 stresses “solutions based contracting,” as defined in the Clinger-Cohen Act[2]. Thus, the SOW must include an “Objectives” section, allowing the customer to emphasize the desired end-state or performance metric to be achieved.  The contractor evaluation criteria must be developed by the customer and state the relative importance of each criterion.  The SOW should stress contractor qualifications in the evaluation criteria section and, as minimum evaluation criteria for every order, require the assessment of past performance, technical approach, and cost.

2.1.2        Independent Government Cost Estimate (IGCE)

The customer should use an appropriate methodology for arriving at an independent cost estimate.  For example, if a T&M order is anticipated, hourly estimates by labor category may be appropriate. For cost-reimbursable orders, a different method may be more appropriate. Use of historic information is always appropriate. See APPENDIX C for a sample template of an Independent Government Cost Estimate (IGCE).

2.1.3        Point-of-Contact (POC) Information for NITAAC and Contractor use

The customer’s AMO and CO (if these are not the same individual), and the Contracting Officer’s Technical Representative (COTR) are the key contacts throughout the process. The TORP must provide the name, title, address, phone number, e-mail, and fax number for each of these individuals.

2.1.4        Funding Strategy

Funding strategy includes the type(s) of funds, the funding approach (e.g., fully funded or incrementally funded) and a statement of funds availability. This section should also discuss how obligations of the estimated funded amount of the task order would be made. For example, if it is expected that $1,000,000 will be obligated for one year of performance, the funding strategy should include a statement of whether the entire $1,000,000 will be obligated at one time or through a series of task order modifications.

2.1.5        Proposal Instructions

This section includes all the information the prime contractors will need to prepare and submit a proposal. This includes desired contract type (CPAF, CPFF, CS, FFP, T&M), the method of submission (oral, written, e-mail, or combination), the proposal due date, the POCs for questions and proposal receipt, addresses (both e-mail and street address, as appropriate), phone numbers, fax numbers, etc. If a T&M task order is contemplated, the customer must follow the requirements of FAR 16.601. The customer may also include any special instructions that should be highlighted in NITAAC's initial e-mail announcement to the prime contractors.

2.1.6        Special Instructions for Exception to the Fair-Opportunity-to-be-Considered Rule (See Appendix E for Listing of Exceptions)

If an exception to the rule to provide a Fair-Opportunity-to-be-Considered to all prime contractors is used, the TORP should include a justification for the exception.  The Authorized Contracting Officer or other designated agency official in accordance with agency regulations and in compliance with FAR 16.505(b)(2) must sign the exception justification.

In addition to the above requirements, the customer must ensure, in accordance with statutes and Federal and Agency regulations, that required Determinations and Findings have been executed, and that the requirements of ITMRA, GPRA, OMB Circular A-130, and other pertinent statutes/regulations regarding security measures, performance metrics, and architectural standards have been followed.

2.1.7        Lease or Purchase Acquisition Considerations

For leasing acquisitions, customers should consider the minimum requirements outlined in FAR 7.401.  If a requirement contains leasing, a lease purchase justification must be signed by the AMO and provided to the CIO-SP2 Contracting Officer with the TORP.

2.2              SUBMISSION OF THE TORP

The CIO-SP2 contracts are intended to expedite and streamline procurement practices whenever possible. NITAAC encourages submission of the TORP via e-mail. Alternately, submission by express mail or regular mail (to the CIO-SP2 Contract Team at address in the FOREWORD) is also acceptable, although this may extend the order processing time. If a signed document is to be submitted, NITAAC encourages submission by fax of the signature page and the remainder of the document by e-mail.

The methods of submission for TORP information and all other documents, in order of preference, are as follows:

• Download from the NITAAC CIO-SP2 Web site, fill out and return by e-mail

• Fill out and physically return in hard copy form

2.3              VERIFYING NITAAC RECEIPT OF the TORP

If not contacted within three days of TORP submission, the customer should call the NIH CIO-SP2 Contracting Officer to verify receipt and assignment of a Tracking Number. The Tracking Number is the primary means of identifying the customer effort prior to award authorization. All correspondence and interaction with NITAAC will be expedited by referencing the Tracking Number.

NITAAC REVIEW AND POSTING OF REQUIREMENTs (step 3)

NITAAC staff will review the TORP and, if found to be complete, assign a Tracking Number within three (3) days. If not contacted within three days of TORP submission, the customer should call the CIO-SP2 Contracting Officer to verify receipt and assignment of a Tracking Number. The Tracking Number is the primary means of identifying a customer's TORP prior to award authorization.

3.1              PURPOSE OF NITAAC REVIEW

The NITAAC staff will evaluate the package and verify the following items:

• Applicability of the SOW with respect to scope

• Adequacy of the evaluation criteria[3]

• Realism of the IGCE

• Appropriateness of selected contract type

• If applicable, adequacy of the justification used for the exception to the requirements for Fair-Opportunity-to-be-Considered

• A statement that the NIH Processing Fee (of the obligated amount of the task order) will be paid as a separate fixed-price line item on the task order (external customers only)

3.2              FAIR-OPPORTUNITY PROCESS

When NITAAC staff have determined that the TORP is complete and properly documented, NITAAC will notify the customer and then announce the requirement (via e-mail) to eligible CIO-SP2 prime contractors, unless the task meets the requirements for an exception to the “Fair-Opportunity-to-be-Considered” rule. This announcement satisfies the requirement for “Fair-Opportunity-to-be-Considered.”

3.3              EXCEPTION TO THE FAIR-OPPORTUNITY-TO-BE-CONSIDERED PROCESS

Any FAR 16.505-qualified exceptions to the "Fair-Opportunity-to-be-Considered" rule must be signed by the customer's Contracting Officer, or the individual within the customer’s agency who has been delegated that authority in accordance with FAR 16.505(b)(2). If the exception cannot be approved by the CIO-SP2 CO, the CIO-SP2 CO will contact the customer to determine an appropriate course of action, possibly including:

• Requiring further documentation to support the exception

• Returning the TORP to the customer without further action

If the CIO-SP2 CO concurs that the cited exception is justified, an announcement of the SOW to all prime contractors will not be made. Instead, only the prime contractor identified in the justification will be notified of the task order requirement.

PRIME CONTRACTOR(S) PREPARE TASK ORDER PROPOSALS (Step 4)

The CIO-SP2 contract describes the procedures that the prime contractors must follow when proposing on a task order. The prime contractors will generally be allowed five (5) business days at a minimum to prepare and submit written proposals (when written proposals are required); however, more time may be necessary based on the particular task order requirements. The proposal due date shall be set forth in each announcement.

4.1              TECHNICAL PROPOSALS

Oral and/or written technical proposals shall address all requirements of the SOW. (See APPENDIX C). Other items that should be included in the technical proposal (as applicable) include:

• Key personnel and resumes

• Quantities/hours of personnel by labor categories

• Other Direct Costs (ODCs) and rationale

• Notification and request for consent to use new subcontractors

• Labor category qualifications of any new labor categories to be used for the task order

• If any subcontractors are to be used in performance of the task order, a list of those subcontractors, the hours, labor categories and associated costs.

4.2              COST PROPOSALS

An electronic media proposal is always required. This area of the proposal shall include detailed cost/price amounts of all resources required to accomplish the task, i.e., man-hours, equipment, travel, etc. As a minimum, the following data will be provided:

4.2.1        Time & Materials (T&M) and Firm-Fixed-Price (FFP) Proposals

The offeror shall provide an original cost/price proposal to the customer. Identify labor categories and associated hours in accordance with Section B of the contract (Labor Rate Tables) and the number of hours required for performance of the task. Identify hardware, software, turnkey systems, and Other Direct Cost (ODC) Contract Line Items (CLINs) required, including associated elements (e.g., installation, shipping, maintenance, warranty, etc.). The offeror’s cost proposal must include the identification and rationale for all non-labor and ODC cost elements and identify any Government Furnished Property (GFP) and/or Government Furnished Information (GFI) required for task performance.

4.2.2        Cost-Plus-Fixed-Fee (CPFF), Cost-Sharing (CS) and Cost-Plus-Award-Fee (CPAF) Proposals

Note: The loaded burdened labor rates in Section B of the contract do not apply to CPFF, CS and CPAF Task Orders. The offeror shall provide an original cost proposal to the customer. Cost proposals shall identify all proprietary data. CPFF, CS and CPAF cost proposals must include, as a minimum, all direct costs (including an explanation of labor categories and hours proposed, with associated costs clearly delineated), indirect costs, ODCs, travel (if applicable), Facilities Capital Cost of Money (FCCOM), if applicable, and fee displayed in a manner that clearly describes the development of the contractor's cost proposal.

4.3              NO RESPONSE

If a prime contractor is unable or otherwise cannot perform a requirement, a NO RESPONSE must be made to the task order proposal request. All NO RESPONSES shall include a brief statement as to why the prime contractor has elected to forego the opportunity (e.g., Conflict of Interest, etc.). The NO RESPONSE may be a simple e-mail message addressed to NITAAC and the customer POC.

CUSTOMER REVIEW OF PROPOSALS AND PREPARATION OF SRDP (Step 5)

The customer evaluates the prime contractors’ proposals, performs a Best Value analysis and selects the prime contractor that provides the best value. As the second step of the documentation submission procedure, the customer prepares a complete Selection Recommendation Document Package (SRDP) to be faxed/sent to the CIO-SP2 Contracting Officer for approval of the TO award.

5.1              EVALUATION AND DISCUSSIONS

The customer will evaluate the prime contractors’ written and/or oral technical proposals and written cost proposals. If initial evaluation shows differences between the SOW requirements and an otherwise acceptable prime contractor's proposal, discussions between the customer and prime contractor will be necessary. Discussions may range from informal meetings that discuss minor discrepancies on the technical approach, to formal multiple prime contractor negotiations. Prime contractors shall be treated equitably and fairly during this evaluation process.

5.1.1        Best Value Analysis

After evaluation and any discussions, the customer will perform a Best Value analysis of the information contained in the proposals using the stated evaluation criteria. Based on the results of the evaluation, it is ultimately the customer's responsibility to select the prime contractor that can provide the Best Value to the Government.

5.1.2        Proprietary Information

The customer is responsible for ensuring that proprietary information contained in a prime contractor’s proposal is protected from unauthorized disclosure. It is the prime contractor’s responsibility to ensure that all proprietary information is appropriately marked.

5.2              SRDP CONTENTS

After completion of the evaluation, discussions, if any, and Best Value analysis, the customer prepares a complete Selection Recommendation Document Package (SRDP) to be sent to the CIO-SP2 CO for approval of the task order for award. The SRDP includes the information contained in the following paragraphs.

5.2.1        Selection Recommendation Document

The Selection Recommendation Document describes the selection process and serves as evidence that the “Fair-Opportunity-to-be-Considered” rule was applied, unless an exception was taken under FAR 16.505(b)(2). It includes the following:

     5.      A statement indicating whether announcement of the task order requirement was made to all prime contractors eligible for receiving an award for the task requirement or if an exception to the "Fair-Opportunity-to-be-Considered" rule was cited in the TORP (cite the exception used).

     6.      The selection criteria/methodology used to evaluate the competing prime contractors.

     7.      The results of the evaluation.

     8.      The rationale for the recommendation of the task order awardee, including a summary of any negotiations conducted, a listing of subcontractors proposed and accepted, if applicable, cost/price analysis and best value analysis.

     9.      The total dollar amount, the funded amount and the obligated amount of the award, and the date of the final, accepted proposal.

    10.  A statement of how the funded amount is to be obligated, e.g., if a $1,000,000 task order is to be awarded, whether the total amount will be obligated with the order, or whether the obligations will be made over a period of time encompassing several task order modifications. (This explanation should be specific in order that the CIO-SP2 Contracting and Financial Team can maintain accurate tracking of the order and fee amounts.)

     11.  The signature of the AMO.

5.2.2        NIH Processing Fee (external customers)

The SRDP must contain a statement identifying NIH’s processing fee amount as a separate firm fixed price item that will be paid upon the first invoice from the prime contractor. See section 5.3 for a more complete discussion of how to pay this required processing fee.

5.2.3        Copies of All Proposals

Copies of all proposals received in response to a task order announcement should be submitted to the CIO-SP2 with the SRDP.

5.2.4        SOW Updates or Changes Since Submission of the TORP, If Applicable

If applicable, updates or changes to the SOW or TORP since original submission should be submitted to the CIO-SP2 CO to update the documentation.

5.3              NIH PROCESSING FEE PAYMENT METHOD (External Customers)

The following paragraphs describe how the customer pays the NIH Processing Fee.

The only method of payment of the NIH Processing Fee is directly through the prime contractor. Therefore, the customer’s agency must perform the following tasks when placing an order:

     1)      Obtain a CIO-SP2 Task Order Authorization Number. (This number is provided by the CIO-SP2 CO at the time the NITAAC Approval Letter is released. A new number must be obtained for each new task order.)

     2)      Send the funding document/order that includes a separate FFP line item for the NIH Processing Fee and the CIO-SP2 Task Order Authorization Number to the selected prime contractor. Primes have been directed to reject orders and/or modifications received with a missing or incorrect NIH fee.

     3)      Send a copy of the funding document/order to the CIO-SP2 CO at the address provided in the FOREWORD.

     4)      The prime contractor will bill for the NIH processing fee on the first invoice. The prime contractor must remit the fee to the NIH within the same month that the monthly sales report containing the information regarding payment of that invoice is submitted to NITAAC.

     5)      If the funded (approved) amount of the order is not to be totally paid with the first phase of the task order, the NIH processing fee should be calculated on the amount obligated against that task order. Future task order modifications that continue to obligate up to the funded amount must include the proper amount of the total NIH processing fee. The NIH approval letter should contain the amount of the fee that is expected to be paid, based on the information the customer provides in the SRDP (see section 5.2.1).

5.4              PROCEDURES UNIQUE TO NIH INTERNAL CUSTOMERS

Since the only NIH processing fee is associated with a Service and Supply Fund automatic charge, NIH customers need to ensure that the appropriate CIO-SP2 Task Order Authorization Number appears in the Administrative Data Base (ADB) Record of Call Screen in the "Remarks" field.

5.5              SRDP SUBMISSION

In all cases, whether the "Fair-Opportunity-to-be-Considered" rule was followed, or whether an exception is cited, the Selection Recommendation Document must be signed by the AMO of the customer organization. The customer's AMO will verify by his/her signature that the evaluation and best value decision were conducted fairly and in accordance with existing regulations, and with these Guidelines.

SRDP documentation should be submitted via e-mail whenever possible, concurrently with faxed copies of documents requiring signatures. The customer should ensure that all documents reference the NITAAC Tracking Number.

NITAAC REVIEW AND APPROVAL TO AWARD TASK ORDER (Step 6)

Upon receipt of the SRDP from the customer, the NITAAC team conducts a review to ensure that administrative and regulatory requirements have been met, that the SRDP has been adequately documented, that proper evaluation procedures were followed and documented, and that fair treatment was provided during the evaluation process.

6.1              NITAAC APPROVAL LETTER

Upon completion of the review, NITAAC will provide the customer with a NITAAC Approval Letter authorizing the customer to issue an order to the selected prime contractor. (A hyperlink to a sample Approval Letter is provided in APPENDIX C.) NITAAC will also provide a copy of the NITAAC Approval Letter to the prime contractor. The NITAAC Approval Letter will document NITAAC's concurrence with the SRDP and identify the following elements of the award:

• The prime contractor to be awarded the order

• The CIO-SP2 Task Order Authorization Number to be used on the customer order

• The order value

• The amount of the NIH Processing Fee (external customers)

6.2              AWARD ANNOUNCEMENTS

NITAAC will announce the award decision to all prime contractors. This includes awards made under one of the exceptions to the “Fair-Opportunity-to-be-Considered” rule.

6.3              DEBRIEFINGS

If a non-selected prime contractor has questions as to why it was not selected for a task order award, the prime contractor should contact the AMO. The AMO and the non-selected prime contractor may discuss the reasons why that prime contractor was not selected; however, the AMO may not (1) discuss other prime contractors’ proposals, (2) compare prime contractors' proposals, or (3) allow the non-selected prime contractor access to the SRDP.

6.4              PROTESTS

No protests are authorized in connection with the issuance or proposed issuance of a task order, except for a protest on the grounds that the order increases the scope, period, or maximum value of the contract. However, under FAR 16.505(b)(4), prime contractors may contact the customer-designated contract ombudsman with complaints on specific task orders on this contract. The ombudsman will review all complaints and ensure that all prime contractors are offered a "Fair-Opportunity-to-be-Considered", consistent with this regulation, the contract, and the ordering guide. The designated NIH ombudsman for this contract is:

Senior Advisor to the Deputy Director for Intramural Research and
NIH Competition Advocate for Station Support
Building 1, Room 140
9000 Rockville Pike
Bethesda, MD 20892

CUSTOMER PREPARES THE TASK ORDER (Step 7)

Once the NITAAC Approval Letter is received, the customer prepares the appropriate funding document/order. The original of the funding document/order is sent to the prime contractor. The customer must provide a copy of the funding document/order to the CIO-SP2 CO within 5 days of task order award. The order must contain the NIH processing fee (external customers only) as a separate FFP line item, regardless of overall order type. The processing fee is based on the obligated amount of the funding document/order. The fee is billed by the prime contractor on its first invoice. The order must also contain the CIO-SP2 Task Order Authorization Number (For NIH internal customers using the Record of Call mechanism, this number is placed in the ADB Record of Call Screen under the “Remarks” field). At a minimum the order must contain the following:

• CIO-SP2 Task Order Authorization Number

• Order date

• Customer Order Number

• Point of Contact for Billing Purposes

• Funded Amount and the Amount of Funds Obligated Under this Task Order

• Appropriation/funding citation

• Identification of the NIH Processing Fee as a separate FFP line item. (Applies to external customers)

• The Statement of Work (note - the prime contractor's proposal may be referenced, if desired)

• Billing Address and Delivery Address

• Period of Performance

• Signature of the AMO (external customers only). The NIH AMO must print-review the Record of Call, and ensure that the CIO-SP2 Task Order Authorization Number appears in the ADB Record of Call Screen under the "Remarks" field.

7.1              PRIME CONTRACTOR IMPLEMENTS TASK ORDER (Step 8)

The prime contractor is authorized to start work upon receipt of a copy of the NITAAC Approval Letter and the funding document/order from the customer.

The definitions in this section reflect NITAAC's interpretation of terms and concepts used in the CIO-SP2 guidelines.

Accountable Management Official (AMO) - The individual within the customer's organization (whether NIH or external), who is authorized to obligate or expend the Government funds. This individual has the authority to bind the Government to the extent of the authority delegated to him/her. The dollar threshold set forth in the individual's delegation may not be exceeded. The AMO is typically a Contracting Officer, if the customer chooses to issue orders locally (i.e., through its own agency channels). Only when a local contracting office is not available, the AMO may be a project official who must be given authorization by his/her agency to direct the transfer of funds to the designated contracting office.

Best Value Analysis –In accordance with FAR Part 15.101, the analysis of technical and cost proposals to determine which proposal offers the best trade-off between price/cost and performance, where quality is considered an integral performance factor.

CIO-SP2 Task Order (TO) Authorization Number - This is the number that NITAAC assigns to a task order once the Selection Recommendation Document Package (SRDP) has been approved. It is provided to the customer (with a copy to the prime contractor) via the approval letter. It must appear on the customer's funding document/order. In the case of NIH Records of Call, the CIO-SP2 Task Order Authorization Number must appear in the description block of the Record of Call. The prime contractor shall not accept any orders without this number.

Contracting Officer Technical Representative (COTR) - The individual appointed by the AMO who serves as the principal point of contact between the customer, the task order prime contractor and NITAAC. This individual provides technical direction to the task order prime contractor.

Contract Type: Time and Materials (T&M) -The acquisition of supplies or services on the basis of: (1) direct labor hours at specified fixed hourly rates that include wages, overhead, general and administrative expenses, and profit and (2) materials at cost, including, if appropriate, material handling costs as a part of material costs.

A T&M Task Order may only be used when it is not possible at the time of placing the order to estimate accurately the extent or duration of the work or to anticipate costs with any reasonable degree of confidence. This contract type places maximum risk on the Government. The customer must follow the requirements of FAR 16.601.

Contract Type: Cost Reimbursable - Contracts that provide for payment of allowable incurred costs to the extent prescribed in the contract. There is an estimate of the total costs for the purpose of obligating funds and a ceiling that the prime contractor may not exceed (except at its own risk) without approval of the contracting officer.

(i) Cost Plus Fixed Fee (CPFF) -A cost-reimbursement contract that provides for payment to the prime contractor of a negotiated fee that is fixed at the inception of the contract.

(ii) Cost Plus Award Fee (CPAF) (typically greater than $2 million) - A cost-reimbursement contract that provides for a fee consisting of (a) a base amount (which may be zero) fixed at the inception of the contract and (b) an award amount, based upon a judgmental evaluation by the Government, sufficient to provide motivation for excellence in contract performance. Award fee evaluation criteria must be specified in the TORP.

(iii) Cost Sharing- A cost-reimbursement contract in which the contractor receives no fee and is reimbursed only for an agreed-upon portion of its allowable costs.

Note: (i) and (ii) above require that the fee shall not exceed the applicable, FAR- cited statutory percentage limitation of the estimated cost, excluding fee (see FAR 15.404-4(C)(4)(i)(C).

Contract Type: Firm-Fixed-Price (FFP) - A firm fixed price contract provides for a firm price that is not subject to any adjustment on the basis of the prime contractor's cost experience in performing the contract. This contract type places maximum risk on the prime contractor. It also provides maximum incentive for the prime contractor to control costs and perform effectively.

Customer - This term includes personnel in both NIH ordering activities and in all other Federal Agencies. The term "external customer" means any customer agency that is not a part of the NIH.

“Fair-Opportunity-to-be-Considered” Rule - All prime contractor teams (primes and their designated subcontractors) are considered to possess the basic qualifications for success in those information technology task areas of the contract awarded to them. Therefore, the statutory and regulatory requirement for "Fair-Opportunity-to-be-Considered" will be deemed to have been met by the announcement (through the designated Internet Web site or e-mail) of all task orders that do not fall under one of the exceptions at FAR 16.505(b)(2). See APPENDIX E for the exceptions. Each task order will be evaluated, at a minimum, on selection criteria, which include past performance, technical/management approach, and price/cost.

Awarded/Funded/Obligated:

• Awarded Amount: The dollar amount of the task order over the life of the order, e.g., includes incremental funding and optional dollar amounts.

• Funded Amount: The total amount of monies to be obligated in a fiscal year. This amount may be spread over several task order modifications, each containing a portion of the funded amount as the obligation of that particular task order modification.

• Obligated Amount: The dollar amount of the task order. This may or may not equal the funded amount, depending on how the agency determines to allocate the funded amount over the fiscal year.

Funding Document/Order Number - This is the unique customer number identifying the Funding Document/Order. The funding document/order also must cite the CIO-SP2 Task Order Authorization Number and must include the proper processing fee as a separate FFP line item, where appropriate.

Loaded Hourly Labor Rates – Loaded Hourly Rate is defined as the direct hourly rate along with the appropriate load factors, inclusive of profit.  Load factors include such items as overhead, fringe benefits and general and administrative (G&A) expense.

FFP Orders - The contractor estimates the quantity of hours required for the effort to arrive at the firm fixed price of the labor portion of the order. ODCs are computed separately (using the ODC multiplier) and added to the labor price to arrive at the order's total FFP. No post award accounting of hours expended or personnel qualifications are required.

T&M Orders - The prime contractor is reimbursed at the applicable rate for each hour of effort delivered. Personnel must meet the minimum qualifications of the labor category against which they are billed. ODCs are computed separately.

NIH Processing Fee - This is the fee that NITAAC receives for processing a task order or task order modification to award and is intended to cover the costs associated with the solicitation, award, and administration of contracts under CIO-SP2.

NITAAC Approval Letter- A memorandum signed by the CIO-SP2 Contracting Officer authorizing approval of the selected prime contractor and providing the CIO-SP2 Task Order Authorization Number and processing fee information.

NITAAC Tracking Number - This is the number assigned by NITAAC at the beginning of step one of the task order award process. Both NIH and external customers use it. It is required for internal tracking of the task order until SRDP approval is provided and a CIO-SP2 Task Order Authorization Number is assigned.

Prime Contractor - Contractors holding a CIO-SP2 IDIQ contract awarded by NITAAC. Only prime contractors may receive task order awards from customers. Each prime contractor leads a team of subcontractors that may perform work on a customer's order, but it is the prime contractor with whom the Government maintains a contractual relationship.

Selection Recommendation Document Package (SRDP) - The documentation, which includes a discussion of the evaluation process and the rationale for award, copies of all proposals, checklist and signature by the AMO. These orders may be funded fully in the first year, funded by options, or incrementally funded.

Task Order Requirements Package (TORP) - The complete documentation prepared and submitted by the customer (both NIH and external) to initiate a task order request.

The CIO-SP2 contract provides Information Technology hardware, software, systems, and services in support of IT solutions within NIH and other Government Agencies. Task orders will be written for support and services in nine primary task areas. Listed below is a definition of each task area. These are quoted from the CIO-SP2 Section C.

B.1             Contract and Task Order Management

Contract and task order management is a mandatory element for all task orders placed under the CIOSP2 contract.  The objective of contract and task order management is to provide the program management, project control and contract administration necessary to manage a high volume, multiple contract type task order process for a large, diversified team so that the cost, schedule and quality requirements of each order are tracked, communicated to the government, and ultimately attained. The use of commercially available automated tools (for example – a LAN or Web based contract task management system) and the application of expertise on processes and metrics that support task order management are encouraged to achieve the above objectives. The objective of the tools is to provide quicker access, improved accuracy, and enhanced accessibility for contractors/clients, real-time monitoring of status/deliverables, tracking the quality of work products and gauging overall customer satisfaction.

B.2             TASK AREAS

B.2.1       Chief Information Officer (CIO) Support (Task Area 1)

Numerous laws, regulations, and policies have been enacted in the last several years to include the Paperwork Reduction Act, the Computer Security Act, Presidential Decision Directive (PDD) #63, Government Performance and Results Act (GPRA), and the Clinger-Cohen Act. In particular, the Clinger-Cohen Act of 1996 (P.L. 104-106, Division E-Information Technology Management Reform, Title LI-Responsibility For Acquisitions Of Information Technology) established the Chief Information Officer (CIO) position in federal agencies. The objective of CIO Support is to provide support to CIO’s in the implementation of these laws, regulations, and polices.

New CIO practices have evolved as they work to implement these laws, regulations, and policies. A non-exhaustive list of examples of the type of work to be performed under this task area is:

     (a) Agency Information Technology Architecture (ITA) Support

     (b) Program Analyses (including Cost/Benefit Analysis and Cost Effectiveness Analyses)

     (c) Grants Management and Administration Application

     (d) Market Research

     (e) Total Cost of Ownership (TOC) Studies

     (f) Stakeholders Analyses

     (g) A-76 Studies

     (h) Workforce Management

     (i) IT Organizational Development

B.2.2        Outsourcing (Task Area 2)

The objective of the outsourcing task is to provide the information technology (IT) infrastructure and IT services required to assume management of government IT resources and IT business functions. A non-exhaustive list of examples of the type of work to be performed under this task area is:

     (a) Program Management

     (b) Transition Planning

     (c) Management of Call Centers

     (d) Hardware and Software Configurations

     (e) Network Operations and Web Management Support

     (f) Leasing of Hardware and Software

     (g) Tools and Applications (including Application Service Provider)

     (h) Infrastructure Networking

     (i) Capacity Management

     (j) Data Base Administration and Data Storage Management

     (k) Backup and Recovery Services System Console Operations

     (l) Production Control

     (m) Mission Management Support

     (n) Information Assurance

     (o) Hardware/Software Maintenance

     (p) Asset Management

     (q) IT Acquisition Management

     (r) Technology Infusion

     (s) Desktop Computing as a Unified Service

     (t) Managed IT Services Support

     (u) IT Impact Analyses

     (v) Workflow Management

     (w) ISO 9000 Analyses and Implementation Support

     (x) Business Processes

     (y) Solution Leasing

B.2.3       IT Operations and Maintenance (Task Area 3)

The contractor shall provide IT operations support and maintenance procedures for IT systems. A non-exhaustive list of examples of the type of work to be performed under this task area is:

     (a) Operational Support

     (b) Software Support

     (c) Network/Hardware Support

     (d) Technical Support

     (e) LAN/WAN/MAN

     (f) Telecommunications (Data, Voice, Images, including Wireless)

     (g) Help Desk/IT Assistance Hotline

     (h) IT Service Management

     (i) Network Management

     (j) System Management

     (k) Asset Management

     (l) Electronic Software Distribution

     (m) Electronic Software Licensing Services including license: deployment, management, tracking, upgrading, etc.

     (n) IT Maintenance

     (o) Web Technology

     (p) Client/Server Operations

     (q) IT Training

     (r) IT Operation and Maintenance Planning

     (s) Server Consolidation

     (t) Office Automation Software Support

     (u) Organizational Change Management Support

      (v) IT Logistics Support

The contractor shall operate and maintain IT systems at current vendor release levels or government-off-the-shelf (GOTS) applications software upgrades. Operations and maintenance on IT systems shall include all software and hardware associated with mainframe CPU's, PC-client/server, network-backbone-front end processors and all networks (MILNET, NIPRNET, SIPRNET).

B.2.4       Integration Services (Task Area 4)

The objective of integration services is to improve business practices by analysis of the process, and applying information technology components. System integration encompasses all activities necessary to develop and deploy an information system. It includes the integration of technical components, organizational components and documentation. The information technology components are engineered and integrated into the business function. The area of system integration may make use of program management, technical laboratories, prototypes, pilot systems and tools/methodologies germane to business analysis and business processing reengineering. A non-exhaustive list of examples of the type of work to be performed under this task area is:

     (a) Gap Analysis

     (b) Benchmarking

     (c) Business Process Reengineering

     (d) Test and Evaluation Services

     (e) Financial Analysis (Make/Buy Decisions)

     (f) Feasibility Studies

     (g) Trade Studies

     (h) System Design Alternative (SDA) Studies

     (i) Archival Analyses

B.2.5       Critical Infrastructure Protection and Information Assurance (Task Area 5)

The protection of critical infrastructure and assurance of agency information is evolving as the next great CIO focus area (with the passing of Y2K problems). Information assurance is defined here as those operations that protect and defend information and information systems by ensuring confidentiality, integrity, availability, accountability, restoration, authentication, non-repudiation, protection, detection, monitoring, and event react capabilities. A non-exhaustive list of examples of the type of work to be performed under this task area is:

     (a) Critical Infrastructure Asset Identification

     (b) Information Assurance of Critical Infrastructure

     (c) Risk Management (Vulnerability Assessment and Threat Identification)

     (d) Critical Infrastructure Continuity and Contingency Planning

     (e) Physical Infrastructure Protection

     (f) Information Systems Security

     (g) Information Assurance

     (h) Emergency Preparedness

     (i) Training and Awareness Programs

     (j) Exercises and Simulation

     (k) Disaster Recovery

     (l) Security Certification and Accreditation

     (m) Crypto Systems

     (n) Record Management

     (o) Public Key Infrastructure

     (p) Electronic Messaging

     (q) Digital Libraries

     (r) Intelligent, Automated Data Collection and Analysis

B.2.6       Digital Government (Task Area 6)

Digital government is the provision of government services through digital, electronic means. A non-exhaustive list of examples of the type of work to be performed under this task area is:

     (a) Business Intelligence

     (b) Customer Care

     (c) Customer Relationship Management

     (d) Data Mining

     (e) Data Warehousing

     (f) Decision Support/OLAP

     (g) Electronic Commerce (EC)/Electronic Data Interchange (EDI)

     (h) Internet/Intranet/Extranet

     (i) Knowledge Management (IT-based sharing/storing of agency individuals’ knowledge

     (j) Performance Measurement

     (k) Personalization (IT-Enhanced Customer Interaction)

     (l) IT –Enhanced Public Relations

     (m) Strategic Planning

     (n) Web Development and Support

     (o) Workflow Management(p) Records/Document Management(q) IT –Enhanced Public Outreach Services(r) B2G Solutions

B.2.7       Enterprise Resource Planning (ERP) (Task Area 7)

ERP is an integrated set of software applications used to control, monitor, and coordinate key business activities across an enterprise. ERP applications generally fall into the following categories: Financials, Human Resources, Supply Chain Management, Manufacturing, Projects, and Front Office. A non-exhaustive list of examples of the type of work to be performed under this task area is:

     (a) Business Transformation (BT)

     (b) IT Software Package Selection (PS)

     (c) ERP Package Implementation

     (d) Supply Chain Package Implementation

     (e) Streamlined Package Implementation

     (f) ERP IT Infrastructure

     (g) ERP End User Training

     (h) Networking Planning

     (i) ERP Installation and Tuning

     (j) Capacity Planning and Performance Load Testing

B.2.8       Clinical Support, Research, and Studies (Task Area 8)

The contractor shall operate and maintain IT systems, IT equipment, hardware, software, IT processes, and IT procedures that support Government clinical and research activities. The objective is to directly support researchers and clinicians by performing health care systems studies, and providing operational, technical, and maintenance services for the systems, subsystems, and equipment that interface with and are extensions to information systems. This task area provides support to intramural researchers (computational bio-science, etc.)

B.2.9       Software Development (Task Area 9)

This task area addresses customized software applications, database applications, and other solutions not available in off-the-shelf modular software applications. A non-exhaustive list of examples of the type of work to be performed under this task area is:

     (a) Administrative and General Decision Support Software

     (b) Program Evaluation Software

     (c) Clinical Protocol and Quality Assurance Decision Support Software

     (d) GIS-Enhanced Planning and Program Evaluation Software

     (e) Multimedia Software for Patient Education

     (f) Multimedia Software for Staff Education

     (g) SEI/CMM Analyses and Implementation Support

•  Statement of Work

•  Independent Government Cost Estimate - FFP; T&M

•  Independent Government Cost Estimate - CPFF; CPAF

•  TORP Transmittal Letter

•  Posting Notice

•  SRDP Package

•  Approval Letter

•  Performance Evaluation - Word Doc

A list of the CIO-SP2 Prime Contractors, with links to their Web sites, is maintained on the NITAAC Web site at http://nitaac.nih.gov/Nhome/cio2/ciosp2vendors.html.