[Nhcoll-l] Smithsonian seeks contractors

Mon Aug 3 12:59:31 EDT 2015

The Smithsonian Institution is seeking 1 or 2 contractors to assist staff with reviewing the documentation that accompanies an incoming collection of 100,000+ frozen non-human animal tissues and inventory/management of said samples. The documentation is in both hard copy and electronic form, and comprises printed data sheets, collecting and shipping permits, correspondence, spreadsheets and database records that correspond to approximately 26,000 separate animals and 200 research projects. Review of the documentation should result in the association of permits, database records, and correspondence with specific tissue samples.  This review is being led by Smithsonian staff from the National Museum of Natural History (NMNH) and the National Zoological Park (NZP). Project leaders are seeking contractors to perform the following tasks (see Statement of Work for details):

  *   Inventory of frozen samples
  *   Rehousing
  *   Application of barcode labels to frozen vials
  *   Compare paper documentation with electronic files, making note of sample entries that do not contain essential information
  *   Revise and enhance the database or spreadsheet with additional information from the review process, including but not limited to CITES listing, source of tissue, presence of documents, and other information
  *   Organize paper and/or electronic documentation by schema provided
  *   Identify USFWS declaration forms (3-177s) in each project file
  *   Identify collecting permits in each project file
  *   Create surrogates of paper documentation as directed
  *   May require review of associated documentation and files
  *   May be required to contact other organizations for information
  *   Will be required to interact with SI staff and provide information and findings orally and in writing.

Desirable skills:

  *   Ability to use Excel and pivot tables
  *   Strong organizational and communication skills
  *   Ability to use Access and FileMaker Pro
  *   Familiarity with biological nomenclature or taxonomy
  *   Experience with frozen tissue samples and/or DNA
  *   Experience with wildlife regulations and museum registration is a plus

Work will be performed primarily at the Museum Support Center in Suitland, MD. Regular work must be performed between 8:00 – 6:00, Monday – Friday. Work cannot be performed on Federal holidays or whenever the Federal government shuts down (such as weather emergencies).

Proposals will be accepted until 5:00 p.m. EDT, August 13, 2015. Proposals will be reviewed on the basis of best value for the money. Send proposals to Chris Huddleston via e-mail at huddlestonc at si.edu<mailto:huddlestonc at si.edu>.  Follow the format set forth in section VIII of the RFQ (below) "Information to be submitted with quotes."

 There are no benefits, tax or social security withholding associated with this contract.

Request For Quotes (RFQ):  Contractor support of the National Museum of Natural History Biorepository

Date of RFQ: August 3rd, 2015

Quotes must be submitted to:  Chris Huddleston, huddlestonc at si.edu<https://urldefense.proofpoint.com/v2/url?u=https-3A__webaccess.si.edu_owa_redir.aspx-3FC-3DBGQKGBx2t0KCB6QaJhJQcBQyrFkiWNEIlOpue-2D-5FZ0URYLBV7vVEZqi6CzVAFppSFeuRZZb8-2DZd0.-26URL-3Dmailto-253aosbornk-2540si.edu&d=AwIF-g&c=-dg2m7zWuuDZ0MUcV7Sdqw&r=CLFZJ3fvGSmDp7xK1dNZfh6uGV_h-8NVlo3fXNoRNzI&m=0GuofkqKRJw698VOelpNxTMeDcNc_EER0Qp4vkrMUuM&s=J5Tncie2xcmkWZQMKl6ALgyDgU6fh28Z0oMwpg9usyU&e= > no later than August 13th, 2015

The Smithsonian Institution anticipates making one or two awards for this RFQ.  Prospective contractor MUST be registered in the Federal System for Award Management (SAM.gov) and provide a DUNS number and the name under which the SAM registration was submitted with the quote.  There is NO fee to register in SAM.

EVALUATION
The SI plans to award based on best value.  The SI plans to award without discussions, however, does reserve the right to conduct discussions if they are later determined by the Contracting Officer to be necessary.  All of the following factors are of equal importance.  Evaluation factors are:
A.        Relevant Experience
1.    Relevant experience is that obtained within the past 5 years providing or performing services of similar size, scope, complexity and type of client that indicates your suitability for this project as described in the statement of work.
a. Include a brief summary of your training and experience working with museum collections
b. Include a brief summary of your training and experience working with frozen tissue samples, DNA and collecting permits
c. Include a brief summary of your experience working as an independent contractor or self-employed individual

B.        Past Performance
1.   Past Performance should be indicated by a list of current or previous contracts or positions with names of points of contact and their current telephone numbers and e-mail addresses who can answer specific questions on quality, workmanship and scheduling.  Provide contract periods of performance dates, dollar value, and brief description of the work performed.  Include at least two references.

C.        Résumés submit a copy of your current resume or c.v., which should demonstrate your relevant experience related to the tasks outlined in the statement of work.

D.        Price. Provide a firm fixed price for the hourly rate.  This price shall include all costs.

INSURANCE REQUIREMENTS
Prospective contractors are required to have General Liability Insurance for $1,000,000.  The SI must be listed as additional insured for the General Liability insurance.  Proof of insurance must be submitted with quotes.  Independent contractors under this RFQ may request to purchase insurance through the Smithsonian Institution Commercial General Liability for contractors if selected for an award.  If you would like to purchase your insurance through the Smithsonian Institution policy, please indicate this information on your quote.

BACKGROUND INVESTIGATIONS
If a contractor employee assigned to the SI under this contract will have an association with SI that will be greater than thirty (30) days, determined either at time of contract award or anytime during contract performance, and will need access to staff-only areas of SI controlled facilities and leased spaces, the employee shall be required to receive an SI Credential. Contractor employees who require an SI Credential shall be required to undergo and pass an appropriate background investigation and complete security awareness training before an SI Credential is issued.  Employees whose associations with the SI will be less than 30 days shall not receive a background investigation or SI Credential, however, they must be escorted by Credentialed personnel at all times when in staff-only areas of SI facilities.  If relevant to this RFQ, a form OCon 520, Background Investigations and Credentials for Contractors’ Personnel, is included.  The following actions shall be completed by the SI Contracting Officer’s Technical Representative (COTR) and successful vendor:

1.      The COTR shall provide an OF-306, Declaration for Federal Employment form, for each of the Contractor’s employees who will be assigned to the SI for 30 days or longer. The OF-306 forms must be completed by each person and returned by the Contractor to the COTR, or other designated SI employee, within ten (10) workdays from receipt of the forms by the Contractor.

2.      For contractors to SI organizations outside the Washington DC and New York City areas, forms SF-87, Fingerprint Cards, shall be provided to the Contractor by the COTR or other designated SI employee.  Each form SF-87 must be returned to the COTR, or other designated SI employee, within ten (10) workdays from receipt of the forms by the Contractor When necessary, the forms SF-87 shall be submitted by the Contractor with the OF-306.

ATTACHMENT(S):
•  Form SI-147A, Smithsonian Institution Purchase Order Terms and Conditions October 2010.

STATEMENT OF WORK

The contractor shall provide the following services to the National Museum of Natural History (NMNH) Biorepository:

1.   Evaluate contents of boxes (as designated by COTR) of frozen samples as to the rough quantity, size, vial or other container type and labeling method(s) used.  Samples must be kept in a frozen state throughout the process.  [~1 hour or less per box]

2.   If box contents are housed in appropriate containers, then the contractor shall inventory the contents into an Excel spreadsheet (format to be approved by COTR).  The following is to be recorded in the inventory:  All information on the label, position in the box, box name, rack name, freezer shelf, and freezer.    Samples must be kept in a frozen state throughout the process.  [~1 to 4 hours per box]

3.   If box contents are not housed in appropriate containers, then the contractor shall record the issues briefly, box name and new location information in another Excel spreadsheet (format to be approved by COTR) and move the box to a hold-up freezer for further processing at a later time.  Samples must be kept in a frozen state throughout the process.  [~1 hour or less per box]

4.   The contractor shall then query a FileMaker database using generated inventory to obtain data, such genus, species, sample types and other suitable information in consultation with the COTR.  The query results will be exported from the database and added to the inventory by the contractor.  The COTR will deliver this inventory on a weekly basis to a committee, who will decide whether or not to retain the materials.  [1 to 4 hours per box]

5.   The contractor will then locate permits and related files for each item to be retained using existing finding aids and/or indices.  These permits and other files are in both electronic and paper formats.  The contractor will create a single PDF file for each permit (one permit could cover many items), which could include the scanning of documents.  These PDFs shall receive a unique file name and that name shall be recorded in the inventory.  Items for which a valid permit cannot be readily located shall be moved to a quarantine freezer for later processing and/or research into the permits. [1 to 2 days per box]

6.   Items in proper containers, desired for retention and having valid permits shall then be labeled with Biorepository numbers by the contractor and moved into the Biorepository’s FreezerPro system and a permanent storage location.  The contractor shall record the assigned Biorepository number on the inventory for cataloging purposes. This process could involve interactions with other museum staff to resolve arising questions on the inventory.  [2 hours per box]

7.   As necessary, the contractor shall rehouse/sub-sample desirable materials (as designated by the COTR) into appropriate containers and follow procedure from step 4. [1 day per box]

8.   The contractor shall provide a 1 to 2 page status report semi-monthly describing activities to the COTR.  A final status report (1-3 pages) at the end of the contract period shall also be delivered to the COTR documenting the process and the lessons learned from the inventory, permit review and considerations for similar projects. [No more than 1 hour per report]

The Contractor shall be paid an hourly rate and may submit invoices on a monthly basis.  This work is to be accomplished during normal working hours, 8 am to 6 pm, Monday-Friday, except Federal holidays or other shutdowns (such as weather emergencies).

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