[Nhcoll-l] Smithsonian seeks contractor
Huddleston, Chris
HUDDLESTONC at si.edu
Wed Aug 30 11:35:38 EDT 2017
The Smithsonian Institution is seeking a contractor to support the National Museum of Natural History's Biorepository by providing assistance with:
* Inventory of frozen samples
* Rehousing
* Application of barcode labels
* Sub-sampling of specimens for loans
* And more (see Statement of Work for details)
Desirable skills:
* Ability to use Excel and pivot tables
* Strong organization skills
* Familiarity with biological nomenclature or taxonomy
* Experience with frozen tissue samples and/or DNA
Most work will be performed primarily at the Museum Support Center in Suitland, MD, but some work may need to be done at the Natural History Building in Washington, DC. Regular work must be performed between 8:00 – 6:00, Monday – Friday. Work cannot be performed on Federal holidays or during a government shut-down. On rare occasions, emergency work may be needed during off-hours to rescue a failing freezer.
Proposals will be accepted until 5:00 p.m. EDT, September 6, 2017. 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>.
There are no benefits, tax or social security withholding associated with this contract.
Smithsonian Institution
Request for Quote (RFQ)
Technical or Professional, Non-personal Services
This Request for Quote (RFQ) is issued by the National Museum of Natural History, Smithsonian Institution (SI), for technical professional, non-personal services to provide Biorepository support services in accordance with the Statement of Work (SOW). The Smithsonian Institution anticipates making one award for this RFQ. The 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 to be considered. There is NO fee to register in SAM.
I. Submitting YOUR Quote
Price quotes may be submitted by electronic mail (email) only. Quotes are due by 5 pm, on Wednesday, September 6, 2017, at:
Attn: Chris Huddleston
Email to: huddlestonc at si.edu
II. Description of Required Services
The National Museum of Natural History Biorepository has a requirement for Support Services at the Museum Support Center in Suitland, MD. There are physical demands to the contract (see details in Statement of Work). A Labor-Hour order will be awarded. The award will be for up to one basic year and three up to one-year options (dependent upon future funding).
III. EVALUATION
The SI plans to award based on best value to the SI considering the following factors. The SI plans to award without discussions, however, does reserve the right to conduct discussions if later determined by the Contracting Officer to be necessary.
All of the following factors are of equal importance. You must respond to all factors for your offer to be considered. Evaluation factors are:
A. Technical Approach. Offeror shall include a technical approach narrative that details the Offeror’s approach toward performing the required services under this requirement, clearly demonstrating the Offeror’s understanding of and capability to meet all Government requirements and goals. This narrative should include the following specifics:
1. Include a brief summary of your training and experience working with museum collections.
2. Include a brief summary of your training and experience working with frozen tissue samples, DNA, RNA and/or Protein.
B. Past Performance:
Provide a list of the company’s and/or if applicable, subcontractor’s references for the past three years or are currently in process that provides similar product or services in size, scope and complexity as requested in the RFQ. Past performance references are to include but not limited to the following:
Agency Name, address
Contract number
Contract type
Period of performance
Total contract value
Contract work (a brief description of the purpose of the contract)
Contracting Officer Name or contact name (if not government), telephone number and e-mail address.
C. Price. Provide a firm fixed price for the hourly rate for the basic year plus all the option years. Evaluation of price shall be based on all years quoted. Multiply your hourly rate by 2,000 hours to give the total offered price per year.
IV. 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.
V. DUNS NUMBER
A DUNS number is a unique nine-digit identification number available for each physical location of your business and is needed to register in the System for Award Management (SAM), formerly the Central Contractor Registration (CCR) system (see Section VI of this RFQ). DUNS numbers are provided through Dun and Bradstreet (D&B) at no charge when you contact D&B via toll free telephone call to 1-866-705-5711, or on the internet at https://urldefense.proofpoint.com/v2/url?u=http-3A__fedgov.dnb.com_webform&d=DwIGaQ&c=cjytLXgP8ixuoHflwc-poQ&r=LpYc_Z_iN1KRw0hheb3x6-8MJUMu482qfHowpGYJqwc&m=vkzSD4WaYTRB4MjrkYHDgWIbEFpmNk9gGou-SiKdgZg&s=0r5Sa5hdu_8ollqhAs4bRYgf90vYbb1wgXiiszZ1TXA&e= . Non-U.S. (international) vendors may also contact D&B via email at help at dnb.com. Indicate that you are requesting a DUNS number to assist with eligibility for U.S. Government contracts. New DUNS numbers for U.S. vendors will be active and available for SAM registration within 1-2 business days of request; international vendors DUNS will be active and available normally within 2-5 days of request.
VI. System for Award Management (SAM) registration (formerly CCR)
It is a requirement that current and prospective recipients of contract and purchase orders awarded by the SI must complete registration and maintain an active record in the System for Award Management (SAM). The SAM requires a one-time business registration, with annual updates, and allows vendors to control the accuracy of the business information they enter. The financial data you enter, which includes the electronic funds transfer (EFT) data collected by SAM, will assist the SI in paying your invoices and complying with the Federal Debt Collection Improvement Act of 1996. You may complete or update your information in SAM online at https://urldefense.proofpoint.com/v2/url?u=http-3A__sam.gov&d=DwIGaQ&c=cjytLXgP8ixuoHflwc-poQ&r=LpYc_Z_iN1KRw0hheb3x6-8MJUMu482qfHowpGYJqwc&m=vkzSD4WaYTRB4MjrkYHDgWIbEFpmNk9gGou-SiKdgZg&s=B80jz0OyFpjhp5TMeR9mtcsg2INrNxhBhXyaD5000_k&e= <https://urldefense.proofpoint.com/v2/url?u=http-3A__sam.gov_&d=DwIGaQ&c=cjytLXgP8ixuoHflwc-poQ&r=LpYc_Z_iN1KRw0hheb3x6-8MJUMu482qfHowpGYJqwc&m=vkzSD4WaYTRB4MjrkYHDgWIbEFpmNk9gGou-SiKdgZg&s=bJOqVCp2O87USW4s73S27lzkWVfPv936J_D2GmTZfHA&e= >. Questions regarding the process may be directed to the Federal Service Desk online at www.fsd.gov<https://urldefense.proofpoint.com/v2/url?u=http-3A__www.fsd.gov_&d=DwIGaQ&c=cjytLXgP8ixuoHflwc-poQ&r=LpYc_Z_iN1KRw0hheb3x6-8MJUMu482qfHowpGYJqwc&m=vkzSD4WaYTRB4MjrkYHDgWIbEFpmNk9gGou-SiKdgZg&s=kf8GLLbcWC7b_XF2vhKQZ8n28NDSTsMzjfjBHFxcxmk&e= > or via toll free call to 1-888-606-8220. There is no charge for registering in SAM.
For vendors who were registered in CCR prior to July 30, 2012, this means:
* All information in CCR was transferred to SAM and available for viewing and updating on July 30, 2012;
* Vendors will not have to re-register in SAM if their CCR was active and valid on July 30, 2012, however,
* They will have to set up a SAM user ID. Once this is done, the vendors will have access to all their information and may edit it as needed,
* They may set up an ID when they are notified by the SAM that it is time to renew registration.
* Vendors who attempted to access their information by going to the current CCR website on and after July 30, 2012, should have been automatically redirected to SAM.
For vendors who were not registered in CCR prior to July 30, 2012, this means:
* Vendors will need to obtain a DUNs number (see Part V. above) in order to register in SAM.
* Beginning on July 30, 2012, they must be directed to https://urldefense.proofpoint.com/v2/url?u=http-3A__sam.gov&d=DwIGaQ&c=cjytLXgP8ixuoHflwc-poQ&r=LpYc_Z_iN1KRw0hheb3x6-8MJUMu482qfHowpGYJqwc&m=vkzSD4WaYTRB4MjrkYHDgWIbEFpmNk9gGou-SiKdgZg&s=B80jz0OyFpjhp5TMeR9mtcsg2INrNxhBhXyaD5000_k&e= <https://urldefense.proofpoint.com/v2/url?u=http-3A__sam.gov_&d=DwIGaQ&c=cjytLXgP8ixuoHflwc-poQ&r=LpYc_Z_iN1KRw0hheb3x6-8MJUMu482qfHowpGYJqwc&m=vkzSD4WaYTRB4MjrkYHDgWIbEFpmNk9gGou-SiKdgZg&s=bJOqVCp2O87USW4s73S27lzkWVfPv936J_D2GmTZfHA&e= > to complete registration in SAM.
* The registration process via SAM has been changed for SAM, and is reported to be streamlined and much easier than the CCR process.
If yours is the acceptable price quote and you are selected for award, your organization's valid and active registration with SAM must be verifiable by SI staff administering this procurement prior to contract or purchase order award, and at the time any modifications or amendments to awards might be required.
VII. LEGISLATIVE and/or administrative Requirements
A. 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 required to be completed by the SI Contracting Officer’s Technical Representative (COTR) and successful vendor:
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.
VIII. Information to be Submitted with Quotes
Quotes submitted must include the following information to be deemed responsive to this Request for Quote and accepted by the SI:
A. Project Title
B. Business name, name under which SAM registration was completed, address, telephone number, and DUNS number
C. Business point of contact name, telephone number and email address
D. Pricing. Ensure that base year and option year pricing is included.
E. Past Performance information should include the contract number, contact person with telephone number and other relevant information for relevant contracts for the same or similar goods and/or services in the past 3 years.
F. Certificates or other documentation confirming appropriate types and levels of insurance required are in effect, and other certificates and documentation requested.
G. Cite the date through which pricing submitted is valid.
Attachment(s):
* Statement of Work for Biorepository support services, August 30, 2017
* Form SI-147A, Smithsonian Institution Purchase Order Terms and Conditions
* Form SI-147B, Smithsonian Institution Privacy and Security Clause
STATEMENT OF WORK August 30, 2017
The contractor shall provide the following support services to the National Museum of Natural History (NMNH) Biorepository:
1. Migrate the contents of specified NMNH freezers into the NMNH Biorepository freezers as assigned by the Biorepository Manager. This includes conducting physical inventories of samples and boxes, wrapping inventoried materials, and packing/unpacking of coolers. In addition, help with the transfer of specimen data from collecting units. Data can be in the form of full relational databases down to hand-written ledgers.
1. As necessary, operate, monitor, and assist users on key pieces of equipment (automated tube sorter, label machines, barcode scanners, RFID coding printers, biorepository software, etc.) and databases. Specifically, the contractor will query the NMNH KE EMu system and use the NMNH FreezerPro system. Training is available for both systems.
1. Work closely with the NMNH Biorepository to incorporate tissues, DNA extracts and all metadata into the new database as efficiently as possible, and to advise, based on experience, better workflows. In addition, help with the installation of small equipment in the Biorepository workroom and help store supplies and other materials.
1. Produce barcode labels and/or RFID tags for samples and apply them to vials. As necessary, transfer materials from non-cryogenic vials to suitable vials or other packaging.
1. Assist with sub-sampling specimens for loans (intramural and extramural). This includes labeling tubes, generating pick lists, cutting samples, making preservative solutions, generating invoices, and trips to the shipping offices of MSC and NMNH.
1. As requested, check quality and/or concentration of DNA samples using spectrophotometers and other devices/methods.
1. On-call for emergencies at least one week per month. During this on-call period, the contractor shall be the primary contact person for the Rees Scientific Centron and shall respond appropriately as needed to any emergency messages. Responses could include the need to come to the Biorepository and move collections from a failing freezer to a back-up freezer at any point in a 24-hour period. Therefore, personal transportation is a must. During this on call week the contractor is also responsible for an evening check of conditions via Citrix/ReesWeb or phone and is to notify the Biorepository Manager of any anomalies immediately.
1. Provide a written record of activities monthly to the COTR and Pan Smithsonian Cryo Initiative (PSCI) Coordinator. This report is to be provided in the format specified by the PSCI Coordinator. In addition, attend monthly meetings with other PSCI contractors to report on progress.
Physical Demands: The work varies from sedentary to standing for prolonged periods; some lifting, twisting and bending, up to 50 pounds (sometimes above the head), and movement of samples, racks, small vials, or other storage units may be required; the use of mechanical equipment (such as a lift) may also be necessary. Collections are stored and used at cold temperatures ranging from plus 4°C to minus 196°C, so personal protective equipment such as insulated gloves and aprons, laboratory coats, face shield, closed-toed shoes and gloves is required. Good manual dexterity is required as objects and labels are small and difficult to handle.
The Contractor shall be paid an hourly rate and may submit invoices on a monthly basis. This work (except emergencies) 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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