[Nhcoll-l] Smithsonian (NMNH) Seeks Contractor
Huddleston, Chris
HUDDLESTONC at si.edu
Mon Oct 17 11:51:43 EDT 2016
The Smithsonian Institution is seeking a contractor to assist staff with reviewing the documentation that accompanies an incoming collection of 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. 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, Tuesday, October 25, 2016. 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.
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 Tuesday, October 25, 2016, 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. A Labor-Hour order will be awarded. The award will be for up to one basic year and four 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. Evaluation factors are:
A. Relevant Experience/Past Performance
1. Relevant experience is that obtained within the past 3 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 and/or DNA.
c. Include a brief summary of your training and experience working with import/export permits, such USFWS 3-177 or CITES.
2. Past Performance should be indicated by a list of current or previous contracts with names of points of contact and their current telephone numbers 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.
B. Résumés or curriculum vitae of potential contractor assignees are required.
C. Availability. Provide earliest available start date.
D. 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.
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=CwIF-g&c=-dg2m7zWuuDZ0MUcV7Sdqw&r=CLFZJ3fvGSmDp7xK1dNZfh6uGV_h-8NVlo3fXNoRNzI&m=tXd52gBFvFR0CPhmrnB-0t9p7-_NPfcRrHkQgTjo618&s=QKVTz7QqMLS_GmaxPpnBKWVLrnPRLBclqBP3uNG1xA0&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=CwIF-g&c=-dg2m7zWuuDZ0MUcV7Sdqw&r=CLFZJ3fvGSmDp7xK1dNZfh6uGV_h-8NVlo3fXNoRNzI&m=tXd52gBFvFR0CPhmrnB-0t9p7-_NPfcRrHkQgTjo618&s=smi5siUKISsF9j4EmY_AI3IaaxzOvS0jBuID-NN6fA8&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=CwIF-g&c=-dg2m7zWuuDZ0MUcV7Sdqw&r=CLFZJ3fvGSmDp7xK1dNZfh6uGV_h-8NVlo3fXNoRNzI&m=tXd52gBFvFR0CPhmrnB-0t9p7-_NPfcRrHkQgTjo618&s=rvM7XE18c8UrJtMvYQyD_r3YiVCEMbHREyRm-d4oqsQ&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=CwIF-g&c=-dg2m7zWuuDZ0MUcV7Sdqw&r=CLFZJ3fvGSmDp7xK1dNZfh6uGV_h-8NVlo3fXNoRNzI&m=tXd52gBFvFR0CPhmrnB-0t9p7-_NPfcRrHkQgTjo618&s=smi5siUKISsF9j4EmY_AI3IaaxzOvS0jBuID-NN6fA8&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 at least 3 recent relevant contracts for the same or similar goods and/or services.
F. Certificates or other documentation confirming appropriate types and levels of insurance required are in effect, and other certificates and documentation requested.
G. Provide résumés or curriculum vitae of personnel that may be assigned to perform work under the anticipated award.
H. Cite the date through which pricing submitted is valid.
I. Availability.
Attachment(s):
· Statement of Work for Biorepository support services, October 17, 2016
· Form SI-147A, Smithsonian Institution Purchase Order Terms and Conditions
STATEMENT OF WORK October 17, 2016
The contractor shall provide the following support 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.
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.
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.
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 added data shall be clean and in compliance with NMNH Division of Mammals data standards. The COTR will deliver this inventory on a regular basis to a committee, who will decide whether or not to retain the materials.
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.
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.
7. As necessary, the contractor shall rehouse/sub-sample desirable materials (as designated by and in consultation with, the COTR) into appropriate containers and follow procedure from step 4.
8. The contractor shall provide a 1 to 2 page status report monthly describing activities to the COTR and Pan-Smithsonian Cryo Initiative Coordinator. The contractor shall meet monthly with the COTR to review the acceptability of the inventory, exported data, re-housing, permits and general progress. A final status report (1-3 pages) at the end of each 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.
9. 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. 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 of any anomalies immediately.
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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