[Nhcoll-l] Smithsonian seeks a contractor
Huddleston, Chris
HUDDLESTONC at si.edu
Tue Feb 25 14:13:38 EST 2020
The Smithsonian Institution is seeking a contractor to assist staff with reviewing the documentation that accompanies a 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 a contractor 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 7:00 AM – 7:00 PM, 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 PM EDT, Friday, March 13, 2020. 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.
The contractor and any sub-contractors must pass a background investigation before work can begin.
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 EDT, on Friday, March 13, 2020, at:
Attn: Chris Huddleston
Email to: huddlestonc at si.edu<mailto: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 firm fixed price, requirements type award is contemplated. 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. 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:
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.
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 each deliverable 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 http://fedgov.dnb.com/webform. Non-U.S. (international) vendors may also contact D&B via email at help at dnb.com<mailto: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 http://sam.gov<https://urldefense.proofpoint.com/v2/url?u=http-3A__sam.gov_&d=DwMGaQ&c=-dg2m7zWuuDZ0MUcV7Sdqw&r=CLFZJ3fvGSmDp7xK1dNZfh6uGV_h-8NVlo3fXNoRNzI&m=79lwKUsY5GXha8eXDetNUZPUXmxtiLzCDnIjnymjafM&s=71y5b62J1QEXv90_VRTNhZgYQD8tzskth9hgKozIYik&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=DwMGaQ&c=-dg2m7zWuuDZ0MUcV7Sdqw&r=CLFZJ3fvGSmDp7xK1dNZfh6uGV_h-8NVlo3fXNoRNzI&m=79lwKUsY5GXha8eXDetNUZPUXmxtiLzCDnIjnymjafM&s=Zpla3wXRkfI-VlO5RYxr-t7H1Hvs364IOFPbX-r6K8Y&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 http://sam.gov<https://urldefense.proofpoint.com/v2/url?u=http-3A__sam.gov_&d=DwMGaQ&c=-dg2m7zWuuDZ0MUcV7Sdqw&r=CLFZJ3fvGSmDp7xK1dNZfh6uGV_h-8NVlo3fXNoRNzI&m=79lwKUsY5GXha8eXDetNUZPUXmxtiLzCDnIjnymjafM&s=71y5b62J1QEXv90_VRTNhZgYQD8tzskth9hgKozIYik&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:
1. Project Title
2. Business name, name under which SAM registration was completed, address, telephone number, and DUNS number
3. Business point of contact name, telephone number and email address
4. Pricing. Ensure that base year on all nine (9) deliverables and option year pricing is included. Use the grid below this section as a guide.
5. 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.
6. Certificates or other documentation confirming appropriate types and levels of insurance required are in effect, and other certificates and documentation requested.
7. Cite the date through which pricing submitted is valid.
Deliverable Pricing Grid
No.
Deliverable
Est. % work remaining
Est. time per unit
Pricing Unit
Price per Unit
1
Evaluation
<1%
Variable
Per freezer
2
Inventory
<1%
Variable
Per freezer
3
Recordkeeping
<1%
Variable
Per freezer
4
Data Capture
40%
2-3 hours
Per 81 samples
5
Permit Matching
<1%
Variable
Per animal
6
Labeling
40%
2 hours
Per 81 samples
7
Rehousing
15%
8 hours
Per 81 samples
8
Reporting
5%
2 hours
Per month
9
Emergency Response
1%
2-3 hours
Per occurrence
Attachment(s):
* Statement of Work for Biorepository support services, February 21, 2020
* Form SI-147A, Smithsonian Institution Purchase Order Terms and Conditions
* Form SI-147B, Smithsonian Institution Privacy and Security Clause
STATEMENT OF WORK February 21, 2020
The contractor shall provide the following support services to the National Museum of Natural History (NMNH) Biorepository. Each item below is a DELIVERABLE:
1. Evaluation. 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. Inventory. 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. Recordkeeping. 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. Data Capture. 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.
1. Permit Matching. 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. Labeling. 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.
1. Rehousing. 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.
1. Reporting. 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.
1. Emergency Response. 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 staff of any anomalies immediately.
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.
A background investigation of the contractor and any sub-contractors must be completed before work can begin.
The Contractor shall be paid via deliverables and may submit invoices on a monthly basis. This work (except emergencies) is to be accomplished during normal working hours, 7 AM to 7 PM, Monday-Friday, except federal holidays or other shutdowns (such as weather emergencies).
Chris Huddleston
Biorepository Manager
Collections Program
Museum Support Center
4210 Silver Hill Road
Suitland, MD 20746
huddlestonc at si.edu
SMITHSONIAN INSTITUTION
NATIONAL MUSEUM OF NATURAL HISTORY
The National Museum of Natural History (NMNH) complies with all U.S. export and sanctions laws, as well as fish, wildlife and other regulations applicable to the importation and exportation of specimens and research materials. Please consider the country of origin and nature of any specimen, sample, object or material shipped to NMNH, and if applicable, ensure that it is properly licensed and otherwise compliant with U.S. law prior to shipment.
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