NIH PICS: NIH Instructions for Use

Checklist for Requesting Task Orders

• RFTOP Form: This guide is being provided to assist you in preparing your Request For Task Order Proposals (RFTOP). In the drafting the RFTOP form just follow the format.

• The NIH-PICS Coordinator will assign the RFTOP Number.
  
• The Point of Contact (POC) must be a Federal Contracting Officer.
  
• For the performance period and proposal due date, you may prefer to use a formula like “90 days from task order award” or “Proposals due 4 weeks after release of RFTOP.”
  
• Statement of Work - Please describe the work required. You are encouraged to utilize a performance-based approach, which emphasizes the goals rather than the methodology, lists performance standards and contains incentives/penalties.
  
• Evaluation Factors – Describe the factors on which you will evaluate the proposals. Price or cost and Past Performance must be a factor for task orders. They don’t need to be too complex.
  
• Is there an incumbent contractor? How much did we spend in the past years? Do you want to issue a draft SOW for comments?

• Independent Government Cost Estimate: Estimate the likely amount of the task order. For larger or more complex procurements, list the component costs of the task order such as staff positions, hourly pay, fringe benefit rate, other direct costs, overhead and profit.
  

• Clearances and Approvals: You must secured all required sign-offs, including:
  

• Approval of the IC Public Information Officer: The easiest way to do this is to request their approval by e-mail and then forward their reply.
  

• Funding: Provide a requisition or other funds assurance to your Contracting Officer. R&D (42) funds may be used for these task orders, providing it is otherwise a proper use of these funds. For more information, contact your Budget Officer.
  

• New print and audiovisual item approval by DHHS: For additional information contact Jan Ehrman in the NIH Office of Communications and Public Liaison, OCPL, 496-4143.
  

• Focus Group Approval: If your requirement will ask the same questions of 9 or more people, it requires approval by the OMB. This kind of clearance can be somewhat time- consuming so it is advisable to begin this before you begin the RFTOP. For web user satisfaction surveys only, NIH has a simplified review and clearance process. For more info go to http://www.nih.gov/od/ocpl/resources/OMBClearance/index.htm
  

• Web Sites: Federal web sites must comply with all applicable Federal regulations including Section 508. NIH personnel are invited to contact Mr. Dennis Rodrigues, Chief of the On-Line Information Branch, OCPL at 5-2932 for information and assistance.

< --- Back to NIH Instructions Index