The above listed task order (TO) contracts are available for a wide range of information and communication services. You may request more info by e-mail at manningl@od.nih.gov.
To initiate a task order, please prepare a Request for Task Order Proposals (RFTOP (See form and checklist)), including
Consider a set-aside for small businesses or 8(a) firms. Include concurrence from the IC Public Information Officer. Also include a requisition or a description of proposed funding, including the approval of your supervisor. 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.
I will assign the RFTOP#.
You should have a contracting officer (CO) help you prepare the RFTOP and serve as the Point of Contact (POC). You will use a contracting officer at your IC or you may request assistance from my office. All proposals must be received by a Federal procurement official.
When the RFTOP is received (via e-mail) the NIH PICS Coordinator will review it and forward it (via e-mail) to all eligible contactors.
The contractors will prepare a TO Proposal with as much detail as requested by the FRTOP, including a pricing/cost proposal. The contractor will also reply to any requests for specific information contained in the RFTOP. As part of their proposal the contractor will provide a task order form, signed by an authorized contractor official or a signed form may be requested later.
The requesting project officer (PO) and CO will be responsible for reviewing and evaluating the proposals. FAR 16.505 details the procedures to ensure that all awardees are provided a fair opportunity to be considered for each task order. Negotiations may be conducted but are not required. The contracting officer must then document the rationale for selecting the awardee and must determine that the proposed price/cost is reasonable and that award is in the best interest of the government.
Upon selecting a firm, sufficient funds must be obligated (use a record of call for RM&S funds). A billing reference number and appropriation data must be entered on the task order form and both the PO and the CO must sign the form. The task order form, the final statement of work, the obligating document, the rationale for selection and the determination of price/cost reasonableness shall be forwarded to the PICS Coordinator at the address above.
The NIH PICS Coordinator will review the submitted material and assign a TO number. The approved Task Order will be signed and sent by FAX, to both the Contractor and to the initiator.
The contractor will submit all invoices/vouchers to the billing address (with a receiving copy to the PO) as directed by the Task Order Form. All invoices shall include both current and cumulative billing and clearly cite the funds remaining. The PO/CO will be responsible to review/approve these invoices and ensure that appropriate payment is authorized.
Upon final payment, the contractor shall forward a task order closeout form to the initiator and the PO/CO shall assess the quality of services received (interim performance reports may also be submitted) and provide a copy of the closeout report to the NIH PICS Coordinator and to the contractor.
If a task order requires modification, a request for modification will be forwarded to or originate with the Project Officer and follow the above listed steps.
If you have any questions, especially as we get under way, please contact me. Thank you for your interest and I hope that these contracts prove to be useful.