NIH PICS: 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 at your agency.
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.
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? 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 sign-offs required at your agency.
Economy Act Determination: Agencies other than DHHS are required to forward an approved Economy Act Determination (See FAR 17.5).
Funding: Provide a requisition or other funds assurance to your Contracting Officer.
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.
Web Sites: Federal web sites must comply with all applicable Federal regulations including Section 508.