The above listed task order (TO) contracts are available for use by all Federal agencies 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) (SeeTO form and checklist), including
Consider a set-aside for small businesses or 8(a) firms.
I will assign the RFTOP#.
You should have a contracting officer (CO) help you prepare the RFTOP. You will use a contracting officer at your your local agency/organization to select the firm and determine the price is fair and reasonable. Agencies other than DHHS are eligible to use these task order contracts and are invited to do so, but will need to forward an approved Economy Act Determination (See FAR 17.5) with their RFTOP. All funds will remain at your agency and invoices will be paid from your business office. a 1% administrative fee will be charged by the contractor and then returned to NIH.
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 you may secure it later. A Federal contracting officer must receive all proposals.
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, although funds may be added by subsequent TO modification. A billing reference number, appropriation data, and invoicing directions will be entered on the task order form and both the PO and the local 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 by fax or ground mail to the PICS Coordinator at:
National Institutes of Health
6011 Executive Blvd., Room 529S
Rockville, MD 20892-7260
The NIH PICS Coordinator will review the submitted material, assign a TO number, and sign the form. It will be sent by FAX to both the Contractor and to the PO & CO.
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 in this mechanism and I hope that these contracts prove to be useful.