+--------------------+---------------------------------+---------------+
| CIO-SP2*i* --      |                                 | ![](media/    |
| Guidelines         |                                 | image1.png){w |
|                    |                                 | idth="1.25in" |
|                    |                                 | heig          |
|                    |                                 | ht="0.8229166 |
|                    |                                 | 666666666in"} |
+--------------------+---------------------------------+---------------+
| Award Date:        | 12/21/2000                      |               |
|                    |                                 |               |
| Expiration Date:   | 12/20/2010                      |               |
+--------------------+---------------------------------+---------------+
| Contact:           | Wanda Russell: 301-402-3085     |               |
+--------------------+---------------------------------+---------------+
| Guidelines         | March 3, 2008                   |               |
| Version:           |                                 |               |
+--------------------+---------------------------------+---------------+

[]{#FOREWORD .anchor}FOREWORD

The Chief Information Officer-Solutions and Partners 2 *Innovations*
(CIO-SP2*i*) Task Order (TO) Guidelines contain the procedures for using
the National Institutes of Health (NIH) Information Technology
Acquisition and Assessment Center\'s (NITAAC) CIO-SP2*i* contracts.
These guidelines are presented from the customer\'s perspective;
however, in some cases we have included prime contractor and/or
NITAAC\'s responsibilities for a more complete description of the
process.

The CIO-SP2*i* contracts were awarded under the Federal Acquisition
Streamlining Act (FASA) and the Clinger-Cohen Act, which require that
the prime contractors be given a Fair-Opportunity-to-be-Considered (FOC)
for TO Awards. The contracts are structured as Indefinite
Delivery/Indefinite Quantity (IDIQ) contracts, using TO's for
acquisition of specified services (see FAR 16.5). These contracts are
available to the NIH as well as to any Federal Government Agency.
Procedures for using this contract to place orders are detailed in the
following Guidelines. **NIH ordering officials** may also refer to the
NIH Policy Manual, Chapter 6016-2, Task and Deliver Order Contracting
(available at
<http://www1.od.nih.gov/oma/manualchapters/contracts/6016-2/>), which
further describes NIH policies on the use of TO's under IDIQ contracts.

Questions about the Guidelines, all correspondence, official
deliverables related to TO establishment, and administration should be
directed to the **CIO-SP2*i* Contracts Team,** as provided below.
Questions about all financial related matters should be directed to the
**Financial Team,** as provided below. See the Glossary in [APPENDIX
A](#APPENDIX_A) for definitions of terms used in these Guidelines.

+-----------------------------------+-----------------------------------+
| **CIO-SP2*i* Contract Team**\     | **Financial Team**\               |
| National Institutes of Health\    | National Institutes of Health\    |
| Office of Logistics and           | Office of Logistics and           |
| Acquisitions Operations           | Acquisitions Operations           |
|                                   |                                   |
| NITAAC/CIO-SP2 *i*\               | NITAAC/Financial Team\            |
| 6011 Executive Blvd., Suite 503L\ | 6011 Executive Blvd., Room 503H\  |
| Rockville, Maryland 20852\        | Rockville, Maryland 20852\        |
| Telephone: 1-888-773-6542\        | Telephone: (301) 496-5460\        |
| FAX: (301) 496-8486               | FAX: (301) 435-5563               |
+-----------------------------------+-----------------------------------+

You may also contact NITAAC via the following methods:

Telephone: 1-888-773-6542\
Contacts: [NITAAC Points of
Contact](http://nitaac.nih.gov/Nhome/Ncontacts.html#NITAAC Team) (see
NITAAC Website)\
E-mail: <nihcios2@od.nih.gov>\
Web site: <http://nitaac.nih.gov/>

TABLE OF CONTENTS

[**1. GENERAL INFORMATION ON THE TASK ORDER (TO) PROCESS (Step 1)
1**](#general-information-on-the-task-order-to-process-step-1)

[1.1 CONTRACT STRUCTURE 1](#contract-structure)

[1.2 NIH PROCESSING FEE 1](#nih-processing-fee)

[1.3 MINIMUM TASK ORDER AMOUNT 2](#minimum-task-order-amount)

[1.4 "FAIR-OPPORTUNITY-TO-BE-CONSIDERED" FOC RULE
2](#fair-opportunity-to-be-considered-foc-rule)

[1.5 CLASSIFIED MATERIAL 2](#classified-material)

[1.6 FISCAL YEAR CUTOFF DATES 2](#fiscal-year-cutoff-dates)

[1.7 SUPPORTING DOCUMENTATION SUBMISSION
2](#supporting-documentation-submission)

[1.8 SAMPLE FORMS & DOCUMENTS 3](#sample-forms-documents)

[1.9 TASK ORDER TIME LINES 3](#task-order-time-lines)

[1.10 CHARTING THE TASK ORDER PROCESS
3](#charting-the-task-order-process)

[1.11 ELECTRONIC AND INFORMATION TECHNOLOGY ACCESSIBILITY STANDARDS (36
CFR PART 1194)
3](#electronic-and-information-technology-accessibility-standards-36-cfr-part-1194)

[2. PREPARE TASK ORDER REQUIREMENTS PACKAGE (STEP 2)
6](#prepare-task-order-requirements-package-step-2)

[2.1 CUSTOMER PREPARES THE TASK ORDER REQUIREMENTS PACKAGE
6](#customer-prepares-the-task-order-requirements-package)

[2.1.1 Statement of Work 6](#statement-of-work)

[2.1.2 Earned Value Management Requirements
6](#earned-value-management-requirements)

[2.1.3 TORP Security Certification 7](#torp-security-certification)

[2.1.4 Independent Government Cost Estimate (IGCE)
7](#independent-government-cost-estimate-igce)

[2.1.5 Point-of-Contact (POC) Information for NITAAC and Contractor use
7](#point-of-contact-poc-information-for-nitaac-and-contractor-use)

[2.1.6 Funding Strategy 8](#funding-strategy)

[2.1.7 Proposal Instructions 8](#proposal-instructions)

[2.1.8 Special Instructions for Exception to the FOC Rule (See Appendix
E for Listing of Exceptions)
8](#special-instructions-for-exception-to-the-foc-rule-see-appendix-e-for-listing-of-exceptions)

[2.1.9 Lease or Purchase Acquisition Considerations
8](#lease-or-purchase-acquisition-considerations)

[2.2 SUBMISSION OF THE TORP 8](#submission-of-the-torp)

[2.3 VERIFYING NITAAC RECEIPT OF THE TORP
8](#verifying-nitaac-receipt-of-the-torp)

[3. NITAAC REVIEW AND POSTING OF REQUIREMENTS (step 3)
10](#nitaac-review-and-posting-of-requirements-step-3)

[3.1 PURPOSE OF NITAAC REVIEW 10](#purpose-of-nitaac-review)

[3.2 FAIR-OPPORTUNITY PROCESS 10](#fair-opportunity-process)

[3.3 EXCEPTION TO THE FOC PROCESS 10](#exception-to-the-foc-process)

[3.4 PROSPECTIVE OFFEROR NON-DISCLOSURE AGREEMENT
10](#prospective-offeror-non-disclosure-agreement)

[4. PRIME CONTRACTOR(S) PREPARE TASK ORDER PROPOSALS (Step 4)
11](#prime-contractors-prepare-task-order-proposals-step-4)

[4.1 TECHNICAL PROPOSALS 11](#technical-proposals)

[4.2 COST PROPOSALS 11](#cost-proposals)

[4.2.1 Time & Materials (T&M) and Firm-Fixed-Price (FFP) Proposals
11](#time-materials-tm-and-firm-fixed-price-ffp-proposals)

[4.2.2 Cost-Plus-Fixed-Fee (CPFF), Cost-Sharing (CS), and
Cost-Plus-Award-Fee (CPAF) Proposals
11](#cost-plus-fixed-fee-cpff-cost-sharing-cs-and-cost-plus-award-fee-cpaf-proposals)

[4.3 NO RESPONSE 11](#no-response)

[5. CUSTOMER REVIEW OF PROPOSALS AND PREPARATION OF SRDP (Step 5)
12](#customer-review-of-proposals-and-preparation-of-srdp-step-5)

[5.1 EVALUATION AND DISCUSSIONS 12](#evaluation-and-discussions)

[5.1.1 Best Value Analysis 12](#best-value-analysis)

[5.1.2 Proprietary Information 12](#proprietary-information)

[5.1.3 Security Review 12](#security-review)

[5.2 SRDP CONTENTS 12](#srdp-contents)

[5.2.1 Selection Recommendation Document
12](#selection-recommendation-document)

[5.2.2 SRDP Security Certification 13](#srdp-security-certification)

[5.2.3 NIH Processing Fee (external customers)
13](#nih-processing-fee-external-customers)

[5.2.4 Copies of All Proposals 13](#copies-of-all-proposals)

[5.2.5 SOW Updates or Changes Since Submission of the TORP, If
Applicable
13](#sow-updates-or-changes-since-submission-of-the-torp-if-applicable)

[5.3 NIH PROCESSING FEE PAYMENT METHOD (External Customers)
13](#nih-processing-fee-payment-method-external-customers)

[5.4 PROCEDURES UNIQUE TO NIH INTERNAL CUSTOMERS
14](#procedures-unique-to-nih-internal-customers)

[5.5 SRDP SUBMISSION 14](#srdp-submission)

[6. NITAAC REVIEW AND APPROVAL TO AWARD TASK ORDER (Step 6)
15](#nitaac-review-and-approval-to-award-task-order-step-6)

[6.1 NITAAC APPROVAL LETTER 15](#nitaac-approval-letter)

[6.2 AWARD ANNOUNCEMENTS 15](#award-announcements)

[6.3 DEBRIEFINGS 15](#debriefings)

[6.4 PROTESTS 15](#protests)

[7. CUSTOMER PREPARES THE TASK ORDER (Step 7)
16](#customer-prepares-the-task-order-step-7)

[7.1 CONTRACTOR EMPLOYEE INVESTIGATIONS AND NON-DISCLOSURE AGREEMENT
16](#contractor-employee-investigations-and-non-disclosure-agreement)

[8. PRIME CONTRACTOR IMPLEMENTS TASK ORDER (Step 8)
17](#prime-contractor-implements-task-order-step-8)

[9. CONTRACT AND TO OVERSIGHT AND MANAGEMENT (Step 9)
18](#contract-and-to-oversight-and-management-step-9)

[9.1 CONTRACT LEVEL MANAGEMENT 18](#contract-level-management)

[9.1.1 In-Process Reviews 18](#in-process-reviews)

[9.1.2 Monthly Program Status Report 18](#monthly-program-status-report)

[9.1.3 Monthly Sales Report 18](#monthly-sales-report)

[9.1.4 Monthly Check Report (MCR) 18](#monthly-check-report-mcr)

[9.1.5 IDIQ Contract Files 19](#idiq-contract-files)

[9.2 TASK ORDER MANAGEMENT 19](#task-order-management)

[9.2.1 Day-to-Day-Monitoring 19](#day-to-day-monitoring)

[9.2.2 Acceptance of Deliverables 19](#acceptance-of-deliverables)

[9.2.3 Acceptance of Invoices 19](#acceptance-of-invoices)

[9.2.4 Past Performance Evaluations 19](#past-performance-evaluations)

[9.3 TASK ORDER MODIFICATIONS 20](#task-order-modifications)

[9.3.1 No Cost Modifications 20](#no-cost-modifications)

[9.3.2 Addition of Funds 20](#addition-of-funds)

[9.3.3 Minimum Processing Fee 20](#minimum-processing-fee)

[9.3.4 Additional Work/Additional Time
20](#additional-workadditional-time)

[9.4 TASK ORDER CLOSE OUT 20](#task-order-close-out)

[10. OPTIONAL CONTRACTOR MULTI-PHASE PROCESS
22](#optional-contractor-multi-phase-process)

[APPENDIX A: GLOSSARY 24](#__RefHeading___Toc154311078)

[APPENDIX B: Task management and Task Areas
27](#__RefHeading___Toc154311079)

[APPENDIX C: Links to Task Order Work Flow Documents
32](#__RefHeading___Toc154311080)

[APPENDIX D: CIO-SP2 Prime Contractors Receiving Awards and Their Task
Areas 33](#__RefHeading___Toc154311081)

[APPENDIX E: EXCEPTIONS TO THE FAIR OPPORTUNITY PROCESS
35](#__RefHeading___Toc154311082)

[APPENDIX F: Sample Outline of a 10-Page "White Paper"
36](#__RefHeading___Toc154311083)

[APPENDIX G: Sample Statements for Section 508 Compliance
37](#__RefHeading___Toc154311084)

[APPENDIX H: Security-Specific Actions for HHS TASK Orders
39](#__RefHeading___Toc154311085)

# GENERAL INFORMATION ON THE TASK ORDER (TO) PROCESS (Step 1)

The CIO-SP2*i* contracts provide Information Technology (IT) systems and
services necessary to support the Chief Information Officer (CIO)
requirements for IT solutions within the National Institutes of Health
and other Federal Government agencies. Approximately 604 vendors on 48
prime-contractor teams are available to provide solutions in the
following **nine task areas**:

Task Area 1. Chief Information Officer (CIO) Support

Task Area 2. Outsourcing

Task Area 3. IT Operations and Maintenance

Task Area 4. Integration Services

Task Area 5. Critical Infrastructure Protection and Information
Assurance

Task Area 6. Digital Government

Task Area 7. Enterprise Resource Planning

Task Area 8. Clinical Support, Research, and Studies

Task Area 9. Software Development

Definitions of these task areas are available in [APPENDIX
B](#__RefHeading___Toc154311079). The specific task areas awarded to
each contractor are identified in the matrix located in [APPENDIX
D](#__RefHeading___Toc154311081).

## CONTRACT STRUCTURE

The CIO-SP2*i* contracts are structured as Indefinite
Delivery/Indefinite Quantity (IDIQ) contracts that may be Firm Fixed
Price (FFP), Time and Materials (T&M), Cost Plus Fixed Fee (CPFF), Cost
Sharing (CS), or Cost Plus Award Fee (CPAF, typically used for TO's
greater than \$2 million). Loaded labor rates (inclusive of direct labor
costs, overhead, General and Administrative Expenses (G&A), and profit)
are utilized for both T&M and FFP TOs. Other Direct Costs (ODCs) are set
out by ODC multipliers, which do not include profit. Travel, if
applicable, will be separately negotiated for each TO. A listing of the
CIO-SP2*i* prime contractors, along with links to their Web sites, may
be found on the NIH NITAAC Web site, located at
<http://nitaac.nih.gov/>. The CIO-SP2*i* prime contractors' Web sites
contain the loaded labor rates for CIO-SP2*i*.

Factors to be considered in determining the TO contract type include,
but are not limited to: type and complexity of the requirement, prime
contractor's technical capability, and adequacy of the prime
contractor's (and, if applicable, subcontractor's) accounting system, as
well as the definitiveness of the Customer's Statement of Work (SOW, see
The Federal Acquisition Regulations [(FAR)
16.104](http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/16.htm#P398_68736)
for further discussion). The Customer's Accountable Management
Officials/Contracting Officers (AMOs/COs) and the CIO-SP2*i* CO should
be consulted for advice concerning the appropriate contract type for a
particular TO, prior to the submission of the Task Order Requirements
Package (TORP).

## NIH PROCESSING FEE

All external customers (i.e., Federal agencies other than NIH) are
assessed a processing fee equal to one percent or less of the obligated
TO amount. *The fee is paid only through the prime contractor via a
separate firm-fixed price (FFP) line item within the TO*. (Note: If the
TO amount is less than \$25,000, there is a minimum NIH processing fee
of \$250. If there is a modification to the TO that adds additional
funds, e.g., incremental funding actions, exercise of options, etc., the
applicable processing fee \[of the obligated amount of the
modification\] must be added as a separate line item in the
modification. For such TO modifications, the minimum processing fee is
also \$250. See section 5.2.2 for further details).

For external customers, Table 1provides the NIH Processing fee structure
for CIO-SP2*i*.

1.  NIH Processing Fee (with sliding scale incentive) for External
    Customers

  ------------------------ --------------- --------------- --------------
  **Business Category**    **Task Order                    
                           Amount**                        

                           \$0 -- 5M       \$5M -- 10M     Over \$10M

  Large Business Fee %     1%              1%              1%

  Small Business Fee %     1%              0.75%           0.50%
  ------------------------ --------------- --------------- --------------

NIH internal customers are charged a fee in accordance with the payment
mechanism used. This fee is already calculated in the Service and Supply
Fund charges.

For further information concerning the NIH fee, customers can contact
the Financial Team at the address provided in the [FOREWORD](#FOREWORD).

## MINIMUM TASK ORDER AMOUNT

NITAAC reserves the right to establish the minimum dollar amount for new
TO's to be considered eligible for processing. Currently, this minimum
TO amount is \$25,000.00.

## "FAIR-OPPORTUNITY-TO-BE-CONSIDERED" FOC RULE

In accordance with the Federal Acquisition Regulations (FAR), NITAAC
provides each CIO-SP2*i* prime contractor with a FOC for each TO. Unless
one of the exceptions cited at The Federal Acquisition Regulations [FAR
16.505
(b)(2)](http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/16.htm#P398_68736)
applies, the CIO-SP2*i* CO will announce each TO requirement to all
CIO-SP2*i* prime contractors who have received an award in the task
area(s) covered by the TO requirement. This is accomplished by
transmitting customer-developed, NITAAC-approved TO requirements to each
eligible prime contractor via e-mail[^1]. Each announcement contains
information to help prime contractors quickly evaluate the opportunity
and respond in an accelerated time frame. The customer:

1)  Reviews the proposals received in response to the TO announcement

2)  Based on a best value analysis, selects the prime contractor

3)  Documents the selection to NITAAC

4)  After issuance of a NITAAC approval letter, awards the TO to the
    selected prime contractor. The customer must provide a copy of the
    TO to NITAAC.

## CLASSIFIED MATERIAL

TORPs must contain only unclassified material, regardless of the level
of classification of the work to be performed under the TO.

## FISCAL YEAR CUTOFF DATES

TORPs that must be awarded by the end of the fiscal year (i.e., packages
that are supported by funds that expire at the end of the fiscal year)
should be submitted by September 15th of the fiscal year. **Sufficient
time may not exist after September 15th to guarantee completion of the
award process.**

## SUPPORTING DOCUMENTATION SUBMISSION

The preferred channel for delivery of all correspondence to NITAAC is
e-mail (<nihcios2@od.nih.gov>). When a signature is required, such as
for the exceptions to the FOC rule, or for Solution Recommendation
Document Packages (SRDPs), please fax a copy of the signature
document(s) to the CIO-SP2*i* Contract Team using the fax number shown
in the [FOREWORD](#FOREWORD). Other pertinent documentation may be faxed
or e-mailed.

Microsoft Word is the preferred format for all textual documents. If
Word cannot be used, the preferred format is Corel WordPerfect or, if
necessary, ASCII. Spreadsheets should be submitted in either Microsoft
Excel or Lotus 1-2-3.

## SAMPLE FORMS & DOCUMENTS 

[APPENDIX C](#Fair_Opportunity_to_be_Considered) of this document
provides blank forms for each of the documents in the
[**TORP**](../torptranslet.htm) and [**SRDP**](../srdpformat.htm), as
well as the format required for the [**Past Performance Evaluation
Report**](#past-performance-evaluations). In the near future, these
forms will be provided at the NITAAC Web site (<http://nitaac.nih.gov/>)
for online data entry, thereby minimizing e-mail and fax requirements.

## TASK ORDER TIME LINES

TO time lines are targeted at 7 to 28 business days, depending on order
type and extent of competition. Complex orders may take longer. Table 2
lists the performance goals for processing the TORP---from receipt by
NITAAC, through award of the TO to a prime contractor. These processing
times begin once a complete, acceptable TORP is received by NITAAC.
Incomplete or unacceptable TORPs will require additional time on
NITAAC's part to advise the customer on minimum acceptable requirements.
COs must establish a solicitation response time that will afford
potential offerors a reasonable opportunity to respond to the
requirement. When establishing the solicitation response time, the CO
should consider the circumstances of the individual acquisition and
consider all factors, such as the complexity, commerciality,
availability, value and urgency of the requirement.

2.  CIO-SP2*i* Task Order Processing Times by Procurement Type

(Complex orders may take longer)

  ------------------------- -------------------------- -------------------
  **Procurement Type**      **T&M/FFP**                **CPFF/CPAF/CS**

  Exception to Fair         7 to 14 business days      14 to 21 business
  Opportunity (Sole Source)                            days

  Competition               14 to 21 business days     21 to 28 business
                                                       days
  ------------------------- -------------------------- -------------------

## CHARTING THE TASK ORDER PROCESS

Figure 1 below charts the TO Process Flow from initiation of the
requirement through TO performance and close-out, mapping each step to
the party primarily responsible for completing the required activities,
(i.e., the customer, prime contractor, or NITAAC). A more detailed
description of the activities occurring at each step is provided in
subsequent sections of these guidelines.

Security-specific actions required for Department of Health and Human
Services (HHS) task orders are identified throughout the guidelines and
summarized in APPENDIX H. ***Customers from other agencies should
prepare task orders in accordance with their agencies' security policies
and guidelines**.*

## ELECTRONIC AND INFORMATION TECHNOLOGY ACCESSIBILITY STANDARDS (36 CFR PART 1194)

When Federal departments or agencies develop, procure, maintain, or use
electronic and information technology (EIT), Section 508 of the
Rehabilitation Act of 1973 is applicable. It requires that Federal
agencies must ensure that their EIT allows Federal employees with
disabilities to have access to and use of information and data that is
comparable to the access and use by Federal employees without
disabilities. Section 508 similarly requires that members of the public
with disabilities, who are seeking information or services from a
Federal agency, have access to and use of information and data that is
comparable to that provided to members of the public without
disabilities.

*Comparable access* is not required if it would impose an undue burden
on the agency. An *undue burden* here means a significant difficulty or
expense. Agencies are required by statute to document the basis for an
undue burden. Requiring officials should be aware that when there is an
undue burden, the statute requires an alternative means of access to be
provided to individuals with
disabilities.![](media/image3.wmf){width="5.800694444444445in"
height="4.9222222222222225in"}

On April 25, 2001, the final rule for implementing Section 508 in the
FAR was published. This regulation took effect on June 25, 2001, and for
indefinite quantity contracts, it is applicable to delivery orders or
TOs issued on or after this date. (See
<http://www.arnet.gov/far/FAC/fac97-27.pdf>).

Section 508 requires the FAR to incorporate accessibility standards
developed by the Architectural and Transportation Barriers Compliance
Board (also referred to as the "Access Board"). These regulations, known
as the Electronic and Information Technology Accessibility Standards (36
CFR part 1194) are available at [The Section 508 Standards
Page](http://www.section508.gov/index.cfm?FuseAction=Content&ID=12) or
with comments and responses at
http://www.access-board.gov/sec508/standards.htm.

Besides incorporating the Access Board's EIT Accessibility Standards,
the revisions to Part 39 of the FAR, in compliance with Section 508,
include the following:

-   The discussion of the term: "electronic and information technology"
    created by the statute

-   A new Subpart 39.2 on Electronic and Information Technology

Acquisitions of EIT supplies and services must comply with the
applicable EIT Accessibility Standards unless an exception in FAR 39.204
applies. (See <http://www.arnet.gov/far/FAC/fac97-27.pdf>). COs that
award indefinite-quantity contracts must indicate to requiring and
ordering activities which supplies and services their contractors
indicate as compliant, and show where full details of compliance can be
found.

Indefinite-quantity contracts may include noncompliant items, provided
that any task or delivery order issued for noncompliant EIT meets an
applicable exception or commercial non-availability consideration.
Accordingly, requiring activities must ensure compliance with the EIT
Accessibility Standards (at 36 CFR part 1194) or that an exception
applies at time of issuance of task or delivery orders.

The rule recognizes that initially many products will not meet all the
technical standards in 36 CRF part 1194. Nevertheless, agencies may need
to acquire these products. Therefore:

1)  When acquiring commercial items, an agency must comply with those
    accessibility standards that can be met with supplies and services
    that are available in the commercial marketplace in time to meet the
    agency's delivery requirements.

```{=html}
<!-- -->
```
5)  The requiring official must document in writing the
    non-availability, including a description of market research
    performed and the individual standards that cannot be met. The
    official must provide this documentation to the CO for inclusion in
    the contract file.

6)  Partially conforming products must be considered. The most
    conforming one among them that satisfies the minimal government
    non-Sec. 508 specifications must be selected.

Small businesses will have to analyze whether the EIT they plan to sell
to the Federal Government complies with the standards. Since the statute
imposes private enforcement, whereby individuals with disabilities can
file civil rights lawsuits, the Government has little flexibility for
providing alternatives to this regulation. To meet the requirements of
the law, small businesses are *not* exempt from any part of the
rule**.** However, subcontractors are NOT subject to Sec. 508 except
where they provide a product that will reach the Government or public
for use.

A sample text to include in a statement of work that addresses Section
508 of the Rehabilitation Act is in [APPENDIX_G](#APPENDIX_G).

# PREPARE TASK ORDER REQUIREMENTS PACKAGE (STEP 2)

NITAAC controls the TO Process through a two-step documentation
submission procedure, consisting of the TORP and the Solution
Recommendation Document Package (SRDP) (See [CHAPTER
5](#customer-review-of-proposals-and-preparation-of-srdp-step-5) for a
discussion of the SRDP). The TORP is the documentation package that
starts the CIO-SP2*i* TO process. It is intended to provide the
information required by NITAAC to verify scope of work, TO type, etc.,
and the information required by the prime contractors to prepare a
proposal in response to the Statement of Work. Customers are encouraged
to contact the CIO-SP2*i* Contract Team to discuss projected TO
requirements and to obtain guidance in the preparation of complete,
acceptable documentation. In addition, the AMO should be involved early
in the process, preferably at the time of the TORP submission. This will
streamline the process and potentially eliminate complications.

## CUSTOMER PREPARES THE TASK ORDER REQUIREMENTS PACKAGE

The customer prepares and submits a complete TORP to the CIO-SP2*i* CO
at <nihcios2@od.nih.gov>. The CIO-SP2*i* CO, or a designated
representative, will review the TORP and, if complete, assign a NITAAC
Tracking Number within three (3) business days. This NITAAC Tracking
Number is required for identification purposes on all correspondence. A
complete TORP consists of the information contained in the following
paragraphs (See [APPENDIX C](#Fair_Opportunity_to_be_Considered)),
preferably transmitted via e-mail, with those documents that require
signature faxed to the CIO-SP2*i* CO at the fax number shown in the
[FOREWORD](#FOREWORD).

### Statement of Work

A complete *performance-based* Statement of Work (SOW) is essential.
CIO-SP2*i* stresses "**solutions based contracting,**" as defined in the
Clinger-Cohen Act[^2]. Thus, the SOW must include an "Objectives"
section, allowing the customer to emphasize the desired end-state or
performance metric to be achieved. The SOW must contain (or have
attached) a Quality Assurance Surveillance Plan (QASP) that describes
how the Government will inspect the contractor's work in order to assure
its quality (per [FAR Subpart
37.6](http://acquisition.gov/comp/far/current/html/Subpart 37_6.html#wp1074195)
or [FAR Part
46](http://acquisition.gov/comp/far/current/html/FARTOCP46.html#wp226846)).

If performance-based acquisition methods are used, a QASP must be
developed in conjunction with the preparation of the SOW or be proposed
by the prime contactor in responding to the proposal request (FAR
37.604, FAR 46.401(a)).

The contractor evaluation criteria must be developed by the customer and
state the relative importance of each criterion. The SOW should stress
contractor qualifications in the evaluation criteria section and, as
minimum evaluation criteria for every order, require the assessment of
past performance, technical approach, and cost.

### Earned Value Management Requirements

OMB policy requires the application of Earned Value Management (EVM) to
IT investment management (see OMB Circular A-11, Part 7, Section 300,

<http://www.whitehouse.gov/omb/circulars/a11/current_year/s300.pdf>).

The policy requires Government contracts to include specific
requirements for contractors to manage their work with an Earned Value
Management System (EVMS) or follow EVM practices, depending on the
planned Development, Modernization, or Enhancement (DME) expenditure for
an IT investment. HHS customers must follow the specific HHS policy
below (see the HHS OCIO Policy for Information Technology (IT) Earned
Value Management (EVM), December 30, 2005,

http://irm.cit.nih.gov/policy/HHS-EVM-Policy.doc).

**Non-HHS customers:**

You must follow the procedures of your own agencies for requiring EVMS
or principles to be used in your TOs with planned DME expenditures.
NITAAC will ask you to certify that you are doing this in the CIO-SP2*i*
TORP Transmittal Letter (see the CIO-SP2*i* TORP Transmittal Letter
template for more information at the link provided in [APPENDIX
C](#Fair_Opportunity_to_be_Considered).)

**HHS customers:**

You must include in your SOW a requirement for contractors to use an
approved EVMS or employ EVM principles according to the following
breakdown.

I.  Task Orders for investments that meet or exceed the HHS Tier I
    threshold of \$10,000,000 of planned DME expenditures must require
    either:

    a.  the use of an EVMS that has been determined by the Cognizant
        Federal Agency (CFA) to be compliant with the guidelines in
        American National Standards Institute / Electronic Industries
        Alliance (ANSI/EIA) Standard-748 (current version at time of
        award); or

    b.  the use of an EVMS that can be shown to be compliant with the
        standard.

II. Task Orders for investments that meet the HHS Tier II definition of
    equal to or greater than \$1,000,000 and less than \$10,000,000 of
    planned DME expenditures must require that a subset of the ANSI/EIA
    Standard-748 be met by the contractor's EVMS. See Attachment 2 of
    the HHS OCIO IT Earned Value Management Processes and Procedures,
    December 30, 2005,

> (http://www.hhs.gov/ocio/policy/policydocs/20050004p.doc).

III. Task Orders for investments that meet the HHS Tier III definition
     of under \$1,000,000 of planned DME expenditures must require the
     use of EVM principles appropriate to the level of investment and
     complexity of the TO.

If your TO is part of a larger investment, then the expense tier will
depend on the DME expenditure for that investment. You can obtain DME
investment information from the budget planning documents that the
investment Project Manager has submitted to OMB (that is, Agency Exhibit
53 or Investment Exhibit 300).TORP Security Certification

### TORP Security Certification

*This subsection applies specifically to HHS customers.*

Certification regarding the applicability and adequacy of security
controls is required.

If the SOW requires the contractor to develop, access, host, or maintain
Federal automated information systems, then the TORP must include the
*TORP Security Certification* memorandum (see [APPENDIX
C](#Fair_Opportunity_to_be_Considered)).

If the SOW does [not]{.underline} require the contractor to develop,
access, host, or maintain Federal automated information systems, then
the TORP must include the *TORP Security Certification Not Applicable*
memorandum (see [APPENDIX C](#Fair_Opportunity_to_be_Considered)).

### Independent Government Cost Estimate (IGCE)

The customer should use an appropriate methodology for arriving at an
independent cost estimate. For example, if a T&M order is anticipated,
hourly estimates by labor category may be appropriate. For
cost-reimbursable orders, a different method may be more appropriate.
Use of historic information is always appropriate. See [APPENDIX
C](#Fair_Opportunity_to_be_Considered) for a sample template of an
Independent Government Cost Estimate (IGCE).

### Point-of-Contact (POC) Information for NITAAC and Contractor use

The customer's AMO and CO (if these are not the same individual), and
the Contracting Officer's Technical Representative (COTR) are the key
contacts throughout the process. The TORP must provide the name, title,
address, phone number, e-mail, and fax number for each of these
individuals.

### Funding Strategy

Funding strategy includes the type(s) of funds, the funding approach
(e.g., fully funded or incrementally funded) and a statement of funds
availability. This section should also discuss *how obligations of the
estimated funded amount of the TO would be made*. For example, if it is
expected that \$1,000,000 will be obligated for one year of performance,
the funding strategy should include a statement of whether the entire
\$1,000,000 will be obligated at one time or through a series of TO
modifications.

### Proposal Instructions

This section includes all the information the prime contractors will
need to prepare and submit a proposal. This includes desired contract
type (CPAF, CPFF, CS, FFP, T&M), the method of submission (oral,
written, e-mail, or combination), the proposal due date, the POCs for
questions and proposal receipt, addresses (both e-mail and street
address, as appropriate), phone numbers, fax numbers, etc. If a T&M TO
is contemplated, the customer must follow the requirements of [FAR
16.601](http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/16.htm#P398_68736).
The customer may also include any special instructions that should be
highlighted in NITAAC\'s initial e-mail announcement to the prime
contractors.

If performance-based acquisition methods are used and the customer
desires prime contractor input on the development of the Quality
Assurance Surveillance Plan (QASP), then this needs to be annotated in
the proposal instructions (FAR 37.604).

### Special Instructions for Exception to the FOC Rule (See Appendix E for Listing of Exceptions)

If an exception to the rule to provide a FOC to all prime contractors is
used, the TORP should include a justification for the exception. The
Authorized CO or other designated agency official in accordance with
agency regulations and in compliance with [FAR 16.505
(b)(2)](http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/16.htm#P398_68736)
must sign the exception justification.

In addition to the above requirements, the customer must ensure, in
accordance with statutes and Federal and Agency regulations, that
required Determinations and Findings have been executed, and that the
requirements of ITMRA, GPRA, OMB Circular A-130, and other pertinent
statutes/regulations regarding security measures, performance metrics,
and architectural standards have been followed.

### Lease or Purchase Acquisition Considerations 

For leasing acquisitions, customers should consider the minimum
requirements outlined in [FAR
7.401](http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/07.htm#P0_0).
If a requirement contains leasing, a lease purchase justification must
be signed by the AMO and provided to the CIO-SP2*i* CO with the TORP.

## SUBMISSION OF THE TORP 

The CIO-SP2*i* contracts are intended to expedite and streamline
procurement practices whenever possible. NITAAC encourages submission of
the TORP via e-mail. Alternately, submission by express mail or regular
mail (to the CIO-SP2*i* Contract Team at address in the
[FOREWORD](#FOREWORD)) is also acceptable, although this may extend the
order processing time. If a signed document is to be submitted, NITAAC
encourages submission by fax of the signature page and the remainder of
the document by e-mail.

The methods of submission for TORP information and all other documents,
in order of preference, are as follows:

-   Download from the NITAAC CIO-SP2*i* Web site, fill out and return by
    e-mail

-   Fill out and physically return in hard copy form

## VERIFYING NITAAC RECEIPT OF THE TORP 

If not contacted within three (3) days of TORP submission, the customer
should call the NIH CIO-SP2*i* CO to verify receipt and assignment of a
NITAAC Tracking Number. The NITAAC Tracking Number is the primary means
of identifying the customer effort prior to award authorization. All
correspondence and interaction with NITAAC will be expedited by
referencing the NITAAC Tracking Number.

# NITAAC REVIEW AND POSTING OF REQUIREMENTS (step 3)

NITAAC staff will review the TORP and, if found to be complete, assign a
NITAAC Tracking Number within three (3) days. If not contacted within
three (3) days of TORP submission, the customer should call the
CIO-SP2*i* CO to verify receipt and assignment of a NITAAC Tracking
Number. The NITAAC Tracking Number is the primary means of identifying a
customer's TORP prior to award authorization.

## PURPOSE OF NITAAC REVIEW

The NITAAC staff will evaluate the package and verify the following
items:

-   Applicability of the SOW with respect to scope

-   Inclusion of appropriate Earned Value Management requirements

-   Adequacy of the evaluation criteria[^3]

-   Realism of the IGCE

-   Appropriateness of selected contract type

-   If applicable, adequacy of the justification used for the exception
    to the requirements for FOC

-   A statement that the NIH Processing Fee (of the obligated amount of
    the TO) will be paid as a separate fixed-price line item on the TO
    (external customers only)

-   For HHS customers: Either of the following certification memoranda
    is included: *TORP Security Certification* or *TORP Security
    Certification Not Applicable*. If the SOW [does]{.underline} require
    the contractor to develop, access, host, or maintain Federal
    automated information systems, or access to sensitive information,
    then the SOW must also include the applicable security provisions
    detailed in Section 10 of the sample SOW.

## FAIR-OPPORTUNITY PROCESS

When NITAAC staff has determined that the TORP is complete and properly
documented, NITAAC will notify the customer and then announce the
requirement (via e-mail) to eligible CIO-SP2*i* prime contractors,
unless the task meets the requirements for an exception to the "FOC"
rule. This announcement satisfies the requirement for "FOC."

## EXCEPTION TO THE FOC PROCESS

Any [FAR
16.5](http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/16.htm#P398_68736)-qualified
exceptions to the \"FOC\" rule must be signed by the customer\'s CO, or
the individual within the customer's agency who has been delegated that
authority in accordance with [FAR 16.505
(b)(2)](http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/16.htm#P398_68736).
If the exception cannot be approved by the CIO-SP2*i* CO, the
CIO-SP2*i* CO will contact the customer to determine an appropriate
course of action, possibly including:

-   Requiring further documentation to support the exception

-   Returning the TORP to the customer without further action

If the CIO-SP2*i* CO concurs that the cited exception is justified, an
announcement of the SOW to all eligible prime contractors will not be
made. Instead, only the prime contractor identified in the justification
will be notified of the TO requirement.

## PROSPECTIVE OFFEROR NON-DISCLOSURE AGREEMENT

HHS Customers: If applicable to the preparation of proposals, HHS
contractor personnel must execute the *Prospective Offeror
Non-Disclosure Agreement* (see [Appendix
C](#Fair_Opportunity_to_be_Considered)).

# PRIME CONTRACTOR(S) PREPARE TASK ORDER PROPOSALS (Step 4)

The CIO-SP2*i* contract describes the procedures that the prime
contractors must follow when proposing on a TO. The prime contractors
will generally be allowed five (5) business days at a minimum to prepare
and submit written proposals (when written proposals are required);
however, more time may be necessary based on the particular TO
requirements. The proposal due date shall be set forth in each
announcement.

## TECHNICAL PROPOSALS

Oral and/or written technical proposals shall address all requirements
of the SOW. (See [APPENDIX C](#Fair_Opportunity_to_be_Considered)).
Other items that should be included in the technical proposal (as
applicable) include:

-   Key personnel and resumes

-   Quantities/hours of personnel by labor categories

-   Other Direct Costs (ODCs) and rationale

-   Notification and request for consent to use new subcontractors

-   Labor category qualifications of any new labor categories to be used
    for the TO

-   If any subcontractors are to be used in performance of the TO, a
    list of those subcontractors, the hours, labor categories and
    associated costs

## COST PROPOSALS

An electronic media proposal is always required. This area of the
proposal shall include detailed cost/price amounts of all resources
required to accomplish the task, i.e., man-hours, equipment, travel,
etc. As a minimum, the following data will be provided:

### Time & Materials (T&M) and Firm-Fixed-Price (FFP) Proposals

The offeror shall provide an original cost/price proposal to the
customer. Identify labor categories and associated hours in accordance
with Section B of the contract (Labor Rate Tables) and the number of
hours required for performance of the task. Identify hardware, software,
turnkey systems, and Other Direct Cost (ODC) Contract Line Items (CLINs)
required, including associated elements (e.g., installation, shipping,
maintenance, warranty, etc.). The offeror's cost proposal must include
the identification and rationale for all non-labor and ODC cost elements
and identify any Government Furnished Property (GFP) and/or Government
Furnished Information (GFI) required for task performance.

### Cost-Plus-Fixed-Fee (CPFF), Cost-Sharing (CS), and Cost-Plus-Award-Fee (CPAF) Proposals

Note: The loaded burdened labor rates in Section B of the contract do
not apply to CPFF, CS, and CPAF TOs. The offeror shall provide an
original cost proposal to the customer. Cost proposals shall identify
all proprietary data. CPFF, CS, and CPAF cost proposals must include, as
a minimum, all direct costs (including an explanation of labor
categories and hours proposed, with associated costs clearly
delineated), indirect costs, ODCs, travel (if applicable), Facilities
Capital Cost of Money (FCCOM), if applicable, and fee displayed in a
manner that clearly describes the development of the contractor's cost
proposal.

## NO RESPONSE

If a prime contractor is unable or otherwise cannot perform a
requirement, a NO RESPONSE must be made to the TO proposal request. All
NO RESPONSES shall include a brief statement as to why the prime
contractor has elected to forego the opportunity (e.g., Conflict of
Interest, etc.). The NO RESPONSE may be a simple e-mail message
addressed to NITAAC and the customer POC.

# CUSTOMER REVIEW OF PROPOSALS AND PREPARATION OF SRDP (Step 5)

The customer evaluates the prime contractors' proposals, performs a Best
Value analysis and selects the prime contractor that provides the best
value. As the second step of the documentation submission procedure, the
customer prepares a complete Solution Recommendation Document Package
(SRDP) to be faxed/sent to the CIO-SP2*i* CO for approval of the TO
award.

## EVALUATION AND DISCUSSIONS 

The customer will evaluate the prime contractors' written and/or oral
technical proposals and written cost proposals. If initial evaluation
shows differences between the SOW requirements and an otherwise
acceptable prime contractor\'s proposal, discussions between the
customer and prime contractor will be necessary. Discussions may range
from informal meetings that discuss minor discrepancies on the technical
approach, to formal multiple prime contractor negotiations. Prime
contractors shall be treated equitably and fairly during this evaluation
process.

### Best Value Analysis

After evaluation and any discussions, the customer will perform a Best
Value analysis of the information contained in the proposals using the
stated evaluation criteria. Based on the results of the evaluation, it
is ultimately the customer\'s responsibility to select the prime
contractor that can provide the Best Value to the Government.

### Proprietary Information

The customer is responsible for ensuring that proprietary information
contained in a prime contractor's proposal is protected from
unauthorized disclosure. It is the prime contractor's responsibility to
ensure that all proprietary information is appropriately marked.

### Security Review

*This subsection applies specifically to HHS customers.*

If the SOW requires the contractor to develop, access, host, or maintain
Federal automated information systems, then have the project officer and
ISSO review proposals for compliance with the [HHS Information Security
Program Policy (see Appendix C)](#Fair_Opportunity_to_be_Considered).
Also, finalize contractor position sensitivity designations identified
in Section 10.C.(1) of the sample SOW.

## SRDP CONTENTS 

After completion of the evaluation, discussions, if any, and Best Value
analysis, the customer prepares a complete SRDP to be sent to the
CIO-SP2*i* CO for approval of the TO for award. The SRDP includes the
information contained in the following paragraphs.

### Selection Recommendation Document

The Selection Recommendation Document describes the selection process
and serves as evidence that the "FOC" rule was applied, unless an
exception was taken under [FAR 16.505
(b)(2)](http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/16.htm#P398_68736).
It includes the following:

1)  A statement indicating whether announcement of the TO requirement
    was made to all prime contractors eligible for receiving an award
    for the task requirement or if an exception to the \"FOC\" rule was
    cited in the TORP (cite the exception used).

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7)  The selection criteria/methodology used to evaluate the competing
    prime contractors.

8)  The results of the evaluation.

9)  The rationale for the recommendation of the TO awardee, including a
    summary of any negotiations conducted, *a listing of subcontractors
    proposed and accepted, if applicable,* cost/price analysis and best
    value analysis.

10) The total dollar amount, the funded amount and the obligated amount
    of the award, and the date of the final, accepted proposal.

11) A statement of how the funded amount is to be obligated, e.g., if a
    \$1,000,000 TO is to be awarded, whether the total amount will be
    obligated with the order, or whether the obligations will be made
    over a period of time encompassing several TO modifications. (This
    explanation should be specific in order that the CIO-SP2*i*
    Contracting and Financial Team can maintain accurate tracking of the
    order and fee amounts.)

12) The signature of the AMO.

### SRDP Security Certification

*This subsection applies specifically to HHS customers.*

If the SOW requires the contractor to develop, access, host, or maintain
Federal automated information systems, then include in the SRDP the
*SRDP Security Certification* (See [APPENDIX
C](#Fair_Opportunity_to_be_Considered)).

### NIH Processing Fee (external customers)

*The SRDP must contain a statement identifying NIH's processing fee
amount as a separate firm fixed price item that will be paid upon the
first invoice from the prime contractor. See section 5.3 for a more
complete discussion of how to pay this required processing fee.*

### Copies of All Proposals

Copies of all proposals received in response to a TO announcement should
be submitted to the CIO-SP2*i* CO with the SRDP.

### SOW Updates or Changes Since Submission of the TORP, If Applicable

If applicable, updates or changes to the SOW or TORP since original
submission should be submitted to the CIO-SP2*i* CO to update the
documentation.

## NIH PROCESSING FEE PAYMENT METHOD (External Customers) 

The following paragraphs describe how the customer pays the NIH
Processing Fee.

The only method of payment of the NIH Processing Fee is directly through
the prime contractor. Therefore, the customer's agency must perform the
following tasks when placing an order:

1)  Obtain a CIO-SP2*i* Task Order Authorization Number. (This number is
    provided by the CIO-SP2*i* CO at the time the NITAAC Approval Letter
    is released. A new number must be obtained for each new TO.)

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13) Send the funding document/order that includes a separate FFP line
    item for the NIH Processing Fee and the CIO-SP2*i* Task Order
    Authorization Number to the selected prime contractor. Primes have
    been directed to reject orders and/or modifications received with a
    missing or incorrect NIH fee, or lacking a CIO-SP2*i* Task Order
    Authorization Number.

14) Send a copy of the funding document/order to the CIO-SP2*i* CO at
    the address provided in the [FOREWORD](#FOREWORD).

15) The prime contractor will bill for the NIH processing fee on the
    first invoice. The prime contractor must remit the fee to the NIH
    within the same month that the monthly sales report containing the
    information regarding payment of that invoice is submitted to
    NITAAC.

16) If the funded (approved) amount of the order is not to be totally
    paid with the first phase of the TO, the NIH processing fee should
    be calculated on the amount obligated against that TO. Future TO
    modifications that continue to obligate up to the funded amount must
    include the proper amount of the total NIH processing fee. The NIH
    approval letter should contain the amount of the fee that is
    expected to be paid, based on the information the customer provides
    in the SRDP **(see section 5.2.1).**

## PROCEDURES UNIQUE TO NIH INTERNAL CUSTOMERS 

Since only the NIH processing fee is associated with a Service and
Supply Fund automatic charge, NIH customers need to ensure that the
appropriate CIO-SP2*i* Task Order Authorization Number appears in the
Administrative Data Base (ADB) Record of Call Screen in the "Remarks"
field.

## SRDP SUBMISSION

In all cases, whether the \"FOC\" rule was followed, or whether an
exception is cited, the Selection Recommendation Document must be signed
by the AMO of the customer organization. The customer\'s AMO will verify
by his/her signature that the evaluation and best value decision were
conducted fairly and in accordance with existing regulations, and with
these Guidelines.

SRDP documentation should be submitted via e-mail whenever possible,
concurrently with faxed copies of documents requiring signatures. The
customer should ensure that all documents reference the NITAAC Tracking
Number.

# NITAAC REVIEW AND APPROVAL TO AWARD TASK ORDER (Step 6)

Upon receipt of the SRDP from the customer, the NITAAC team conducts a
review to ensure that administrative and regulatory requirements have
been met, the SRDP has been adequately documented, proper evaluation
procedures were followed and documented, fair treatment was provided
during the evaluation process, and for HHS customers, the *SRDP Security
Certification* is included, if applicable.

## NITAAC APPROVAL LETTER

Upon completion of the review, NITAAC will provide the customer with a
NITAAC Approval Letter authorizing the customer to issue an order to the
selected prime contractor. (A hyperlink to a sample Approval Letter is
provided in [APPENDIX C](#Fair_Opportunity_to_be_Considered).) NITAAC
will also provide a copy of the NITAAC Approval Letter to the prime
contractor. The NITAAC Approval Letter will document NITAAC\'s
concurrence with the SRDP and identify the following elements of the
award:

-   The prime contractor to be awarded the order

-   The CIO-SP2 Task Order Authorization Number to be used on the
    customer order

-   The order value

-   The amount of the NIH Processing Fee (external customers)

## AWARD ANNOUNCEMENTS

NITAAC will announce the award decision to all prime contractors. This
includes awards made under one of the exceptions to the "FOC" rule.

## DEBRIEFINGS

If a non-selected prime contractor has questions as to why it was not
selected for a TO award, the prime contractor should contact the AMO.
The AMO and the non-selected prime contractor may discuss the reasons
why that prime contractor was not selected; however, the AMO may not
(1) discuss other prime contractors' proposals, (2) compare prime
contractors\' proposals, or (3) allow the non-selected prime contractor
access to the SRDP.

## PROTESTS

No protests are authorized in connection with the issuance or proposed
issuance of a TO, except for a protest on the grounds that the order
increases the scope, period, or maximum value of the contract. However,
under [FAR 16.505
(b)(4)](http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/16.htm#P398_68736),
prime contractors may contact the customer-designated contract ombudsman
with complaints on specific TOs on this contract. The ombudsman will
review all complaints and ensure that all prime contractors are offered
a "FOC", consistent with this regulation, the contract, and the ordering
guide. The designated NIH ombudsman for this contract is:

Senior Advisor to the Deputy Director for Intramural Research and\
NIH Competition Advocate for Station Support\
Building 1, Room 140\
9000 Rockville Pike\
Bethesda, MD 20892

# CUSTOMER PREPARES THE TASK ORDER (Step 7)

Once the NITAAC Approval Letter is received, the customer prepares the
appropriate funding document/order. The original of the funding
document/order is sent to the prime contractor. **The customer must
provide a copy of the funding document/order to the [CIO-SP2*i*
CO](#FOREWORD) within five (5) days of TO award. The order must contain
the NIH processing fee (external customers only) as a separate FFP line
item, regardless of overall order type**. The processing fee is based on
the obligated amount of the funding document/order. The fee is billed by
the prime contractor on its first invoice. The order must also contain
the CIO-SP2 *i* Task Order Authorization Number **(For NIH internal
customers using the Record of Call mechanism, this number is placed in
the ADB Record of Call Screen under the "Remarks" field**). At a minimum
the order must contain the following:

-   CIO-SP2*i* Task Order Authorization Number

-   Order date

-   Customer Order Number

-   Point of Contact for Billing Purposes

-   Funded Amount and the Amount of Funds Obligated Under this TO

-   Appropriation/funding citation

-   Identification of the NIH Processing Fee as a separate FFP line item
    (Applies to external customers)

-   The Statement of Work (note - the prime contractor's proposal may be
    referenced, if desired)

-   Billing Address and Delivery Address

-   Period of Performance

-   Signature of the AMO (external customers only). The NIH AMO must
    print-review the Record of Call, and ensure that the CIO-SP2*i* Task
    Order Authorization Number appears in the ADB Record of Call Screen
    under the "Remarks" field.

## CONTRACTOR EMPLOYEE INVESTIGATIONS AND NON-DISCLOSURE AGREEMENT

This subsection applies specifically to HHS customers.

The Project Officer submits requests for contractor employee
investigations in accordance with SOW Template Section 10.c.(1) (see
[Appendix C](#Fair_Opportunity_to_be_Considered) for link), and then
verifies completion. Contractor/subcontractor employees shall comply
with the HHS criteria for the assigned position sensitivity designations
prior to performing any work under this contract. The following
exceptions apply:

-   Levels 5 and 1: Contractor/subcontractor employees may begin work
    under the contract after the contractor has submitted the name,
    position and responsibility of the employee to the Project Officer,
    as described in paragraph 10.c.(2) of the SOW Template.

-   Level 6: In special circumstances the Project Officer may request a
    waiver of the pre-appointment investigation. If the waiver is
    granted, the Project Officer will provide written authorization for
    the contractor/subcontractor employee to work under the contract.

The Project Officer must obtain from each contractor employee having
access to sensitive information the signed and witnessed Contractor
Employee Non-Disclosure Agreement (see [Appendix
C](#Fair_Opportunity_to_be_Considered)) prior to starting work under the
task order.

# PRIME CONTRACTOR IMPLEMENTS TASK ORDER (Step 8)

The prime contractor is authorized to start work upon receipt of a copy
of the NITAAC Approval Letter **and** the funding document/order from
the customer **and**, if applicable, completed *Contractor Employee
Non-Disclosure Agreements* (see [Appendix
C](#Fair_Opportunity_to_be_Considered)).

# CONTRACT AND TO OVERSIGHT AND MANAGEMENT (Step 9)

NITAAC provides contract-level management and oversight of the program,
while the customer performs the day-to-day management and oversight of
the TO.

## CONTRACT LEVEL MANAGEMENT

NITAAC tracks and guides contract performance over the life of the
CIO-SP2*i* contracts. NITAAC employs several methods and tools to assist
this effort, in close concert with customer monitoring and evaluation
efforts. These tools include the following:

### In-Process Reviews

NITAAC conducts an In-Process Review (IPR) for each TO contract
annually. IPRs are designed to show the work accomplished and underway,
to ensure the work is utilizing approved standards, architectures, and
guidelines, and to surface issues encountered during TO execution (e.g.,
discrepancies between customer approaches or requirements, lack of
information or guidance needed, etc.) These reviews encompass assessment
of past performance evaluations and prime contractor's Monthly Program
Status Reports (MPSRs).

### Monthly Program Status Report

Each prime contractor must prepare a MPSR for the CIO-SP2*i* CO, even if
there has been no activity under the contract. A sample report format is
included in the contract. It includes a brief summary of significant
activities, problems and developments occurring during the reporting
period, as well as progress made at the TO level. It provides a
technical activity summary, organized by CIO-SP2*i* Task Order
Authorization Number. The report must be received by the CIO-SP2*i* CO,
via e-mail (<nihcios2@od.nih.gov>), no later than the 10^th^ of each
month.

### Monthly Sales Report

The prime contractor shall provide the Monthly Sales Report (MSR) to the
CO and the NITAAC Financial Team by the 10^th^ of each month. A sample
report format is included in the contract. If there has been no sales
activity, a negative report is still required. As attachments to the
monthly sales report, the prime contractor will send copies of all
customer orders (e.g., TOs, Record of Call Orders, and any Modifications
to TOs or Records of Call) that are itemized on the sales report being
submitted. The monthly sales report and copies of sales orders should be
faxed (301-496-8486), mailed, or delivered to the CIO-SP2*i* CO, i.e.,
an e-mail summary by itself is not sufficient.

### Monthly Check Report (MCR)

The prime contractor is required to send a Monthly Check Report (MCR) to
the NIH Office of Financial Management (OFM) for each month the
contractor is submitting a fee reimbursement check to NIH. The report
will contain order(s) information related to the NIH Processing Fees
that are being paid by the check, showing individual dollar amounts and
the CIO-SP2*i* Task Order Authorization Number for each order being
paid. A copy of the actual check that was sent to the **NIH OFM**,
listed below, in accordance with each prime contractor's contract is to
be attached to the report. This check represents the sum of all NIH
processing fees received that month.

NIH, OFM, Cashier's Office

Building 31, Room B1B23

31 Center Drive, MSC 2054

Bethesda, Maryland 20892

Two copies of the report should be sent (faxed, emailed, or delivered)
to NITAAC. One copy will be sent to the CIO-SP2*i* CO and one copy to
the NITAAC Financial Team. This report is due by the 10^th^ of the
following month at the addresses listed in the [FOREWORD](#FOREWORD).

### IDIQ Contract Files

NITAAC maintains a central file for each of the 45 CIO-SP2*i* contracts.
The file contains the contract and all documentation; all contract
modifications, correspondence, and past performance evaluation reports,
as well as copies of TOs, TO documentation, and TO modifications. The
customer maintains the official TO file and associated documentation.

## TASK ORDER MANAGEMENT

### Day-to-Day-Monitoring

The customer (COTR and AMO) provides "front-line" day-to-day monitoring
of the TO during execution. The COTR is responsible for monitoring and
assessing the prime contractor\'s TO performance using any subjective or
objective measures available to assure timeliness, quality of
deliverables, and reasonable cost results (e.g., the TO costs stay
within budget), etc. Subjective measures, which affect performance and
can be measured include cooperation, problem solving and avoidance,
correct staffing levels, adopted efficiencies, effective use of office
and communication tools, reporting, etc. The customer may use these
measures to complete the interim and final evaluation of the
contractor's performance for each TO. These measures should not be
confused with the requirements for performance metrics that define
desired overall program performance.

Contract level issues that arise during TO performance will be referred
to NITAAC for resolution (e.g., need for contract modifications,
contract disputes, contract terminations, etc.).

HHS customers should verify that contractor employees obtain security
training and successful investigations as specified in the task order
SOW.

### Acceptance of Deliverables

The COTR is also responsible for inspection and acceptance of TO
deliverables, including TO reports, if required by the TO SOW. If
deliverables are rejected, this must be documented in writing to the
prime contractor, with recitation of the requirement and factual
statements of how the prime contractor failed to meet these
requirements. The COTR and the AMO should take rejection of deliverables
into account when preparing past performance evaluations.

### Acceptance of Invoices

The customer is responsible for reviewing and accepting invoices
submitted by the prime contractor for each TO. The customer must verify
that services and all other costs invoiced were received. The customer
should also ensure that this review and acceptance is documented in the
TO file. Payment and disbursement are processed by the customer. This
includes the NIH processing fee.

### Past Performance Evaluations

Standard past performance evaluations are used for all CIO-SP2*i* TOs to
monitor and record overall past performance of each prime contractor
(See [APPENDIX C](#Fair_Opportunity_to_be_Considered) for the sample
Past Performance Evaluation form). This form must be used to evaluate
overall prime contractor performance at least annually and upon TO
completion.

The COTR completes the form, obtains concurrence from the AMO in writing
and forwards it to the prime contractor for comment. Contractor comments
received by the customer within 30 calendar days will be considered in
the final evaluation, and must be included in the evaluation form.

Once contractor comments are incorporated, the customer forwards the
form to the CIO-SP2*i* CO, for entry into the NIH Contractor Performance
System. In order for the evaluation to be received on a timely basis, it
is required that the form be forwarded to the CIO-SP2*i* CO no later
than 60 days after the yearly anniversary of the TO award, and no later
than 60 days after TO completion. Information collected in the NIH
Contractor Performance System will be available to Government agencies
and can be used as a source of information for evaluation of contractor
past performance for future TO opportunities.

## TASK ORDER MODIFICATIONS

TO modifications are generally made to correct oversights or changes in
conditions from the original TO. The following procedure will apply to
TO Modifications:

### No Cost Modifications

No-cost task modifications may be processed directly by the customer,
without participation by NITAAC. However, a copy of the modification
must be sent by the AMO to the CIO-SP2*i* CO at the address provided in
the [FOREWORD](#FOREWORD).

### Addition of Funds

Two (2) copies of TO modifications that involve an addition of funds
that were contemplated and described in the original TO (e.g.,
incremental funding actions, exercise of options), must be sent by the
AMO to the CIO-SP2*i* CO at the address provided in the
[FOREWORD](#FOREWORD). No further documentation is required; however,
for external customers; the NIH processing fee (of the amount obligated
on the TO modification) must be added as a FFP separate line item on the
modification (i.e., the funding document/order). If the amount of the TO
modification is \$25,000 or less, NITAAC policy prescribes that the
customer pay a minimum fee of \$250, which must appear as a separate FFP
line item on the modification.

### Minimum Processing Fee

A minimum-processing fee of \$250 has been established for orders and
modifications. However, this fee will not be assessed against no-cost
modifications, administrative modifications or close-out modifications.

### Additional Work/Additional Time

If the customer's modification requirement alters the scope, adds an
additional period of performance[^4], or provides for major changes such
as additional work, a TO modification is appropriate only if the
following conditions are met:

-   The work relates in some way to the original statement of work,
    e.g., additional time, additional related task, etc.

-   The [FAR 16.505
    (b)(2)](http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/16.htm#P398_68736)
    exception to FOC is cited and a full rationale is presented and
    signed by the ACO or other designated agency official in accordance
    with regulations.

-   If this is a follow-on, [FAR Part
    16.505(b)(2)(iii)](http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/16.htm#P398_68736)
    should be cited and a supporting justification must be included in
    the documentation submitted to the CIO-SP2*i* CO. The justification
    should also refer to the original TO and explain the connection
    between it and the follow-on in the background portion of the
    Statement of Work. As new work, the TO will be subject to the NIH
    processing fee (or \$250.00 minimum fee) applicable to external
    customers. (See [Chapter 1, Section 1.2](#nih-processing-fee) for
    further information).

If the requirement is for new work, a new TORP, as described in [Chapter
2.0](#prepare-task-order-requirements-package-step-2) must be submitted
in order for it to be considered and processed in accordance with the
FOC rule.

## TASK ORDER CLOSE OUT

When TO performance is completed, the COTR and the AMO sign the
acceptance of the final product or completion statement of effort for
all tasks issued, ensuring that all TO requirements were met; e.g., all
deliverables were received on time and were technically acceptable,
GFE/GFI have been appropriately distributed, etc. The prime contractor
submits the final invoice for costs incurred during TO execution (as
accepted by the COTR and AMO). The final invoice must include a
statement that it is the final invoice and that all costs have been
accounted for and billed. The prime contractor must forward a copy of
the final invoice to the CIO-SP2*i* CO when the TO has been completed.

# OPTIONAL CONTRACTOR MULTI-PHASE PROCESS

*Optionally,* Government customers using the CIO-SP2*i* contract may
choose a multi-phase process in accordance with FAR 15.202 and FAR
16.505(b). Figure 2 illustrates the steps of the TO process flow with
the multi-phase option.
![](media/image4.wmf){width="5.836805555555555in"
height="7.448611111111111in"}

The multi-phase option may reduce the total amount of effort and cost in
the preparation and review of proposals.  For customers, the number of
full technical proposals to be evaluated may be fewer.  All contractors
gain early insight as to the likelihood of their success in Phase II,
and may adjust their strategy accordingly.  Those contractors who choose
not to participate beyond Phase I will avoid the cost of preparing full
proposals.

**Step 1.** A government customer should begin the TO process by
obtaining general information on CIO-SP2*i*. This information is
available in Chapter One or the NITAAC Web site. Examples of multi-phase
approaches and criteria will be available on the Web site.

**Step 2.** The customer must define the task requirements and prepare
the TORP. Assuming the customer opts for the multi-phase process, the
customer develops a multi-phase approach and multi-phase evaluation
criteria, which may be a subset of the technical evaluation criteria for
the complete proposals. The multi-phase approach and evaluation criteria
are submitted to NITAAC with the TORP.

**Step 3.** NITAAC reviews the TORP, the multi-phase approach and
task-specific evaluation criteria. NITAAC assigns a NITAAC Tracking
Number, and announces the requirements, the multi-phase approach and
criteria within three (3) business days by email to eligible CIO-SP2*i*
prime contractors.

**Step M1**. Contractors prepare a "white paper" (or other format
selected by the customer) addressing the requirements. See [APPENDIX
F](#__RefHeading___Toc154311083) for a sample outline of the multi-phase
white paper and the corresponding evaluation criteria matrix. At least
five (5) business days must be allowed for preparation. Contractors may
also be requested to give an oral technical presentation.

**Step M2.** Using the multi-phase evaluation criteria, the customer
selects the contractors that demonstrate a reasonable chance for award
and documents the selection process[^5]. The documentation of the
multi-phase process should include all results from the customer's
evaluation using the established criteria. The customer transmits the
list of selected contractors and the associated documentation to NITAAC
within a stated period of time. If the evaluation is delayed, the
customer notifies the contractors on or before the original deadline and
gives a new notification date.

**Step M3.** NITAAC reviews the multi-phase process and the results of
the customer's evaluation, and notifies each respondent in writing of
their Phase I status, and informs them if they are unlikely to be a
viable competitor.  Irrespective of the outcome of Phase I, all
respondents may participate in both phases of the acquisition. For
contractors who wish to continue, the normal task-order process resumes;
that is, they prepare and submit full
technical and cost proposals (Step 4).

A.  []{#__RefHeading___Toc154311078 .anchor}GLOSSARY

[]{#APPENDIX_A .anchor}The definitions in this section reflect NITAAC\'s
interpretation of terms and concepts used in the CIO-SP2*i* guidelines.

**Accountable Management Official (AMO)** - The individual within the
customer\'s organization (whether NIH or external), who is authorized to
obligate or expend the Government funds. This individual has the
authority to bind the Government to the extent of the authority
delegated to him/her. The dollar threshold set forth in the
individual\'s delegation may not be exceeded. The AMO is typically a CO,
if the customer chooses to issue orders locally (i.e., through its own
agency channels). Only when a local contracting office is not available,
the AMO may be a project official who must be given authorization by
his/her agency to direct the transfer of funds to the designated
contracting office.

**Awarded/Funded/Obligated:**

-   Awarded Amount: The dollar amount of the TO over the life of the
    order, e.g., includes incremental funding and optional dollar
    amounts.

-   Funded Amount: The total amount of monies to be obligated in a
    fiscal year. This amount may be spread over several TO
    modifications, each containing a portion of the funded amount as the
    obligation of that particular TO modification.

-   Obligated Amount: The dollar amount of the TO. This may or may not
    equal the funded amount, depending on how the agency determines to
    allocate the funded amount over the fiscal year.

**Best Value Analysis** - In accordance with [FAR Part
15.101](http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/15.htm#P398_68736),
the analysis of technical and cost proposals to determine which proposal
offers the best trade-off between price/cost and performance, where
quality is considered an integral performance factor.

**CIO-SP2*i* Task Order Authorization Number** - This is the number that
NITAAC assigns to a TO once the Solution Recommendation Document Package
(SRDP) has been approved. It is provided to the customer (with a copy to
the prime contractor) via the approval letter. It must appear on the
customer\'s funding document/order. In the case of NIH Records of Call,
the CIO-SP2*i* Task Order Authorization Number must appear in the
description block of the Record of Call. The prime contractor shall not
accept any orders without this number.

**Contracting Officer Technical Representative (COTR)** - The individual
appointed by the AMO who serves as the principal point of contact
between the customer, the TO prime contractor and NITAAC. This
individual provides technical direction to the TO prime contractor.

**Contract Type: Time and Materials (T&M)** - The acquisition of
supplies or services on the basis of: (1) direct labor hours at
specified fixed hourly rates that include wages, overhead, general and
administrative expenses, and profit, and (2) materials at cost,
including, if appropriate, material handling costs as a part of material
costs.

A T&M TO may only be used when it is not possible at the time of placing
the order to estimate accurately the extent or duration of the work or
to anticipate costs with any reasonable degree of confidence. This
contract type places maximum risk on the Government. The customer must
follow the requirements of [FAR
16.601](http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/16.htm#P398_68736).

**Contract Type: Cost Reimbursable** - Contracts that provide for
payment of allowable incurred costs to the extent prescribed in the
contract. There is an estimate of the total costs for the purpose of
obligating funds and a ceiling that the prime contractor may not exceed
(except at its own risk) without approval of the CO.

**(i) Cost Plus Fixed Fee (CPFF)** -A cost-reimbursement contract that
provides for payment to the prime contractor of a negotiated fee that is
fixed at the inception of the contract.

**(ii) Cost Plus Award Fee (CPAF)** (typically greater than \$2
million) - A cost-reimbursement contract that provides for a fee
consisting of (a) a base amount (which may be zero) fixed at the
inception of the contract and (b) an award amount, based upon a
judgmental evaluation by the Government, sufficient to provide
motivation for excellence in contract performance. Award fee evaluation
criteria must be specified in the TORP.

**(iii) Cost Sharing**- A cost-reimbursement contract in which the
contractor receives no fee and is reimbursed only for an agreed-upon
portion of its allowable costs.

Note: (i) and (ii) above require that the fee shall not exceed the
applicable, FAR-cited statutory percentage limitation of the estimated
cost, excluding fee (see [FAR
15.404-4(C)(4)(i)(C)](http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/15.htm#P398_68736)).

**Contract Type: Firm-Fixed-Price (FFP)** - A firm fixed price contract
provides for a firm price that is not subject to any adjustment on the
basis of the prime contractor\'s cost experience in performing the
contract. This contract type places maximum risk on the prime
contractor. It also provides maximum incentive for the prime contractor
to control costs and perform effectively.

**Customer** - This term includes personnel in both NIH ordering
activities and in all other Federal Agencies. The term "external
customer" means any customer agency that is not a part of the NIH.

**Fair-Opportunity-to-be-Considered (FOC) Rule** - All prime contractor
teams (primes and their designated subcontractors) are considered to
possess the basic qualifications for success in those IT task areas of
the contract awarded to them. Therefore, the statutory and regulatory
requirement for FOC will be deemed to have been met by the announcement
(through the designated Internet Web site or e-mail) of all TOs that do
not fall under one of the exceptions at [FAR
16.505(b)(2)](http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/16.htm#P398_68736).
See [APPENDIX E](#__RefHeading___Toc154311082) for the exceptions. Each
TO will be evaluated, at a minimum, on selection criteria, which include
past performance, technical/management approach, and price/cost.

**Funding Document/Order Number** - This is the unique customer number
identifying the Funding Document/Order. The funding document/order also
must cite the CIO-SP2*i* Task Order Authorization Number and must
include the proper processing fee as a separate FFP line item, where
appropriate.

**Loaded Hourly Labor Rates** - Loaded Hourly Rate is defined as the
direct hourly rate along with the appropriate load factors, inclusive of
profit. Load factors include such items as overhead, fringe benefits and
general and administrative (G&A) expense.

**FFP Orders** - The contractor estimates the quantity of hours required
for the effort to arrive at the firm fixed price of the labor portion of
the order. ODCs are computed separately (using the ODC multiplier) and
added to the labor price to arrive at the order\'s total FFP. No
post-award accounting of hours expended or personnel qualifications are
required.

**T&M Orders** - The prime contractor is reimbursed at the applicable
rate for each hour of effort delivered. Personnel must meet the minimum
qualifications of the labor category against which they are billed. ODCs
are computed separately.

**NIH Processing Fee** - This is the fee that NITAAC receives for
processing a TO or TO modification to award and is intended to cover the
costs associated with the solicitation, award, and administration of
contracts under CIO-SP2*i*.

**NITAAC Approval Letter**- A memorandum signed by the CIO-SP2*i* CO
authorizing approval of the selected prime contractor and providing the
CIO-SP2*i* Task Order Authorization Number and processing fee
information.

**NITAAC Tracking Number** - This is the number assigned by NITAAC at
the beginning of step one of the TO award process. Both NIH and external
customers use it. It is required for internal tracking of the TO until
SRDP approval is provided and a CIO-SP2*i* Task Order Authorization
Number is assigned.

**Prime Contractor** - Contractors holding a CIO-SP2*i* IDIQ contract
awarded by NITAAC. Only prime contractors may receive TO awards from
customers. Each prime contractor leads a team of subcontractors that may
perform work on a customer's order, but it is the prime contractor with
whom the Government maintains a contractual relationship.

**Solution Recommendation Document Package (SRDP)** - The documentation,
which includes a discussion of the evaluation process and the rationale
for award, copies of all proposals, checklist and signature by the AMO.
These orders may be funded fully in the first year, funded by options,
or incrementally funded.

**Task Order Requirements Package (TORP)** - The complete documentation
prepared and submitted by the customer (both NIH and external) to
initiate a TO request.

B.  []{#__RefHeading___Toc154311079 .anchor}Task management and Task
    Areas

The CIO-SP2*i* contract provides IT hardware, software, systems, and
services in support of IT solutions within NIH and other Government
Agencies. TOs will be written for support and services in nine primary
task areas. Listed below in Section B.2 are definitions of each task
area. These are quoted from Section C of the CIO-SP2*i* Request for
Proposal.

CONTRACT AND TASK ORDER MANAGEMENT

Contract and TO management is a mandatory element for all TOs placed
under the CIO-SP2*i* contract. The objective of contract and TO
management is to provide the program management, project control and
contract administration necessary to manage a high volume, multiple
contract type TO process for a large, diversified team so that the cost,
schedule and quality requirements of each order are tracked,
communicated to the government, and ultimately attained. The use of
commercially available automated tools (for example, a LAN or Web based
contract task management system) and the application of expertise on
processes and metrics that support TO management are encouraged to
achieve the above objectives. The objective of the tools is to provide
quicker access, improved accuracy, and enhanced accessibility for
contractors/clients, real-time monitoring of status/deliverables,
tracking the quality of work products and gauging overall customer
satisfaction.

TASK AREAS

Chief Information Officer (CIO) Support (Task Area 1)

Numerous laws, regulations, and policies have been enacted in the last
several years to include the Paperwork Reduction Act, the Computer
Security Act, Presidential Decision Directive (PDD) #63, Government
Performance and Results Act (GPRA), and the Clinger-Cohen Act. In
particular, the Clinger-Cohen Act of 1996 (P.L. 104-106, Division
E-Information Technology Management Reform, Title LI-Responsibility For
Acquisitions Of Information Technology) established the Chief
Information Officer (CIO) position in federal agencies. The objective of
CIO Support is to provide support to CIOs in the implementation of these
laws, regulations, and polices.

New CIO practices have evolved as they work to implement these laws,
regulations, and policies. A non-exhaustive list of examples of the type
of work to be performed under this task area is:

\(a\) Agency Information Technology Architecture (ITA) Support

\(b\) Program Analyses (including Cost/Benefit Analysis and Cost
Effectiveness Analyses)

\(c\) Grants Management and Administration Application

\(d\) Market Research

\(e\) Total Cost of Ownership Studies

\(f\) Stakeholders Analyses

\(g\) A-76 Studies

\(h\) Workforce Management

\(i\) IT Organizational Development

Outsourcing (Task Area 2)

The objective of the outsourcing task is to provide the IT
infrastructure and IT services required to assume management of
government IT resources and IT business functions. A non-exhaustive list
of examples of the type of work to be performed under this task area is:

\(a\) Program Management

\(b\) Transition Planning

\(c\) Management of Call Centers

\(d\) Hardware and Software Configurations

\(e\) Network Operations and Web Management Support

\(f\) Leasing of Hardware and Software

\(g\) Tools and Applications (including Application Service Provider)

\(h\) Infrastructure Networking

\(i\) Capacity Management

\(j\) Data Base Administration and Data Storage Management

\(k\) Backup and Recovery Services System Console Operations

\(l\) Production Control

\(m\) Mission Management Support

\(n\) Information Assurance

\(o\) Hardware/Software Maintenance

\(p\) Asset Management

\(q\) IT Acquisition Management

\(r\) Technology Infusion

\(s\) Desktop Computing as a Unified Service

\(t\) Managed IT Services Support

\(u\) IT Impact Analyses

\(v\) Workflow Management

\(w\) ISO 9000 Analyses and Implementation Support

\(x\) Business Processes

\(y\) Solution Leasing

IT Operations and Maintenance (Task Area 3)

The contractor shall provide IT operations support and maintenance
procedures for IT systems. A non-exhaustive list of examples of the type
of work to be performed under this task area is:

\(a\) Operational Support

\(b\) Software Support

\(c\) Network/Hardware Support

\(d\) Technical Support

\(e\) LAN/WAN/MAN

\(f\) Telecommunications (Data, Voice, Images, including Wireless)

\(g\) Help Desk/IT Assistance Hotline

\(h\) IT Service Management

\(i\) Network Management

\(j\) System Management

\(k\) Asset Management

\(l\) Electronic Software Distribution

\(m\) Electronic Software Licensing Services including license:
deployment, management, tracking, upgrading, etc.

\(n\) IT Maintenance

\(o\) Web Technology

\(p\) Client/Server Operations

\(q\) IT Training

\(r\) IT Operation and Maintenance Planning

\(s\) Server Consolidation

\(t\) Office Automation Software Support

\(u\) Organizational Change Management Support

\(v\) IT Logistics Support

The contractor shall operate and maintain IT systems at current vendor
release levels or government-off-the-shelf (GOTS) applications software
upgrades. Operations and maintenance on IT systems shall include all
software and hardware associated with mainframe CPU\'s,
PC-client/server, network-backbone-front end processors and all networks
(MILNET, NIPRNET, SIPRNET).

Integration Services (Task Area 4)

The objective of integration services is to improve business practices
by analysis of the process, and applying IT components. System
integration encompasses all activities necessary to develop and deploy
an information system. It includes the integration of technical
components, organizational components and documentation. The IT
components are engineered and integrated into the business function. The
area of system integration may make use of program management, technical
laboratories, prototypes, pilot systems and tools/methodologies germane
to business analysis and business processing reengineering. A
non-exhaustive list of examples of the type of work to be performed
under this task area is:

\(a\) Gap Analysis

\(b\) Benchmarking

\(c\) Business Process Reengineering

\(d\) Test and Evaluation Services

\(e\) Financial Analysis (Make/Buy Decisions)

\(f\) Feasibility Studies

\(g\) Trade Studies

\(h\) System Design Alternative (SDA) Studies

\(i\) Archival Analyses

Critical Infrastructure Protection and Information Assurance (Task Area
5)

The protection of critical infrastructure and assurance of agency
information is evolving as the next great CIO focus area (with the
passing of Y2K problems). Information assurance is defined here as those
operations that protect and defend information and information systems
by ensuring confidentiality, integrity, availability, accountability,
restoration, authentication, non-repudiation, protection, detection,
monitoring, and event reaction capabilities. A non-exhaustive list of
examples of the type of work to be performed under this task area is:

\(a\) Critical Infrastructure Asset Identification

\(b\) Information Assurance of Critical Infrastructure

\(c\) Risk Management (Vulnerability Assessment and Threat
Identification)

\(d\) Critical Infrastructure Continuity and Contingency Planning

\(e\) Physical Infrastructure Protection

\(f\) Information Systems Security

\(g\) Information Assurance

\(h\) Emergency Preparedness

\(i\) Training and Awareness Programs

\(j\) Exercises and Simulation

\(k\) Disaster Recovery

\(l\) Security Certification and Accreditation

\(m\) Crypto Systems

\(n\) Record Management

\(o\) Public Key Infrastructure

\(p\) Electronic Messaging

\(q\) Digital Libraries

\(r\) Intelligent, Automated Data Collection and Analysis

Digital Government (Task Area 6)

Digital government is the provision of government services through
digital, electronic means. A non-exhaustive list of examples of the type
of work to be performed under this task area is:

\(a\) Business Intelligence

\(b\) Customer Care

\(c\) Customer Relationship Management

\(d\) Data Mining

\(e\) Data Warehousing

\(f\) Decision Support/OLAP

\(g\) Electronic Commerce (EC)/Electronic Data Interchange (EDI)

\(h\) Internet/Intranet/Extranet

\(i\) Knowledge Management (IT-based sharing/storing of agency
individuals' knowledge)

\(j\) Performance Measurement

\(k\) Personalization (IT-Enhanced Customer Interaction)

\(l\) IT-Enhanced Public Relations

\(m\) Strategic Planning

\(n\) Web Development and Support

\(o\) Workflow Management

\(p\) Records/Document Management

\(q\) IT-Enhanced Public Outreach Services

\(r\) B2G Solutions

Enterprise Resource Planning (ERP) (Task Area 7)

ERP is an integrated set of software applications used to control,
monitor, and coordinate key business activities across an enterprise.
ERP applications generally fall into the following categories:
Financials, Human Resources, Supply Chain Management, Manufacturing,
Projects, and Front Office. A non-exhaustive list of examples of the
type of work to be performed under this task area is:

\(a\) Business Transformation (BT)

\(b\) IT Software Package Selection (PS)

\(c\) ERP Package Implementation

\(d\) Supply Chain Package Implementation

\(e\) Streamlined Package Implementation

\(f\) ERP IT Infrastructure

\(g\) ERP End User Training

\(h\) Networking Planning

\(i\) ERP Installation and Tuning

\(j\) Capacity Planning and Performance Load Testing

Clinical Support, Research, and Studies (Task Area 8)

The contractor shall operate and maintain IT systems, IT equipment,
hardware, software, IT processes, and IT procedures that support
Government clinical and research activities. The objective is to
directly support researchers and clinicians by performing health care
systems studies, and providing operational, technical, and maintenance
services for the systems, subsystems, and equipment that interface with
and are extensions to information systems. This task area provides
support to intramural researchers (computational bio-science, etc.).

Software Development (Task Area 9)

This task area addresses customized software applications, database
applications, and other solutions not available in off-the-shelf modular
software applications. A non-exhaustive list of examples of the type of
work to be performed under this task area is:

\(a\) Administrative and General Decision Support Software

\(b\) Program Evaluation Software

\(c\) Clinical Protocol and Quality Assurance Decision Support Software

\(d\) GIS-Enhanced Planning and Program Evaluation Software

\(e\) Multimedia Software for Patient Education

\(f\) Multimedia Software for Staff Education

\(g\) SEI/CMM Analyses and Implementation Support

C.  []{#__RefHeading___Toc154311080 .anchor}Links to Task Order Work
    Flow Documents

[Statement of
Work](http://nitaac.nih.gov/downloads/ciosp2/ciosp2_SOW_forms.doc)

[Independent Government Cost Estimate - FFP;
T&M](http://nitaac.nih.gov/downloads/ciosp2/ciosp2_GCE_FFPTM.doc)

[Independent Government Cost Estimate - CPFF; CPAF;
CS](http://nitaac.nih.gov/downloads/ciosp2/ciosp2_GCE_CPFF_CPAFCS.doc)

[TORP Transmittal
Letter](http://nitaac.nih.gov/downloads/ciosp2/ciosp2_TORP_letter.doc)

[Posting
Notice](http://nitaac.nih.gov/downloads/ciosp2/ciosp2_posting_notice.doc)

[Solution Recommendation Document (SRDP
Form)](http://nitaac.nih.gov/downloads/ciosp2/ciosp2_SRDP_forms.doc)

[Approval
Letter](http://nitaac.nih.gov/downloads/ciosp2/ciosp2_approval_letter.doc)

[Performance Evaluation - Word
Doc](http://nitaac.nih.gov/downloads/ciosp2/CIOSP2i_pastperformance_eval.doc)

Security-Specific Documents for HHS Customers:

> [TORP Security Certification Not
> Applicable](http://nitaac.nih.gov/downloads/ciosp2/TORP_Security_Certification_NA.doc)
>
> [TORP Security
> Certification](http://nitaac.nih.gov/downloads/ciosp2/TORP_Security_Certification.doc)
>
> [Prospective Offeror Non-Disclosure
> Agreement](http://nitaac.nih.gov/downloads/ciosp2/Prospective_Offeror_Non-Disclosure.doc)
>
> [SRDP Security
> Certification](http://nitaac.nih.gov/downloads/ciosp2/SRDP_Security_Certification.doc)
>
> [Contractor Employee Non-Disclosure Agreement (Contractor Commitment
> to Protect Non-Public
> Information)](http://nitaac.nih.gov/downloads/ciosp2/Contractor_Employee_Non-Disclosure.doc)
>
> [Employee Separation
> Checklist](http://nitaac.nih.gov/downloads/ciosp2/Employee_Separation_Checklist.doc)
>
> [Roster of Employees Requiring Suitability
> Investigations](http://nitaac.nih.gov/downloads/ciosp2/Suitability_roster.xls)
>
> [HHS Information Security Program
> Policy](http://www.hhs.gov/ocio/policy/2004-0002.001.html#intro)

D.  []{#__RefHeading___Toc154311081 .anchor}CIO-SP2 Prime Contractors
    Receiving Awards and Their Task Areas

A list of the CIO-SP2*i* Prime Contractors, with links to their Web
sites, is maintained on the NITAAC Web site at
<http://nitaac.nih.gov/CIOSP2PrimeContractorListing.asp>.

Companies Receiving Awards in all Nine Task Areas

AC Technologies, Inc.

ACS Government Solutions Group

Andersen Consulting

Anteon Corporation

A-Tek, Inc.

Averstar, Inc.

Booz-Allen & Hamilton

Computer & Hi - Tech Management, Inc.

Computer Sciences Corporation

Digicon

DynCorp Information Systems

Federal Data Corporation

Fuentez Systems Concepts, Inc.

General Dynamics Electronic Systems

KPMG Consulting

Lockheed Martin

Logicon

OAO

PRC, Inc.

Raytheon Technical Service Company

SAIC

Sherikon, Inc

Signal Corporation

SRA

STG, Inc.

Sytel

TRW

The Orkand Corporation

Unisys Corporation

Universal Hi - Tech Development, Inc.

Companies Receiving Awards in Less Than Nine Task Areas

  ---------------------------------------------------------------------------------------
  Company                                       **Task                                
                                                Areas**                               
  --------------------------------------------- --------- --- --- --- --- --- --- --- ---
                                                1         2   3   4   5   6   7   8   9

  **Alphatech**                                               X   X   X   X           

  **AMDEX Corporation**                                       X   X                   X

  **CITI - Creative Information Technology,                   X   X       X           X
  Inc.**                                                                              

  **CNSI - Client Network Services**                      X   X   X   X   X       X   

  **Computech**                                                   X       X           X

  **Daston Corporation**                                      X                       

  **InfoPro Incorporated**                                    X   X       X           

  **Ingenium**                                            X   X       X   X           

  **ITS Services, Inc.**                                  X   X           X           

  **Kathpal Technologies**                                X   X   X   X   X           X

  **KBM Group**                                               X           X           X

  **Multimax**                                  X         X   X       X   X           

  **People Processing Information**                       X   X   X   X   X           X

  **Premier Technology Group, Inc.**            X         X   X       X   X   X       

  **Project Performance**                       X             X   X   X   X           X

  **RG II Technologies**                        X         X   X                       

  **RS Information Systems, Inc.**              X         X   X   X   X   X           X

  **System Plus, Inc.**                                       X       X       X       
  ---------------------------------------------------------------------------------------

Task Legend

Task Area 1. Chief Information Officer (CIO) Support

Task Area 2. Outsourcing

Task Area 3. IT Operations and Maintenance

Task Area 4. Integration Services

Task Area 5. Critical Infrastructure Protection and Information
Assurance

Task Area 6. Digital Government

Task Area 7. Enterprise Resource Planning

Task Area 8. Clinical Support, Research, and Studies

Task Area 9. Software Development

E.  []{#__RefHeading___Toc154311082 .anchor}EXCEPTIONS TO THE FAIR
    OPPORTUNITY PROCESS

In accordance with FAR 16.505(B) (2), the *only* exceptions to the
requirement to provide each awardee a FOC for each order exceeding
\$2,500 are:

1)  The agency need for the supplies or services is so urgent that
    providing a fair opportunity would result in unacceptable delays;

```{=html}
<!-- -->
```
17) Only one awardee is capable of providing the supplies or services
    required at the level of quality required because the supplies or
    services ordered are unique or highly specialized;

18) The order must be issued on a sole-source basis in the interest of
    economy and efficiency as a logical follow-on to an order already
    issued under the contract, provided that all awardees were given a
    FOC for the original order; or

19) It is necessary to place an order to satisfy a minimum guarantee.

```{=html}
<!-- -->
```
F.  []{#__RefHeading___Toc154311083 .anchor}Sample Outline of a 10-Page
    "White Paper"

The following is a sample outline of a 10-page "white paper" that could
be used in a multi-phase process. In this outline, there are five
sections identified, with each section having a page or word limit. The
*Statement of the Problem* and the *Critical Issues* sections are
prepared by the contractor based on his/her reading of the TORP,
familiarity with similar problems, and knowledge of the customer's
environment. The *Project Approach* section describes the technical
approach advocated by the contractor to solve the problems/issues
confronting the customer. The *Suggested Timeline* might only be the
contractor's best estimate of the project's duration or it might include
subprojects and show their durations and interdependencies. The last
section, *Relevant Past Experience*, is a short summary of the
experience of the contractor that may be directly relevant to the
customer's problem.

1)  **Statement of the Problem** - A brief restatement or elaboration by
    the contractor of the customer's problem (1 page or no more than 500
    words)

```{=html}
<!-- -->
```
20) **Critical Issues** - Discussion by the contractor of critical
    issue(s) and limitations the customer might face in trying to solve
    the problem (2 pages or no more than 1000 words)

21) **Project Approach** - A description of the technical approach
    recommended by the contractor and of how it will address each of the
    critical issues (5 pages or no more than 2500 words)

22) **Suggested Timeline** - The contractor's best estimate of how long
    the project would take, to include a timeline if scheduling is a
    critical issue (1 page or no more than 500 words)

23) **Relevant Past Experience** - A summary of the contractor's past
    experience that is directly relevant to the current problem. Provide
    the names of organizations, contacts, and current phone numbers. (1
    page or no more than 500 words)

Table 3. displays sample evaluation criteria for white papers that use
this outline and a simple scoring sheet that might be used to compute a
weighted total score for each contractor.

3.  Sample Evaluation Criteria and Scoring Sheet

+----------------------------------+------------+------------+---------+
| **Criterion**                    | **Grade**  | **Weight** | **Total |
|                                  |            |            | Score   |
|                                  | **\[1 →    | **\[1 →    | for     |
|                                  | 5\]**      | 3\]**      | each    |
|                                  |            |            | C       |
|                                  | **Low →    | **Low →    | riterio |
|                                  | High**     | High**     | n**[^6] |
+==================================+============+============+=========+
| 1.  Degree of understanding of   |            | **1**      |         |
|     the problem and the critical |            |            |         |
|     issues confronting the       |            |            |         |
|     customer                     |            |            |         |
+----------------------------------+------------+------------+---------+
| 2.  Realism of the proposed      |            | **2**      |         |
|     technical approach           |            |            |         |
+----------------------------------+------------+------------+---------+
| 3.  Innovativeness of the        |            | **2**      |         |
|     proposed approach            |            |            |         |
+----------------------------------+------------+------------+---------+
| 4.  Realism of the suggested     |            | **1**      |         |
|     timeline                     |            |            |         |
+----------------------------------+------------+------------+---------+
| 5.  Depth of directly relevant   |            | **3**      |         |
|     past experience              |            |            |         |
+----------------------------------+------------+------------+---------+
| **Contractor's Total Score**     |            |            |         |
+----------------------------------+------------+------------+---------+

G.  []{#__RefHeading___Toc154311084 .anchor}Sample Statements for
    Section 508 Compliance

[]{#APPENDIX_G .anchor}Agency sample

Federal Government agency procurements must comply with Section 508 of
the Rehabilitation Act of 1973. Refer to Section 1.11 for background
information. A contracting agency may use the following sample
statements in the Statement of Work to meet the requirements of Section
508 (Electronic and Information Technology Accessibility for Persons
with Disabilities). With reference to the NITAAC SOW template, these may
be placed in paragraph 15*, Other Pertinent Information or Special
Considerations*.

Section 508 Compliance Instructions

Section 508 of the Rehabilitation Act of 1973 requires that Federal
agencies' electronic and information technology (EIT) is accessible to
people with disabilities. The Federal Acquisition Regulations (FAR)
Final Rule for Section 508 (EIT Accessibility) can be found at
[www.section508.gov](http://www.section508.gov/) and at the Access
Board's Web site at http://www.access-board.gov/sec508/standards.htm.

Unless it is an "undue burden" or compliant products or services do not
exist, the products must conform with Section 508. The contractor should
state that they will comply with the requirements of Section 508 or cite
a justifiable reason for an exception. If any additional costs for
compliance are anticipated, these should be identified. Also, if
significant difficulty or expense is involved, a commercial
non-availability is declared.

The contractor must ensure that all EIT products that are less than
fully compliant are offered pursuant to extensive market research, which
ensures that they are the most compliant products and services
available. For every EIT product that does not comply with 36 CFR Part
1194, the contractor shall on 30 days notice, make every effort to
replace or upgrade it with a compliant equivalent product or service, if
commercially available and cost neutral.

For existing systems, the contractor may not be able to identify all
costs for compliance if the contractor did not develop that system, but
should state that any development performed during the course of this TO
will be compliant. If significant difficulty or expense is involved, a
commercial non-availability is declared. Within 30 days of task award,
the contractor should provide a plan for compliance for the system as a
whole, including any costs associated with compliance.

Standards

The contractor shall comply with all required Federal or agency
standards as specified in the individual TO.

The Federal Electronic and Information Technology Accessibility
Standards (36 CFR 1194) are incorporated into and made a part of this
contract. These standards are found in their entirety at [The Section
508 Standards
Page](http://www.section508.gov/index.cfm?FuseAction=Content&ID=12). A
printed copy of the standards will be supplied upon request. The
contractor must comply with the above referenced standards in performing
this contract.

Contractor sample

The following is a sample 508 compliance statement that a contractor may
include in response in a proposal.

> \(a\) The contractor represents by signing this offer that the
> supplies and services offered in response to this solicitation, except
> for those identified in paragraph (b), comply fully with the
> Electronic and Information Technology Accessibility Standards at 36
> CFR 1194. (See [The Section 508 Standards
> Page](http://www.section508.gov/)). Each supply or service that will
> not be totally compliant at time of delivery or is only partially
> compliant is listed in paragraph (b).
>
> \(b\) All noncompliant and partially compliant supplies or services
> are listed below. In addition, for each supply or service that is not
> in full compliance, or is partially compliant, a detailed discussion
> of which standards are satisfied and which standards are not satisfied
> by the offered supply or service is included. Also, any qualifications
> or conditions that might affect compliance with Section 508 of the
> proposed supplies or services are described. The list will be kept
> current during the period of performance.

H.  []{#__RefHeading___Toc154311085 .anchor}Security-Specific Actions
    for HHS TASK Orders

![](media/image6.wmf){width="6.100694444444445in"
height="5.090972222222222in"}[]{#Fair_Opportunity_to_be_Considered
.anchor}

[^1]: Customer-developed, NITAAC-approved task order requirements that
    fall under one of the exceptions to the requirement for
    "Fair-Opportunity-to-be-Considered" are announced only to the
    selected prime contractor.

[^2]: Formerly the Information Technology Management Reform Act (ITMRA).
    For further information see
    <http://wwwoirm.nih.gov/policy/itmra.html>.

[^3]: Proposals must be evaluated against the stated criteria, which
    have been identified as to their relative importance or weight.

[^4]: Task Order Modifications for FFP and CPFF completion contracts
    solely for the purpose of extension of time to complete the task
    (with no associated additional costs and no new work) do not require
    that a new TORP be prepared. These types of modifications should be
    handled as provided in paragraph 9.3.1 of these Guidelines.

[^5]: Not all circumstances can be anticipated by this guideline. The
    goal is to maintain a free and open competition while streamlining
    the selection process.

[^6]: The total score for each criterion is computed by multiplying the
    assigned grade by the weight. A contractor's total score is the sum
    of the total scores for each criterion.