Pre-Proposal Instructions
This general guidance is not intended to replace more specific guidance in an RFP or BAA.
Prior to submitting a proposal, you must:
- Register in Dunn and Bradstreet: To register in the Central Contractor Registry, a firm must have a Data Universal Numbering System (DUNS) number. The DUNS number is assigned by Dunn and Bradstreet to identify unique business entities.
- Sign up for the Central Contractor Registry (CCR): In order to receive an award, prospective vendors must be registered in CCR (FAR 4.11).
- Representations and Certifications for Contracts: In accordance with FAR 4.1201, prospective contractors shall complete annual representations and certifications via the Online Representations and Certifications Application (ORCA).
Subcontracting Program
Inclusion of Small Businesses: Any contractor receiving a contract for more than the Simplified Acquisition Threshold (SAT) must agree in the contract that Small Businesses (SB), Small Disadvantaged Veteran-Owned Businesses (SDVOSB), HUBZone SB, Small Disadvantaged Businesses (SDB), and Woman Owned Small Businesses (WOSB) will have the maximum practicable opportunity to participate in contract performance, consistent with its efficient performance.
Subcontracting Plan Requirements: If the contract is anticipated to exceed $550,000 (including options) or $1,000,000 for construction and has subcontracting possibilities, then the successful offeror or bidder is required to submit an acceptable subcontracting plan in order to be eligible for award.
Review by the SBS and Small Business Administration: Prior to award, the proposed subcontracting plan must be reviewed by the Small Business Specialist (SBS) and a Small Business Administration Procurement Center Representative (SBA PCR). Contracting Officer negotiates goals and has final approval authority for any award.
Reporting Requirements: Terms and conditions of award will include information on submission of contractor’s bi-annual Individual Subcontracting Reports (ISR) and Annual Summary Subcontracting Report (SSR) through the Electronic Subcontracting Reporting System (eSRS).
Preparing Cost Proposals
General Instructions: Responsibilities of the Offeror
Provide these instructions to all lower tier offerors. Proprietary data from lower tier offerors may be submitted directly to the Government.
Use an excel spreadsheet to detail costs for the entire performance period, including any options. Include a separate Cost Element Summary for each option proposed. If your proposal is phased, identify by both phase and year.
Provide the following information as the first page of the budget for the entire period of performance, including options:
- Name, title, telephone and fax numbers and e-mail addresses of offeror’s business and technical points of contact;
- Amount budgeted/proposed for basic effort and each option;
- Name, title and signature of authorized representative;
- Date offer is submitted; and
- Request for Proposal (RFP) or Broad Agency Announcement (BAA) number under which the proposal is submitted.
Note: Certified cost or pricing data may be required for awards over $550,000.
Elements of the Cost Proposal
Submit the proposal addressing the elements listed below. It should include all of the proposed costs of the project.
Fiscal Year: Identify when the offeror’s fiscal year begins and ends. Submit a cost element summary for the basic period of performance and each option proposed.
Direct Labor: Show each category of direct labor proposed in a separate row. In supporting rationale, identify the source and explain the derivation of the labor rate proposed for the first year in each labor category. In addition, explain the methodology used to project the rates for the subsequent years. If a pool of personnel is proposed, list the composition of the pool and how the cost proposed was calculated. List the factor used for prorating year one and the escalation rate applied for additional years.
Indirect Cost Rates and/or Factors: Identify all of the indirect cost rates and their applicable allocation bases. Identify the basis of the proposed rates.
Subcontractors: Obtain cost proposals from each subcontractor with the same level of information as for the prime contractor. Prime contractors are required to obtain competition to the maximum extent practicable when selecting subcontractors. If the prime contractor has obtained competitive quotes, copies of the quotes should be provided. If the prime has selected other than the low bid for inclusion in their proposal, they should provide rationale for their decision. Also, if the subcontractor(s) was selected without competition, the rationale for that selection should be included. Certified cost or pricing data may be required for subcontractor proposals over $550,000.
Consultants: Provide a list of the anticipated consultants. Provide a copy of the signed Consulting Agreement or other documentation supporting the proposed consultant cost. This should include the consultant’s hours and the hourly rate proposed.
Travel: Provide a breakout of travel costs for each year including the purpose and number of trips, origin and destination(s), duration and travelers per trip.
Materials, Equipment, Supplies and Other Direct Costs: List proposed materials and supplies for each year including quantities, unit prices, basis of estimate, proposed vendors if known and the basis of estimate, such as prior purchases, catalog prices, vendor quotes, etc. All items with a unit price over $10,000 must be supported with a copy of supporting documentation.
HHS Office of Small and Disadvantaged Business Utilization
Questions regarding the HHS Office of Small and Disadvantaged Business Utilization (OSDBU) may be directed to Ms. Nydia Sagna via e-mail: Nydia.Sagna@nih.hhs.gov or telephone number: 301-496-9639.
The HHS OSDBU serves as the small business advocate and advisor to the Operating Divisions and is responsible for insuring that small business, small disadvantaged business, HUBZone, veteran-owned small business, and women-owned small business concerns, including historically black colleges and universities and minority institutions (HBCU/MIs). The OSDBU is also responsible to facilitate achievement of the Small Business Program Targets.
The OSDBU maintains an active outreach program to identify potential small business program participants and conducts vendor outreach programs. In addition, the office provides individual and group procurement advisory counseling to the small business community. Procurement advisory counseling includes advice concerning acquisition procedures, information regarding proposed Acquisition, instructions on preparing proposals, interpretation of standard clauses, certifications and representations, obtaining payment, and obtaining financial assistance within the procurement regulations.
A major role in the implementation of the HHS Small Business Program at BARDA involves advising and assisting contracting officials and program managers in acquisition planning and reviewing all requirements for possible small business program set-asides, subcontracting opportunities and subcontracting administration. The office provides assistance to BARDA's contracting officials regarding the determination of the acceptability of prime contractor subcontracting arrangements.