Science Communication Coaching Training Services

COMBINED SYNOPSIS / SOLICITATION Title: Science Communication Coaching Training Services Notice Type: Combined Synopsis / Solicitation Solicitation Number: 75N91024Q00057 Posted Date: 03/04/2024 Response Date: 03/15/2024 by 5:00 PM EST PSC Code: U004 (Education/Training -Scientific/Management) NAICS Code: 611430 (Professional and Management Development Training) ISSUED BY: National Institutes of Health (NIH), National Cancer Institute (NCI), Office of Acquisitions (OA) DESCRIPTION: The Department of Health and Human Services (DHHS), National Institutes of Health (NIH), National Cancer Institute (NCI) Center for Cancer Training (CCT) develops programs to address the needs of intramural fellows to include science communication skills coaching. The science communication coaching shall include lecture, individual and group work, and hands-on examples to teach practical presentation skills to the NCI postdoctoral fellows. The skills taught during the coaching sessions shall help

participants be more competitive and successful in the professional marketplace by providing individual follow-up feedback on presentation style, content, delivery of message, etc. which is tailored to the participants. This is a Combined Synopsis/Solicitation for commercial items, prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, as supplemented with additional information included in this notice, and shall be processed in accordance with FAR Part 13 - Simplified Acquisition Procedures. This announcement constitutes the only solicitation that will be provided in relation to the stated need contained herein. This solicitation is issued as a Request for Quote (RFQ) and includes applicable provisions and clauses in effect through FAR Federal Acquisition Circular (FAC) 2023-06 (12/04/2023). This requirement is a Total Small Business Set-Aside. The requirement’s North American Industry Classification System (NAICS) code is 611430 (Professional and Management Development Training) with a size standard of $15 million. One severable Firm-Fixed-Priced award is anticipated to be made as a result of this solicitation. QUOTE SUBMISSION / EVALUATION (52.212-1 ADDENDA) GENERAL INSTRUCTIONS This Request for Quotation (RFQ) does not commit the Government to pay any cost for the preparation and submission of a quote. In addition, the Contracting Officer is the only individual who can legally commit the Government to the expenditure of public funds in connection with this proposed acquisition. By submitting a quote in response to this solicitation, it is understood that your firm’s quote shall become a part of the official contract file. The Government is not responsible for locating or securing any information which the Quoter does not include or identify in their quotation. QUESTION SUBMISSIONS Please submit questions concerning this RFQ via email by no later than 10:00 A.M. EST on Wednesday, March 6, 2024 (03/06/24) to the points of contact listed below: Name: Holly Knott, Contracting Officer Email: Holly.Knott@nih.gov Note: Questions submitted by a method other than email will not be accepted. Any questions received after the specified cut-off time and date above will not be accepted or answered unless at the Contracting Officers discretion is deemed necessary. Additionally, all questions and answers of common interest will be provided to all prospective offerors via an amendment to the posting. All emails must include the Solicitation number “75N91024Q00057” in the subject line. QUOTATION SUBMISSIONS Quotations submitted in response to this solicitation must be submitted via email no later than 5:00 P.M. EST on Friday, March 15, 2024 (03/15/24) to the points of contract listed below: Name: Holly Knott, Contracting Officer Email: Holly.Knott@nih.gov Quoters may submit more than one quote. If multiple quotes are provided, the Government will evaluate each quote separately. All quotations shall provide enough information for the Government to conduct a thorough evaluation of the quotes provided, and the quoter’s ability to fulfill the stated needs within this RFQ. All quoters must be registered on SAM.gov and be eligible for all awards. Quoters that do not have an active SAM.gov registration with an eligibility for all awards will not be considered for award. At a minimum all quotes shall include in the following: 1. Cover letter including: a) RFQ Number b) Supply Schedule Information; c) Federal Tax Identification Number (TIN); d) Unique Entity Identifier (UEI); e) Cage Code; f) Business size and designation (i.e., Small, Other than Small); g) The applicable solicitation number for which the quote is provided; h) Point of Contact Information for individuals authorized to commit on behalf of their organization. Including name, address, and telephone number of the offeror; i) "Remit to" address, if different than the mailing address; j) Include a statement to the effect that pricing is firm for a period of at least 60 days from the date of receipt thereof by the Government; k) Acknowledgment of Solicitation Amendments 2. Pricing (complete attached template) and discount terms; 3. Terms of any Express Warranty; 4. A completed copy of the representations and certifications at Federal Acquisition Regulation (FAR) 52.212-3 (see FAR 52.212-3(b)) for those representations and certifications that the offeror shall complete electronically)(See attachment to the Combined Synopsis Solicitation); 5. A technical description of the items/services being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary. Note: It’s the Quoter’s responsibility to read the RFQ and all related documents carefully. Additionally, it is the Quoter’s responsibility to ensure/verify the Government receives its submission on or before the date/time specified above. The Government reserves the right to not accept any late quotes, any quote that does not provide items/services requested, or quotes that do not conform to the requirements of the RFQ. Please do not wait until the deadline to submit your quotation. Quotes submitted by any other means other than email will not be accepted. All emails must include the Solicitation number “75N91024Q00057” in the subject line. BASIS FOR AWARD AND EVALUATION After the technical proposals are evaluated, the Government will consider the respective offerors’ total price (base and options inclusive) in making a best value determination. Using the procedures in FAR 8.405-2, the Government intends to award to the offeror whose offer represents the best value to the Government. The best value determination will be based on a trade-off analysis of technical/non-price factors and price, with technical/non-price evaluation factors being more important than price alone. Consequently, an offer with a higher technical rating and a higher price may be selected for award if the Government determines that the higher rated, more expensive offer is the best value. Conversely, an offer with a lower technical rating and lower price may be selected for award if the Government determines that the less expensive offer represents the best value. The Government intends to evaluate quotations and make an award without conducting “discussions.” Quotes which merely offer to conduct services in accordance with the requirements of the Government's scope of work will not be eligible for award. Therefore, the Quoter’s initial quote should contain the best terms from a price and technical standpoint. The Government reserves the right to request revisions that seek additional price discounts revisions to the technical quote, or clarifications for aspects of the quote. If the Government seeks revisions or clarifications, the Government will provide a reasonable deadline for submission of those revisions/clarifications based on the complexity of the request. The Government reserves the right to request revisions or clarifications from only one or a select number of Quoters, if doing so would be in the public’s interest. The Government may reject any or all quotes if such action is in the public interest; accept other than the lowest quote; and waive informalities and minor irregularities in quotes received. Prior to the award the Government will require written concurrence from the contractor prior to issuance of an executed award. 1.0 TITLE Science Communication Coaching Training Services 2.0 BACKGROUND The Department of Health and Human Services (DHHS), National Institutes of Health (NIH), National Cancer Institute (NCI) Center for Cancer Training (CCT) develops programs to address the needs of intramural fellows. Many postdoctoral fellows need to be proficient at giving presentations and scientific talks in order to secure jobs in the future. The ability to present data to various audiences is not only important for promoting the scientific enterprise but also to enhance job prospects. Trainees who master Science Communication skills may be more competitive in the emerging biomedical job market. Coaching to help improve Science Communication skills would go a long way in meeting the fellows needs. 2.1 OBJECTIVE Science Communication coaching shall include lecture, individual and group work, and hands-on examples to teach practical presentation skills to the NCI postdoctoral fellows. The skills taught during the coaching sessions shall help participants be more competitive and successful in the professional marketplace by providing individual follow-up feedback on presentation style, content, delivery of message, etc. which is tailored to the participant. 3.0 SCOPE The contractor will prepare coaching materials, conduct coaching workshops, teach the materials, and travel to site to conduct the course. The coaching shall take place at the NCI Bethesda, Frederick, or Shady Grove Maryland campuses throughout the Period of Performance. 4.0 CONTRACT REQUIREMENTS AND PERSONNEL QUALIFICATIONS The Contractor shall provide Science Communication coaching in small group sessions (up to 30 participants per group), during one-on-one tutoring, and adapt to the group’s and individual’s needs. Cost should include all coaching materials and travel expenses. Group coaching sessions shall last up to four (4) hours each; individual coaching sessions shall be one (1) hour each with individual follow-up. The Contractor shall offer a combination of instruction formats to engage the fellows. The instruction formats may include, but are not limited to, lectures, structured assignments, interactive small group lessons, ability to practice lessons learned. Completion of tasks is determined by the Contractor, coaching participants, and CCT staff. Coaching shall include: • Two (2) Oral presentation workshop • One (1) Interviewing skills workshop • Two (2) Job talk workshop • Thirty-six (36) one-on-one tutoring sessions (three (3) fellows per month for 12 months, one hour, per fellow). The Contractor shall perform the following tasks during the period of performance: 4.1 (Task 1): Conduct two (2) coaching sessions on Oral Presentation Skills Coaching session on Presentation Skills shall include practical public speaking lessons covering structure, organization, and delivery of scientific talks. Acquired skills shall help participants communicate research clearly throughout the NCI fellow’s careers. 4.2 (Task 2): Conduct one (1) coaching session on Interviewing Skills Coaching session on Interviewing Skills should include practical tips to improve chances of getting a job. Topics shall include, but is not limited to, enhancing confidence by practicing good nonverbal communication, studying the company, using appropriate language, and do’s and don’ts during question/answer portion. Lessons learned shall help the participant prepare for an interview by practicing during the coaching session. 4.3 (Task 3): Conduct two (2) coaching sessions on Job Talk Coaching session on preparing for a Job Talk shall provide practical tips for making a good first impression. Topics shall include practicing and demonstrating a clear vision, describing a concise topic, providing a logical argument, interacting with the audience, etc. Lessons learned shall help participants improve body language and oratory skills to build confidence during formal job talk. 4.4 (Task 4): Conduct thirty-six (36) one-on-one tutoring sessions Individual participants shall be given the opportunity to both practice and polish presentation skills. Fellow presents his/her presentation with the coach and specific feedback shall be provided on style, content, delivery of message, etc. Fellows shall receive one-on-one tutoring during a one-hour session with individual follow-up. 4.5 Optional Task 5: Ad hoc coaching session Additional coaching sessions similar to Task 1-4 may be included. Coaching sessions will remain similar to topics such as oral presentations, job searching, as such forth. Sessions will only be included by direction of the COR and bilateral modification. 4.6 Section 508: Per Section 508 and as mandated under HHS Policy for Section 508 Compliance and Accessibility of Information and Communications Technology (ICT) (07/2020) all documents or electronic files provided to the NIH NCI under contract must be conformant with Section 508 standards and accessible to persons with disabilities. Conformance shall be confirmed by use of material provided at HHS OS Factsheets & Reference Guides and verified through the use of the HHS Checklist Documents (WCAG 2.0 Refresh); in addition, contractors and vendors are encouraged to make use of the instructional materials and checklists at GSA Section 508.gov’s Create Accessible Digital Products 1. Item that contains ICT: This contract includes, but is not limited to, the following Information and Communication Technology (ICT) products or services: a. Electronic Documents (including but not limited to Microsoft Word and Excel, Microsoft Outlook email, CSV, PDF files, and more.) i. Verified through the following checklists, as appropriate. i. Microsoft Word ii. Microsoft PowerPoint iii. Microsoft Excel iv. Adobe PDF b. Videos, Multimedia, and Animations i. Revised 508 Standards and 255 Guidelines (access-board.gov) ii. 16. Audio-Only and Video-Only (access-board.gov) iii. Verified through the Web Sites, Web Applications & Software checklist under Time-Based Media. c. Web-based Information, Documentation and Support i. Verified through the Web Sites, Web Applications & Software 5.0 QUALIFICATIONS The professional coach must: • Be trained in communication skills coaching, customized to the needs of a scientific population, with at least 10 years of experience. • Have at least 10 years of experience teaching communication skills in academia and government which includes experience in media, and in written and spoken corporate and scientific communication. • Preference for at least 5 years’ experience coaching postdoctoral fellows at the NCI and/or other NIH Institutes. • Be able to provide professional coaching tailored specifically to the needs of postdoctoral fellows which includes, but is not limited to, the following topics: o Presentation skills o Interviewing skills o Job talks o Chalk talks o Elevator speeches o Three-minute talks o Improving spoken English o Media training 6.0 TYPE OF ORDER This is a severable firm fixed price purchase order. The services acquired under this contract are severable services. Funds are only available for use for the contract line item (CLIN) to which they are obligated. Unused funds from one CLIN may not rollover for use in other periods. 7.0 PERIOD OF PERFORMANCE The “proposed” period of performance shall be: Base Period: April 1, 2024 to March 31, 2025 Option Period One: April 1, 2025 to March 31, 2026 Option Period Two: April 1, 2026 to March 31, 2027 Option Period Three: April 1, 2027 to March 31, 2028 Option Period Four: April 1, 2028 to March 31, 2029 8.0 PLACE OF PERFORMANCE All coaching activities shall be conducted onsite at either NCI Bethesda, Frederick, or Shady Grove, Maryland campuses. Building and room number to be determined by the NCI Contracting Officer’s Representative (COR). 9.0 REPORT(S)/DELIVERABLES AND DELIVERY SCHEDULE All deliverables shall be provided in accordance with the following deliverables schedule: DELIVERABLE DESCRIPTION DUE DATE Task 1 Two (2) coaching sessions on Oral Presentation Skills Provided by COR after Award Task 2 One (1) coaching session on Interviewing Skills Provided by COR after Award Task 3 Two (2) coaching sessions on Job Talk Provided by COR after Award Task 4 Thirty-six (36) hours of one-on-one tutoring session, monthly ad hoc, with follow-up Provided by COR after Award 10.0 CONTRACT ADMINISTRATION DATA 10.1 CONTRACTING OFFICER’S REPRESENTATIVE (COR) AUTHORITY All services delivered to the COR shall be deemed to have been accepted 30 business days after date of delivery, if written approval or disapproval has not been given within such period. The COR’s approval or revision to the services delivered shall be within the Call Order general scope of work. The following individual shall be the COR for this Order: TBD, COR Office of Training and Education (OTE) National Cancer Institute (NCI), National Institutes of Health (NIH) Office: TBD Email: TBD (a) Performance of work under this Order shall be subject to the technical direction of the Contracting Officer's Representative identified above. The term "technical direction" includes direction to the Contractor that fills in details and otherwise serves to ensure that tasks outlined in the statement of work are accomplished satisfactorily. (b) Technical direction shall be within the scope of the Statement of Work. The Contracting Officer's Representative does not have authority to issue technical direction that: (1) Constitutes a change of assignment or additional work outside the statement of work. (2) Constitutes a change as defined in the clause entitled "Changes”. (3) In any manner causes an increase or decrease in the contract price, or the time required for contract performance. (4) Changes any of the terms, conditions, or requirements of the contract. (5) Interferes with the Contractor's right to perform under the terms and conditions of the contract; or (6) Directs, supervises or otherwise controls the actions of the Contractor's employees. (c) Technical direction may be oral or in writing. The Contracting Officer's Representative shall confirm oral direction in writing within five business days, with a copy to the Contracting Officer. (d) The Contractor shall proceed promptly with performance resulting from the technical direction issued by the Contracting Officers Representative. If, in the opinion of the Contractor, any direction of the Contracting Officers, Representative, or his/her designee, falls within the limitations in (b), above, the Contractor shall immediately notify the Contracting Officer no later than the beginning of the next Government business day. (e) Failure of the Contractor and the Contracting Officer to agree that technical direction is within the scope of the contract shall be subject to the terms of the clause entitled "Disputes." 11.0 INVOICE SUBMISSION / PAYMENT Payment shall be made once, in full, upon delivery, inspection, and acceptance by the Government. Payment authorization requires submission and approval of invoices to the COR, Purchasing Agent (PA), and NIH OFM, in accordance with the below payment provisions. The following clause is applicable to all Purchase Orders, Task or Delivery Orders, and Blanket Purchase Agreement (BPA) Calls: Prompt Payment (Jan 2017) FAR 52.232-25. Highlights of this clause and NIH implementation requirements follow: I. Invoice Requirements A. An invoice is the Contractor's bill or written request for payment under the contract for supplies delivered or services performed. A proper invoice is an "Original" which must include the items listed in subdivisions 1 through 12, below, in addition to the requirements of FAR 32.9. If the invoice does not comply with these requirements, the Contractor will be notified of the defect within 7 days after the date the designated billing office received the invoice (3 days for meat, meat food products, or fish, and 5 days for perishable agricultural commodities, dairy products, edible fats, or oils) with a statement of the reasons why it is not a proper invoice. (See exceptions under II., below.) Untimely notification will be considered in the computation of any interest penalty owed the Contractor. 1. Vendor/Contractor: Name, Address, Point of Contact for the invoice (Name, title, telephone number, e-mail and mailing address of point of contact). 2. Remit-to address (Name and complete mailing address to send payment). 3. Remittance name must match exactly with name on original order/contract. If the Remittance name differs from the Legal Business Name, then both names must appear on the invoice. 4. Invoice date. 5. Unique invoice #s for all invoices per vendor regardless of site. 6. NBS document number formats must be included for awards created in the NBS: Contract Number; Purchase Order Number; Task or Delivery Order Number and Source Award Number (e.g., Indefinite Delivery Contract number; General Services Administration number); or, BPA Call Number and BPA Parent Award Number. 7. Unique Entity Identifier (UEI) which is in the System for Award Management (SAM) and replaces the Dun & Bradstreet Data Universal Numbering System (DUNS) number. 8. Federal Taxpayer Identification Number (TIN). In those rare cases where a contractor does not have a UEI number or TIN, a Vendor Identification Number (VIN) must be referenced on the invoice. The VIN is the number that appears after the contractor’s name on the face page of the award document. 9. Identify that payment is to be made using a three-way match. 10. Description of supplies/services that match the description on the award, by line billed.* 11. Freight or delivery charge must be billed as shown on the award. If it is included in the item price do not bill it separately. If identified in the award as a separate line item, it must be billed separately. 12. Quantity, Unit of Measure, Unit Price, Extended Price of supplies delivered or services performed, as applicable, and that match the line items specified in the award.* NOTE: If your invoice must differ from the line items on the award, please contact the Contracting Officer before submitting the invoice. A modification to the order or contract may be needed before the invoice can be submitted and paid. Shipping costs will be reimbursed only if authorized by the Contract/Purchase Order. If authorized, shipping costs must be itemized. Where shipping costs exceed $100, the invoice must be supported by a bill of lading or a paid carrier's receipt. B. The Contractor shall submit invoices to the Department of Treasury’s Invoice Processing Platform (IPP) at https://www.ipp.gov with a copy to the approving official, as directed below. The Contractor shall submit a copy of the electronic invoice to the following Approving Official (Purchasing Agent) and Contracting Officer’s Representative: Approving Official: Purchasing Agent Name: TBD, Email Address: TBD Contracting Officer’s Representative Name: TBD, Email Address: TBD II. Invoice Payment A. Except as indicated in paragraph B., below, the due date for making invoice payments by the designated payment office shall be the later of the following two events: 1. The 30th day after the designated billing office has received a proper invoice. 2. The 30th day after Government acceptance of supplies delivered or services performed. B. The due date for making invoice payments for meat and meat food products, perishable agricultural commodities, dairy products, and edible fats or oils, shall be in accordance with the Prompt Payment Act, as amended. III. Interest Penalties A. An interest penalty shall be paid automatically, if payment is not made by the due date and the conditions listed below are met, if applicable. 1. A proper invoice was received by the designated billing office. 2. A receiving report or other Government documentation authorizing payment was processed and there was no disagreement over quantity, quality, or contractor compliance with a term or condition. 3. In the case of a final invoice for any balance of funds due the contractor for supplies delivered or services performed, the amount was not subject to further settlement actions between the Government and the Contractor. B. Determination of interest and penalties due will be made in accordance with the provisions of the Prompt Payment Act, as amended, the Contract Disputes Act, and regulations issued by the Office of Management and Budget. IV. PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS SUBCONTRACTORS, FAR 52.232-40 (November 2021) (a) Upon receipt of accelerated payments from the Government, the Contractor shall make accelerated payments to its small business subcontractors under this contract, to the maximum extent practicable and prior to when such payment is otherwise required under the applicable contract or subcontract, after receipt of a proper invoice and all other required documentation from the small business subcontractor. (b) The acceleration of payments under this clause does not provide any new rights under the Prompt Payment Act. (c) Include the substance of this clause, including this paragraph (c), in all subcontracts with small business concerns, including subcontracts with small business concerns for the acquisition of commercial products or commercial services. (End of Clause) V. HHSAR 352.232-71 Electronic Submission of Payment Requests (February 2, 2022) (a)Definitions. As used in this clause— Payment request means a bill, voucher, invoice, or request for contract financing payment with associated supporting documentation. The payment request must comply with the requirements identified in FAR 32.905(b), ‘‘Content of Invoices’’ and the applicable Payment clause included in this contract. (b) Except as provided in paragraph (c) of this clause, the Contractor shall submit payment requests electronically using the Department of Treasury Invoice Processing Platform (IPP) or successor system. Information regarding IPP, including IPP Customer Support contact information, is available at www.ipp.gov or any successor site. (c) The Contractor may submit payment requests using other than IPP only when the Contracting Officer authorizes alternate procedures in writing in accordance with HHS procedures. (d) If alternate payment procedures are authorized, the Contractor shall include a copy of the Contracting Officer’s written authorization with each payment request. (End of Clause) 12.0 CLAUSES/ PROVISIONS FAR 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999) The Government may require continued performance of any services within the limits and at the rates specified in the Order. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 12 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days of Order expiration. FAR 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) (a) The Government may extend the term of this contract by written notice to the Contractor within 15 days of Call Order Expiration; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days before the Call Order expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 60 months. FAR 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998) This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): www.acquisition.gov/browse/index/far https://www.acquisition.gov/hhsar (End of provision) FEDERAL ACQUISITION REGULATION (FAR) - PROVISIONS INCORPORATED BY REFERENCE: Provision No.: Title Date FAR 52.204-7 System for Award Management OCT 2019 FAR 52.204-16 Commercial and Government Entity Code Reporting AUG 2020 FAR 52.212-1 Instructions to Offerors Commercial Items SEP 2023 FAR 52.212-3 Offeror Representations and Certifications-Commercial Items (Provision in full-text included as attachment) DEC 2022 (End of RFQ Document)