Overview

Solicitations for federal contracts are announced via RFP (Request for Proposal), BAA (Broad Agency Announcement) or some mechanism with the goal of producing and delivering a specific product or service or technical report for the federal government (“Government”). These announcements can be accessed via www.fbo.gov. The RFP provides information regarding the statement of work that the Government expects, reporting requirements, forms required and the basis used for the evaluation of the proposal. RFP’s and associated forms are available via the web and typically offer more than one format available for viewing on-line or downloading.

The solicitation such as an RFP will provide much information, including forms and any other content necessary to begin the process of developing the proposal. The PI planning to respond to an RFP should contact OSP as early as possible so that one of our OSP Officers can meet with him / her to answer any questions and help the PI begin the process. The UAB OSP Officer plays an important role in all stages of Contract Administration: RFP, proposal review, contract negotiations and post award administration.

The UAB OSP Officer assists in the review the proposal prior to submission and meet with the PI and / or the departmental Contact or Award Manager, if necessary, to ensure that all of the required components are in place. The Officer will help obtain the necessary Institutional signatures on appropriate forms and check the budget for accuracy and verify that the correct Composite Fringe Benefit Rates and Facilities and Administrative Rate are used. Keep in mind that the RFP provides detailed guidelines and although they have many similarities, each RFP is different in the requirements for the proposal and terms and conditions. Each must be carefully read and understood.

Proposal Components

See also: Required Documents Search Tool

Letter of Intent

The letter of intent may be required. The due date will be specified in RFP (Submit as soon as possible)

Forms

The required format will be specified in the RFP. The proposal must be prepared in two parts: a “Technical Proposal” and a “Business Proposal”. Each of the parts shall be separate and complete in itself so the evaluation of one may be accomplished independently of, and concurrently with, the evaluation of the other.

1. The Technical Proposal:

The Statement of work should be conveyed in the RFP (or BAA). The Technical Proposal should follow the outline in the RFP (or BAA) and provide a detailed work plan showing how the Statement of Work will successfully be achieved. The RRP (or BAA) should be very specific on required components and attachments that need to be followed or provided. Please ensure the instructions are followed very closely for accuracy in arrangement and forms when preparing the technical proposal.

2. The Business Proposal:

The business proposal must contain sufficient information to allow the Government to perform a basic analysis of the proposed cost or price of the work. The information shall include the amounts of the basic elements of the proposed cost or price. These elements will include, as applicable, direct labor, fringe benefits, travel, materials, subcontracts, purchased parts, equipment other costs, indirect costs and fringe benefit rate. Price backup documentation must be able to be provided for every cost or price used in the budget. The costs needed to perform the work will need to be adequately addressed in the business proposal for the NIH to evaluate the costs of the work performed.

Please note: Form requirements for contracts very specific and will need to adhere to RFP (or BAA) specifications. It is important to be aware that not every document in a contract requires a form page so read the instructions carefully.

If the TOTAL (including indirects) proposed contract exceeds $700,000 for the entire period of performance, a Small Business Subcontracting Plan (SBSP) will need to be furnished. You will need to provide UAB Procurement with a copy of the final budget seven business days before the submission deadline. The SBSP will indicate how small businesses will be utilized in the acquisition of services and supplies within the proposed cost of work. If the SBSP is accepted at the time of contract award then it will become part of your contract. This obligation is binding, and it is expected that the SBSP will be adhered to throughout the contract. This would be the obligation of the Principal Investigator and Award Manager to oversee. Procurment will have to provide semiannual and annual reports on the progress of the SBSP.

Extent of Small Disadvantaged Business Participation

When required, this statement is mandatory to demonstrate the overall commitment and realism of the offeror’s Small Disadvantaged Business (SDB) Participation. This is separate and apart from the Small Business Subcontracting Plan. Where participation of SDB concerns in the performance of the contract is not feasible, the offeror shall provide specific rationale for this exclusion. The information is to be provided in one clearly marked section of the Business Proposal.

Certificate of Current Cost or Pricing Data

This is to be submitted only at the time negotiations are concluded. It is to certify the Cost and Pricing Data. The OSP Officer will need to review the supporting documentation for the costs and pricing used in order to complete the Certificate.