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Solicitation Number: NLM-11-130-KDB
Agency: Department of Health and Human Services
Office: National Institutes of Health
Location: National Library of Medicine
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Combined Synopsis/Solicitation
Added: Aug 09, 2011 6:04 pm
This is a combined synopsis/solicitation for commercial services prepared with the format under Simplified Acquisition Procedures at Federal Acquisition Regulation (FAR) Subpart 12.6 Streamlined Procedures for Evaluation and Solicitation for Commercial Items; and FAR Part 13, Simplified Acquisition Procedures; as supplemented with additional information included in this notice. This notice constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This solicitation is being issued as a Request for Quotations (RFQ) NLM-11-130-KDB. This solicitation document incorporates provisions and clauses that are in effect in the March 2005-52 FAR Revision effective May 31, 2011, including all FAR Circulars issued as of the date of this synopsis. The North American Industry Classification System (NAICS) code is 923120, Public Health Program Administration.


Recognizing the untapped potential of libraries, librarians, and information services to aid in the nation's disaster management efforts, NLM Board of Regents' Long Range Plan (2006-2016) Subcommittee recommended that NLM create a "Disaster Information Management Research Center" (DIMRC) to support national emergency preparedness and response efforts. Since the Center opened in 2008, NLM has worked to train and support librarians to serve as Disaster Information Specialists to help meet their communities' information needs in preparing for, responding to, and recovering from disasters and public health emergencies. Several pilot projects were conducted by a variety of institutions including the Sarasota Memorial Hospital, New York University, the Uniformed Services University of the Health Sciences, and the Office of the Assistant Secretary for Preparedness and Response, HHS, in conjunction with the NIH Library. In March 2011, DIMRC hosted a Disaster Information Outreach Symposium to explore various ways in which librarians can assist their institutions, organizations, and communities.

DIMRC also develops disaster and emergency information resources for health professionals and the public. These tools include access to the relevant biomedical literature via PubMed ( and the non-commercial literature via the Resource Guide for Public Health Preparedness (, as well as tools to assist in the response to HazMat and Chemical, Biological, Radiological, and Nuclear (CBRN) events ( These tools include the Wireless Information System for Emergency Responders (WISER; with information on over 400 chemical, biological, and radiological agents, Radiation Emergency Medical Management (REMM; and Chemical Hazards Emergency Medical Management (CHEMM;

The National Library of Medicine (NLM), as part of the National Institutes of Health (NIH), recognizes that it is critical to establish relationships with organizations that encourage and foster communication and information access. All those working in disaster medicine and public health need fast and easy access to the most up-to-date and accurate health information to effectively prepare for and respond to incidents. Evidence-based information from past events, incoming information from social media sources, and tools to aid in analysis are needed by health departments, hospitals, academic institutions, emergency management agencies, and non-governmental organizations to assist with disaster planning, as well as for response and recovery. Libraries and librarians are highly qualified to assist with these information needs.

Based on our pilot disaster information studies at several institutions over the past three years and the Disaster Information Outreach Symposium in March 2011, NLM has initiated funding for this Disaster Health Information Outreach and Collaboration Project for libraries and other organizations to work together to improve awareness of, access to, and use of disaster medicine and public health information by organizations, institutions, and agencies working in any phase of disaster/emergency management (all-hazards). NLM defines "disaster health information" broadly as clinical, public health, medical, and health information needed for preparedness, response and recovery from all-hazards disasters and emergencies, including public health emergencies. "All-hazards" includes natural events, terrorism, industrial accidents, transportation accidents, public health emergencies such as major disease outbreaks, chemical/biological/radiation/nuclear events with potential for causing mass casualties, and other incidents that require emergency response or have the potential to exceed local response resources.


The purpose of the Disaster Health Information Outreach and Collaboration Project is to design programs for improving disaster medicine and public health information access for health professionals, first responders and others (paid or volunteer) that play a role in health-related disaster preparedness, response and recovery. (See the section below on Target Audiences.) Emphasis is on providing information or access to health and medical information in a way useful to the target audiences, and increasing the awareness and utilization of high-quality, professional-level online medical and public health information resources on disaster, all-hazards, and emergency topics including resources from the National Library of Medicine listed in the Background Information above. The purpose is also to promote new and creative collaborations on disaster health information needs among and to the mutual benefit of librarians, information specialists, or informationists and the disaster workforce.


Projects must involve two or more of the following information access categories:
1. Needs Assessment: To determine and evaluate disaster health information needs, available resources, training needs, preferred information access tools, gaps in types or content of materials, and other aspects of the provision of information services by and for librarians and the disaster workforce.
2. Roles in Providing Disaster Health Information: To develop new or expanded roles for librarians/informationists with organizations that have major disaster health-related responsibilities and/or to develop new or expanded roles for disaster workforce members' participation in development, evaluation, promotion and use of health information resources. To promote cross-training and mutual awareness of each organization's disaster roles and health information needs.
3. Practices and Methods in Information Sharing: To develop collaborative information practices, methods, and communication tools among information organizations (libraries or similar) and disaster organizations for sharing of health information to enhance disaster planning, situational awareness, response, and recovery. Practices and tools could address, for example, building community resilience, online mapping of post-disaster resources, use of social media in disasters, biosurveillance, and other means for enhancing communications. Projects may also support the health information needs of an institution developing continuity of operations plans or disaster response plans, but funds will not be provided for actually doing that planning.
4. Skills Development: Training to develop skills in accessing or using disaster health-related information including the use of online databases and general disaster information resources in order to improve services, benefits the community, and enhance understanding of the context for using disaster information. This may include training for the staff of an agency, development of training programs for clients and patrons, training programs for other agencies, etc.
5. Information Retrieval: To provide or improve access to electronic disaster medicine and public health information resources for organizations with disaster-related responsibilities or by the clients they serve and to implement access to state-of-the-art disaster health-related information tools via the Internet or mobile devices. This may require the purchase of hardware (computer equipment), software, or contractual relationships necessary to obtain a connection to the Internet for the benefit of organizations with disaster responsibilities and for the purpose of accessing and sharing disaster health-related information.
6. Document Access: Access to disaster health-related documents and other types of health information. This may include the enhancement of library collections, development of connections between disaster-related organizations and local health sciences or other libraries to obtain use of their collections, to procure interlibrary loan services, etc.

Projects must also include:

Participation in the NLM Disaster Information Specialist Program: One or more staff associated with a project shall participate in the Disaster Information Specialist Program by subscribing to the DISASTR-OUTREACH-LIB listserv, participating in monthly Program conference calls, and contributing to collaborative efforts of this community of practice as appropriate.


Eligible projects shall be based on a partnership or collaboration that includes at least one library and at least one non-library organization that has disaster-related responsibilities. Either partner can be designated as the lead agency and submit an application. A single institution that includes both a library and non-library unit(s) with disaster-related responsibilities is also eligible; for example, a local government or hospital or university with both a library and departments with disaster responsibilities. NLM is particularly interested in strong contributions from the disaster workforce and librarians, informationists and library staff in the development of these new programs.

Projects must include at least one library, defined as:

A library, library system, information center or consortium of libraries that has some experience in providing health information resources or disaster/emergency information resources to their constituents. Examples include, but are not limited to, college and university libraries, corporate or special libraries, public libraries, and health sciences libraries. Preference will be given to libraries that serve a wide or unrestricted audience, or an entire community. A consortium of libraries may include any number or types of libraries as long as one of the member libraries participating in the project has experience in providing medical and health information resources or disaster/emergency information resources.

AND projects must include at least one non-library organization that has disaster-related responsibilities, defined as:

An organization or consortium of organizations that plays a defined role in all-hazards preparedness, response and recovery, plays a role in implementing FEMA-defined Emergency Support Functions (ESF) 6 or 8, and works primarily with human (not animal) populations. These public or private organizations should include licensed or trained, paid or volunteer, permanent or as-needed workers who play key disaster functions in their institutions or communities and would benefit from access to disaster health information resources. Examples of these workers are listed in the section below on target audience. Preference will be given to organizations with significant disaster-related responsibilities in their communities, or organizations that reach a wide audience. Examples of such organizations include health departments or other local, municipal, or state agencies with disaster health responsibilities, hospitals, faith-based and voluntary organizations active in disasters, fire and rescue services and others. Emergency Support Function-6 includes responsibilities for mass care, emergency assistance, and disaster housing and human services. Emergency Support Function-8 addresses public health, medical and mental health services as well as mass fatality management.


The target audiences for outreach projects include licensed or trained, paid or volunteer, permanent or as-needed workers who play a defined role in all-hazards preparedness, response and recovery, play a role in implementing Emergency Support Functions (ESF) 6 and 8, and work primarily with human populations.

Examples of such workers include, but are not limited to:

Licensed/credentialed health professionals (paid or volunteer) as listed for ESAR-VHP:
• Advanced practice nurses (nurse practitioners, nurse anesthetists, certified nurse midwives, clinical nurses specialists)
• Behavioral health professionals (marriage and family therapists, medical and public health social workers, mental health and substance abuse social workers, psychologists, and mental health counselors)
• Cardiovascular technologist and technicians
• Dentists
• Diagnostic medical sonographers
• Emergency medical technicians (EMTs) and paramedics
• Licensed practical nurses and licensed vocational nurses
• Medical and clinical laboratory technicians (includes phlebotomists)
• Medical and clinical laboratory technologists
• Pharmacists
• Physicians
• Physician assistants
• Radiologic technologists and technicians
• Registered nurses
• Respiratory therapists
• Veterinarians
[Source: Who is Eligible? Emergency System for Advance Registration of Volunteer Health Professionals (ESAR-VHP).]

Additional licensed or trained disaster workforce, paid or volunteer:
• Trained community volunteers, such as American Red Cross, Community Emergency Response Teams
• Administrative and support staff for Medical Reserve Corps (MRC), Disaster Medical Assistance Teams (DMAT), and Disaster Mortuary Teams (DMORT).
• Librarians, library staff, informationists, information specialists
• Clergy
• Military and civilian humanitarian assistance workers
• Hospital and other health center administrators (clinics, rehab centers, dialysis units, long-term care facilities, etc.)
• Health educators
• Toxicologists
• Environmental health workers
• Epidemiologists
• Laboratory administrators, support staff
• Public Information Officers (as defined in Incident Command System)
• Firefighters, including hazardous materials responders
• Public health workers
• Emergency managers

Disaster Mortuary Team members:
• Medical examiner/coroners
• Forensic pathologists
• Forensic anthropologists
• Fingerprint specialists
• Forensic odontologists
• Funeral directors/embalmers
• Dental assistants
• X-ray technicians
• Mental health specialists
• DNA specialists
• Medical records technicians
• Evidence specialists
[Source: Who makes up a DMORT team?]


NLM anticipates to offer  awards with approximately a minimum value of $10,000 and maximum value of $25,000. A full, detailed proposal must be submitted. The award may be for a new project or the continuation or expansion of a project previously funded by NLM or the National Network of Libraries of Medicine.

Proposals will be technically evaluated by a review panel. NLM anticipates making five to ten awards, depending upon the number, proposed cost, and quality of proposals received. The Government intends to award a firm fixed price purchase order as a result of this combined synopsis/solicitation.


It is anticipated that the period of performance shall be up to twelve (12) months from the date of award. An award is anticipated to be made on or about September 20, 2011. Award of this requirement is subject to available funding.


During the course of the project, the contractor shall prepare and submit the following reports:

1. Quarterly Reports: Include a narrative description of the activities during the reporting period and the activities planned for the ensuing reporting period. As a minimum, this report shall include progress toward the major objectives of the project and any problems encountered and steps taken to resolve them.

2. Final Report: Include a narrative summary of the project's accomplishments; copies of all materials developed as part of the project; any evaluation and measurable impact upon the community targeted. The final report shall be submitted on or before the tenth day after the end of the performance period and be submitted in the format contained in Attachment No. 3: Final Report.


NLM anticipates performing an overall evaluation of the effectiveness of this procurement. All contractors are required to participate fully in this evaluation. The evaluation may take one or more of the following forms: a site visit by an NLM representative, written or verbal responses to NLM inquiries, a symposium held at NLM or other sites which will require presentations and discussions by the project directors, and others to be determined later.




1. After the award date, the Contractor shall deliver the following items to the Contracting Officer or the duly authorized representative in accordance with the delivery schedule set forth below:

Item Description Reporting Period Delivery Date

(aa) Materials developed as a result of the project

No later than 30 days upon award end date

(bb) Demonstration and copy of any software developed to improve access to disaster health information

No later than 30 days upon award end date

(dd) Final Report (with completed matrices if requested)

No later than 30 days upon award end date

(ee) NLM Evaluation

No later than 30 days upon award end date

(ff) Publicity received by the project in any media such as newspapers, local television news, newsletters, etc.

No later than 30 days upon award end date

(gg) Pictures or photographs of project activities or personnel involved in the project along with releases permitting NLM to use these pictures in reports, on the web or in other NLM materials

No later than 30 days upon award end date

2. Copies of Report
Copies of the above items shall be addressed and delivered to the following individuals in the quantities specified below:

Report                              # of Copies                    Addressee
Quarterly Reports                       1           Named at the time of award   
Final Report                               2           Project Officer
                                                            National Library of Medicine
                                                            6707 Democracy Blvd., Suite 510
                                                            Bethesda, Maryland 20892-5467

Final Report                                1          Robin Hope-Williams
                                                            Contracting Officer 
                                                            Office of Acquisitions (OA)
                                                            National Library of Medicine (NLM)
                                                            6707 Democracy Blvd., Suite 105
                                                            Bethesda, Maryland 20892-5488

The following clauses and provisions cited herein are incorporated by reference into this solicitation and may be obtained from the web site FAR 52.212-1, Instructions to Offerors-Commercial (June 2008), and FAR 52.212-4, Contract Terms and Conditions-Commercial Items (June 2010)-With Addenda [Stop Work Order, FAR 52.242-15 (August 1989) and Year 2000 Compliance (July 1997)]. The attached Addendum to Terms and Conditions of Purchase Order also applies to this solicitation. FAR 52.232-18, Availability of Funds, applies. FAR 52.212-2, Evaluation-Commercial Items (January 1999), also applies with the following evaluation criteria to be included in paragraph (a) of the provision:


1. After the contract is awarded, the Contractor shall furnish to the Contracting Officer or his/her representative, price quotations from three (3) individual small businesses for any equipment to be purchased as a part of the contract. The Contractor shall also furnish any justifications to document why a particular brand of equipment was selected. Upon receipt of the three (3) price quotations the Contracting Officer shall submit to the Contractor his/her approval of the equipment purchase in writing. The Government will not approve advance purchase of equipment.

2. Contractor-Acquired Government Property


Pursuant to the FAR Clause 52.245-2, GOVERNMENT PROPERTY with Alternate II (Jul. 1985), incorporated in this purchase order as Attachment 1, The contractor is hereby authorized to acquire the property for use in direct performance of the purchase order, upon receipt of the Contracting Officer's written approval, based on Contractor-furnished prices and evidence of competition. This purchase order is with an educational or nonprofit institution whose primary purpose in the conduct of scientific research. Therefore, in accordance with the Clause, GOVERNMENT PROPERTY, title to equipment shall vest in the Contractor; The Government reserves the right to direct transfer of the title to the equipment to the Government or to a third party within twelve months after completion or termination of the purchase order. The transfer of title to such equipment to the Government or to a third party shall not be the basis for any claim against the Government by the Contractor.


Pursuant to the FAR Clause 52.245-2 GOVERNMENT PROPERTY, incorporated in this purchase order as Attachment 1, the Contractor will be authorized to acquire the property for use in direct performance of the purchase order, upon receipt of the Contracting Officer's written approval, based on Contractor-furnished prices and evidence of competition.
It is the responsibility of the vendor to report non-receipt of payment to Office of Financial Management. The phone number for payment inquiries is 301-496-6088. The vendor shall keep the COTR informed about all invoicing problems.

Technical factors are of paramount consideration in the award of the purchase order; however, cost is also important to the overall award decision. All evaluation factors other than cost, when combined, are significantly more important than cost. The Government can make tradeoffs among cost and technical factors in determining which Quoter offers the best value by awarding to other than the lowest cost Quoter or other than the highest technically rated Quoter. Quoters are advised that award will be made to that Quoter whose quote provides the best overall value to the Government.
Quoters are advised that each quotation may be subjected to a price analysis, as determined to be appropriate by the Government.

An award will be made to the offeror who represents the best value to the Government. Offerors must submit a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items (May 2011), with their offers. The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (May 2011), as well as the following clauses cited therein: FAR 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration (October 2003).

All questions must be submitted to Keturah Busey, Business Opportunity Specialist, at no later than August 17, 2011 by 3:00 PM Eastern Standard Time.
All proposals must be submitted in paper and are DUE BY 3:00 PM EST ON AUGUST 31, 2011 to the following address:

Keturah Busey
Business Opportunity Specialist
6707 Democracy Blvd, Ste. 105
Bethesda, MD 20892


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Other (Draft RFPs/RFIs, Responses to Questions, etc..)
Posted Date:
August 9, 2011
Description: attachment 3


Other (Draft RFPs/RFIs, Responses to Questions, etc..)
Posted Date:
August 9, 2011
Description: Attachment 1


Other (Draft RFPs/RFIs, Responses to Questions, etc..)
Posted Date:
August 9, 2011
Description: attachment 5


Other (Draft RFPs/RFIs, Responses to Questions, etc..)
Posted Date:
August 9, 2011
Description: attachment 4


Other (Draft RFPs/RFIs, Responses to Questions, etc..)
Posted Date:
August 9, 2011
Description: Attachment 2
6707 Democracy Blvd., Suite 105
Bethesda, Maryland 20894
United States

United States
Keturah D. Busey,
Contract Specialist
Phone: 3014966546
Robin V. Hope,
Branch Chief/Contracting Officer
Phone: 301-435-4379
Fax: 301-402-0642