 Some links will work for NIAID staff only.
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This SOP has internal roles only.
Standard Operating Procedure Table of Contents
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Purpose
To ensure that proposals received for acquisitions identified as "Other than R&D" are properly reviewed. "Other than R&D" contracts include only those that are incidentally related to R&D.
Procedure
Division of Extramural Activities Director
- Approves determination that acquisition is "other than R&D."
- Approves the reviewers assigned to the technical evaluation group (TEG).
OA Branch Chief
- Designated as the Technical Evaluation Administrator (TEA) responsible for conducting the review meeting.
- Manages initial technical review meeting.
- Approves minutes from the initial technical review meeting.
Contract Specialists
- Receive proposals, control distribution, and secure proposals during technical evaluation review.
- With input from the program officer, select potential reviewers for the TEG and forward through the OA Branch Chief to the DEA Director for approval prior to contacting any of the reviewers.
- If outside reviewers (i.e. non-Federal government) are used, notify the DEA Committee Management Office (CMO) at least 45 calendar days before the review meeting for a notice to be posted in the Federal Register. [An F.R. Notice is only required when outside reviewers are members of the TEG].
- Contact the members of the TEG and set up the technical evaluation meeting. Ensure all members of the TEG are in compliance with conflict of interest regulations.
- Give CMO a copy of Roster and Public Agenda.
- Distribute review package (including roster, agenda, assignment list, copy of RFP, technical proposals, and score sheets) to the TEG members.
- Convene pre-review meeting with project officers to discuss roles, responsibilities, and concerns.
- Organize and implement all phases of an initial technical review meeting:
- Distribute and implement NIH review guidelines.
- Advise reviewers about conflict of interest regulations.
- Safeguard confidentiality of materials.
- Assist in the management of the meeting.
- Document TEG recommendations.
- Inform reviewers about contract policy.
- Serve as a resource on procedural, legal, and administrative contracting matters.
- Secure technical proposals after the review meeting.
- Ensure that contracting regulations and policies are upheld.
- At review meeting, ensure that TEG members assess proposals and address technical evaluation criteria impartially and completely, basing their evaluations on proposals as submitted.
- Ensure that recommendations and scores reflect the tone of discussions, also ensuring that discussions are adequately documented on the Technical Evaluation Score sheets for all Group members.
- Review accuracy of Evaluation score sheets real time. Ensure figures are accurately recorded and added.
- After TEG meeting, jointly with the program officer, prepares technical evaluation reports, the basis for developing negotiation questions and debriefing offerors.
Project Officers
- Before a TEG is selected, recommend names of potential reviewers who have the required expertise through the CS, to the DEA Director.
- At TEG meeting, prior to proposal evaluation, summarize the background and objectives of the request for proposals (RFP) and the results desired from a contract to ensure the TEG understands the intent.
- During the initial review meeting, serve as a resource to explain programmatic points that the TEG members may raise during the evaluation.
- After the meeting, assist the CS in making a record of the meeting.
Technical Evaluation Groups
- Objectively assess proposals according to the technical evaluation criteria in the RFP.
- Provide the TEA with written evaluations and score sheets that support the scores given.
- Give proposals numerical scores.
- Recommend proposals be determined technically acceptable or unacceptable.
Contacts
See the OA staff
listing for the appropriate contract specialist and contracting
officer.
Contact for NIAID Staff
If you have knowledge to share or want more information on this topic, email deaweb@niaid.nih.gov with the title of this page or its URL and your question or comment. Thanks for helping us clarify and expand our knowledge base.
Links
HHSAR
315.305, Proposal Evaluation
NIH Manual Issuance 6315-1, Review and Evaluation of R&D Contract Proposals
Contracting
Officer SOP
Debriefing
Unsuccessful Offerors SOP
Project
Officer SOP
Proposal
Submission SOP
Request
for Proposals SOP
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