 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 R&D proposals are properly evaluated and reviewed under
emergency situations.
Procedure
U.S. law requires peer review of NIH R&D contracts. Not more than one-fourth of the members of a peer review
group may be federal government employees.
This extramural SOP applies to sole source or limited competition acquisitions, including letter contracts, resulting from emergency situations as described
in FAR 6.302-2, Unusual and Compelling Urgency. For further guidance see the interim rule, FR Document 06-5964.
Contract Specialists
- Safeguard the confidentiality of materials, ensuring that contracting regulations and policies are upheld. Only contract specialists may communicate with actual or potential reviewers regarding an evaluation.
- After receiving a proposal, review it and prepare a list of all
prime and subcontractor employees as well as consultants named
in the proposal.
- With assistance from the project officer, draft a list of potential
reviewers and forward the list through the Office of Acquisitions branch chief
and OA director to the Division
of Extramural Activities director for approval.
Do this before contacting reviewers.
- After the DEA director approves the list, ask each potential
reviewer about interest and availability to evaluate the proposal.
If interested, forward the following:
- A copy of the "NIH Conflict of Interest Rules and Information
for Non-Federal Reviewers of Grant Applications or Proposals
for R&D Contracts."
- A copy of the "NIH Pre-Review Certification Form Regarding
Conflict of Interest and Confidentiality for Nonfederal Reviewers
of Grant Applications and Contract Proposals."
- The list of proposed prime and subcontractor employees
and consultants.
- If there are no conflicts, the reviewer completes the "NIH Pre-Review
Certification Form Regarding Conflict of Interest and Confidentiality
for Nonfederal Reviewers " and returns it to you. People with conflicts
may not participate in an evaluation.
- After reviewers have certified that they do not have any conflicts
of interest, send them the following packet of information:
- Transmittal letter.
- List of reviewers.
- Copy of RFP.
- Offeror's technical proposal.
- Technical evaluation score sheet.
- "NIH Post-Review Certification Form Regarding Conflict
of Interest and Confidentiality of Grant Applications and
Contract Proposals." Reviewers should complete and return
this to you with their final evaluations.
- After you send the packets, call the reviewers to confirm that
they have received their packet, provide instructions and an overview
of the evaluation process, confirm the due date for receipt of
written evaluations, and answer any questions.
- If applicable, explain that in sole source RFPs, formal
evaluation criteria are not required. In this case, the reviewer
should concentrate on evaluating the scientific or technical
method, offeror organizational and staff qualifications and
resources, and any other factors relevant to the offeror's
ability to meet the contract requirements.
- Each reviewer submits a brief, written evaluation of the proposal
to you by a specified date. Reviewers can request telephone discussions
to go over critical issues.
- After you receive the technical evaluations, prepare a summary
of evaluation results with the project officer. This will be used
by contracting and program staff in developing negotiation questions.
Project Officers
- After proposal receipt, provide the contract specialist
with names of potential reviewers with expertise in the required
scientific or technical disciplines.
- During the time period that reviewers are evaluating proposals,
serve as a resource to explain the intent of the RFP and address
programmatic points reviewers may raise about the solicitation
or work statement.
- After technical evaluations have been submitted by the reviewers, assist the contract specialist
in preparing a summary of the evaluation results.
Division of Extramural Activities Director
- Approves the list of potential reviewers.
Technical Reviewers
- Assess R&D proposals submitted in response to the the emergency
situation.
- Provide the contract specialist with a written evaluation of
the sole source proposal.
- Recommend the proposal as technically acceptable or unacceptable.
Contacts
See the OA
staff listing for the appropriate contract specialist and contracting
officer.
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
The following forms are located on the OA Q: drive under Templates,
Evaluation Phase:
- NIH Conflict of Interest Rules and Information for Nonfederal
Reviewers of Grant Applications or Proposals for R&D Contracts
- NIH Pre-Review Certification Form Regarding Conflict of Interest
and Confidentiality for Nonfederal Reviewers of Grant Applications
and Contract Proposals
- NIH Post-Review Certification Form Regarding Conflict of Interest
and Confidentiality of Grant Applications and Contract Proposals
HHSAR 315.3,
Source Selection
NIH
Manual Issuance 6315-1, Review and Evaluation of R&D Contract
Proposals
42 CFR 52h, Scientific Peer Review of Research Grant Applications and Development Contract Projects
Office of Extramural Research
Contracting
Officer SOP
Project
Officer SOP
Proposal
Submission SOP
Request
for Proposals SOP
Contract
Negotiations SOP Justification for Other than Full and Open Competition SOP |
