1 Presented to the Simplified Acquisition Committee on August 28, 2013 NIHCATS II electronic Government Ordering System (eGOS): An Overview

2 Introduction Changes to NIHCATS II Overview of eGOS Q&A Agenda

3 The NIHCATS II contract: Is an indefinite delivery/indefinite quantity (ID/IQ) contract with 19 contractors – 11 small and 8 large businesses. Was awarded on November 15, 2011 with a period of performance of 5 years including a one-year base and four one-year options. Offers conference; documentation; administrative; website design, development, and maintenance; and travel support services. NIHCATS II Contract Overview

4 Strategic Sourcing: The NIHCATS II Contract is now a Strategic Sourcing Vehicle to be used by the NIH and HHS. Updated Evaluation Criteria: The NIHCATS II contract has four original evaluation criteria: Experience with International Issues, Corporate Experience, Past Performance, and Cost / Price. The contract has been updated so that the customer will use at least one or any combination of the original evaluation criteria, but may create additional evaluation factors. DCIS: Customers will submit a copy of the DCIS along with a copy of the signed OF-347 to the NIHCATS II CO the same day the award is signed. Debriefing: All internal debrief requests for any task order will be coordinated by the Task Order CO and Contractor. A summary of the debriefing proceedings are to be forwarded to the NIHCATS II CO within three days of the meeting for filing/audit purposes. The NIHCATS II CO will not attend the debriefings. eGOS: eGOS has been developed to facilitate the Task Order Process in the place of . Recent Changes to NIHCATS II

5 The electronic Government Ordering System (eGOS) is a web-based application that will facilitate the Task Order Process for the NIHCATS II contract vehicle. Users do not need to be on the NIH Network to access eGOS. What is eGOS?

6 The Customer and their COAC submit a requirement to the NIHCATS II CO and COR. The NIHCATS II CO and COR review and release the requirement to the Contractors. The Contractors submits questions. The Customer and their COAC reviews questions and provides answers to the NIHCATS II CO. The Contractors supply proposals. The Customer and their COAC evaluate proposals and select a contractor. The NIHCATS II CO concurs. The Customer and their COAC process the award and submit documentation to the NIHCATS II CO. Task Order Process

7 TORPs will no longer be sent to the NIHCATS II . –TORPs will be created and submitted through eGOS. –Revisions to TORPs will be handled through eGOS. TORP Questions will no longer be received via . –Contractors shall submit all questions via the system. –Answers to the questions will be entered in the system and made available to all contractors upon release. Proposals will no longer be submitted via . –Contractors shall submit proposals and no response statements via the system. Notification of task order awards will be sent via the system to all the contractors. –Customers will provide the OF347 and DCIS to the NIHCATS II CO through eGOS. Task Order Process Changes

8 Click on the “First Time User? Register Here” link to register. For eGOS, the NIH Login is the user's NIH username followed by and the password will be the same as the NIH password. Please note that the NIH Login is not the user's address. eGOS website Registration and Access

9 Use the vertical menu along the left side of the page to navigate within a tab, to perform actions, to access helpful links and to review required documents. Menus vary depending on the tab chosen. Click through tabs located along the top of the page to define your requirement, view documents, review a summary, and more. Navigation

Start a new task order by clicking on the “Create a New NIHCATS II Task Order”. The system opens in the Definition Tab where users define the requirement similar to the TORP form. –For your convenience, TORPs do not need to be completed at one time but can be saved and completed at a later date. Create Task Order

11 Questions related to the TORP will be responded to and released to all contractors through eGOS. Users are able to type answers in the provided fields at any time but must remember to click "Save" to save their responses. Only the Task Order CO can submit the answers to the NIHCATSII CO by clicking on the “Notify NIHCATS II” button. –This prompts a pre-populated to be sent to the NIHCATS II CO. Respond to Questions

12 Should you need to make changes to your TORP after it has been released to the contractors, you have the ability to create an amendment on the Amendment Tab. Amendments are created and submitted by the Task Order CO and then reviewed and released to the contractors by the NIHCATS II CO. Create an Amendment

13 Click on the Documents Tab to view the proposals submitted by the contractors. It is recommended to begin reviewing proposals after the deadline has passed. –Contractors have the ability to replace an existing proposal up until the proposal deadline. Evaluate Proposals

14 The Selection screen will need to be completed after the proposals have been evaluated. The recommended awardee is chosen using the dropdown menu and, as in the manual process, an SRD must be used to justify the selection. Only the Task Order CO can submit the selection. Award Selection

15 Anyone assigned to the Task Order receives notifications, including: –Owner (Individual who creates the TORP) –Task Order CO (and Alternate, if applicable) –Task Order COR (and Alternate, if applicable) Notifications will be sent when: –TORP Revisions are being requested –The TORP is released –The questions deadline has passed –The answers to the questions are released –An amendment to the TORP is released –The proposal deadline has passed –A task order award is made Notifications

16 TORPs and proposals will be processed through eGOS and not via . Remember, to register and log in use your NIH Username and NIH password.NIH Username Task Order COs and CORs must be registered and assigned in eGOS. Please contact the NIHCATS II Support Team to have a registered individual designated as a CO or COR so he or she appears in the dropdown. If changes are made to the TORP after a PDF has been generated, please click “Save” and “Generate PDF” again to capture the changes. Click SAVE often! Summary

17 When determining the order processing schedule, please make sure to allow an adequate response time for contractors to submit questions and to submit their final proposals after Q&A is released. Also allow adequate time for your team to answer the questions. –The dates and times that the system pre-populates into the TORP do not represent the recommended order processing schedule and may be changed. Only the designated Task Order CO can submit a TORP, release answers to questions, and submit the award selection to the NIHCATS II CO in eGOS. Summary Continued

18 Please refer to the NIHCATS II Website for more information and resources on using the NIHCATS II contracts.NIHCATS II Website Please contact the NIHCATS II Program Support Team if you have any questions or concerns.NIHCATS II Program Support Team Contacts: Jeff Klein, Base Contract COR, NIHCATS II Lisa Adams, Base Contract Contracting Officer, NIHCATS II Conclusion

19 Questions? Questions