Customers at all ICs and offices across the NIH may use this contract as well as the Department of Health and Human Services (HHS), HHS Operating Divisions (OPDIVS), and on a case by case basis, other Federal agencies.
The life of the PICS III contract vehicle is five (5) years.
The life of the PICS III vehicle is five (5) years. The completion of the task order period of performance must be within 12 months after the master contract expires.
Yes, they are posted on the Vendors Page of this website. .
>This vehicle is not mandatory; however, its use is highly encouraged. The PICS III contract vehicle is aligned with NIH's corporate goal to consolidate contracts. Similarly, PICS III is structured as a total small business set aside. Therefore, use of the PICS III contract may consequently support NIH in meeting its small business contracting goals.
The contract with any PICS III prime can be terminated at any point during the period of performance of this contract. If this event occurs, all task orders will also be terminated.
The PICS III contracting program is a flexible means
for NIH's ICs and offices to obtain media,
communications, and information dissemination
services and technology.
Created with community input in mind, PICS III will work
to increase effectiveness and usability, as well as
support the small business goals set forth by NIH. PICS
III provides experienced and cost-effective personnel
through competition among qualified contractors.
Benefits of using PICS III include:
• Relieves the customer of the burden of executing a full contract.
• Relieves the customer from completing a Small Business Review process.
• Offers competition among a pre-screened group of qualified vendors.
• Promotes small business goals.
• Lessens the burden on the customer by making debriefings optional.
• Reduces the risk of protest.
No. The logo will not be released to contractors, as that action may be perceived as the Government favouring a particular contractor. However, "PICS III" can be identified in text format without use of the logo.
Detailed instructions on how to place a task order
against PICS III are provided in section 3 the SOP. The
acquisition process is described below.
Steps:
| Step 1 | Task Order COR develops TORP and sends it to the Task Order CO for review. |
| Step 2 | Task Order CO reviews the TORP and sends it to the PICS III support team. |
| Step 3 | PICS III support team receives the TORP and assigns a TORP number. |
| Step 4 | PICS III support team reviews and releases the TORP. |
| Step 5 | Contractors review TORP and submit questions, if necessary, to the Task Order CO. |
| Step 6 | Task Order CO works with the Task Order COR to draft responses to Contractor questions. |
| Step 7 | Task Order CO sends questions and answers to the PICS III support team. |
| Step 8 | PICS III support team releases questions and answers to the contractors. |
| Step 9 | Contractors submit proposals in response to the TORP. Proposals are sent to the Task Order CO. |
| Step 10 | Task Order CO and COR evaluate the proposals and select an Awardee by completing the Selection Recommendation Document (SRD). |
| Step 11 | PICS III support team reviews and concurs on the SRD. |
| Step 12 | Task Order CO processes the task order award and forwards a signed copy of the award document to the PICS III support team. |
| Step 13 | PICS III support team releases award letter to Awardee and Task Order CO/COR announcing the task order award. |
| Step 14 | Contractor starts work under the task order. |
| Step 15 | Upon TO expiration, the Task Order COR completes a task order performance survey and works with the Task Order CO to close out the task order. |
Task Order Guidelines are subject to change; please refer to the latest version of the Standard Operating Procedures found on the Resources tab of this website.
The TORP will include (1) a completed TORP form, (2) a Statement of Work (SOW), (3) the Independent Government Cost Estimate (IGCE) (not released to contractors), (4) a Determination & Findings (D&F) (if applicable), and either a (5) funding memo if the total value (base value plus option years) is less than $250,000, or an (6) Acquisition Plan if the total value is greater than $250,000.
NOTE: For Task Orders Involving Conferences/Meetings:
All required conference/meeting forms and waivers based upon NIH’s most recent policy guidance must be approved and submitted prior to TORP award. If the customer does not have the required conference/meeting form to submit initially with the TORP, it must be submitted with the Selection Recommendation Document (SRD).
Additional information can be found in Section 3 of the SOP.
It is a memo stating that funds are available. It is generally signed by the EO or budget officer or any authorized personnel from your IC or agency.
A "No Response" statement must be submitted if a contractor is unable or otherwise cannot perform a requirement. This shall be submitted via email to the TASK ORDER Contracting Officer via e-mail copying the PICS III email address ([email protected]) prior to the proposal deadline.
All task orders are competitive. All contractors will receive all requirements unless an exception to the Fair Opportunity applies and has been approved by the PICS III CO.
Yes, all contractors will receive each TORP request in accordance with FAR 16.505(b)(1), Fair Opportunity, unless an exception to fair opportunity has been approved.
Task order timelines are largely dependent on the specific requirement. The timeline for the PICS III support team to review and release the TORP to contractors is targeted to be approximately five (5) business days. Task orders with special or complex requirements may take longer. This processing time begins once a complete, acceptable TORP is received by the PICS III Contracting Officer. Incomplete or unacceptable TORPs will require additional time for the PICS III support team to advise the Task Order Contracting Officer on minimum acceptable requirements.
Task Order Contracting Officer's Representatives will establish a solicitation response time that will afford contractors a reasonable opportunity to respond to the requirement. When establishing the solicitation response time, Task Order Contracting Officer's Representatives should consider the circumstances of the individual acquisition and account for factors such as the complexity, availability, and value of the requirement. Award announcements will typically be made by the PICS III support team.
If you have any questions regarding the status of the task order, please contact your Task Order CO.
The PICS III support team ([email protected]) is available to consult users on the contract.
The Task Order Contracting Officer's Representative and Task Order Contracting Officer will coordinate the evaluation of the contractors' technical and price proposals in order to recommend an Awardee. Fifty percent of the technical evaluation panel chosen to evaluate the technical proposals will have successfully completed Contracting Officer's Representative training before assuming their designated role. It is the responsibility of the Task Order Contracting Officer's Representative to ensure that contractors are treated equitably and fairly during this evaluation process.
Based on the results of the evaluation, the Task Order Contracting Officer's Representative will recommend the contractor that can provide the best value to the Government and prepare a completed Selection Recommendation Document (SRD) describing the selection process and providing a rationale for selection.
After the task order award is signed and submitted by the Task Order CO to [email protected], the PICS III support team will announce the task order award by releasing an award letter to the winning contractor. An award notification will be emailed to all PICS III contractors.
Contractors are instructed not to begin work until they have officially received the task order award and award letter from the PICS III support team. You may contact the contractor once the PICS III support team sends out the award.
To exercise an option, please process the modification as you normally would, and send a copy of that modification to the PICS III support team ([email protected]).
The PICS III contract type is an Indefinite Delivery Indefinite Quantity (IDIQ) contract. Task orders under this contract may be Fixed-Price (FP), Time and Materials (T&M), or Labor Hour type task orders. T&M or Labor Hour task orders should be used only if FP type task order are not suitable. Use of a T&M or Labor Hour task orders require a Determination and Findings (D&F) approval from the Task Order CO for the IC or agency. T&M or Labor Hour task orders beyond three years will require the approval of the Head of Contracting Activity (HCA).
Communication goods and services, namely media, communications, and information dissemination services and technology, including:
Communications and Outreach Support:
Material Development and Distribution Support:
Graphic Design, Web, and Database Support:
Exhibit and Conference Support:
Please see the SOW for more details.
The PICS III Contracting Officials within OLAO include the PICS III Contracting Officer and the PICS III Contract Specialist. These individuals will have the authority to act as agents of the Government under this contract. The main roles of the PICS III Contracting Officer is receiving the task order Request Package (TORP) packages from PICS III customers, reviewing TORPs, releasing TORPs to all contractors, and acting as the point of contact for contractual issues related to the PICS III vehicle.
The PICS III COR shall act as the PICS III Contracting Officer's Representative for the purpose of this contract. The main activities the PICS III COR is responsible for are monitoring the contractor's technical progress, interpreting the SOW, and assisting in the resolution of technical issues.
Task Order Contracting Officers must be an appropriately warranted Contracting Officer. These officials will be representatives of an NIH Acquisition Office and will have the authority to act as an agent of the Government under a particular task order. Their main duties include submitting the TORP, aiding in evaluation of proposals, creating and signing the Selection Recommendation Document (SRD), and awarding of the task order.
The Task Order Contracting Officer's Representative will typically be the individual requiring the services offered under the PICS III vehicle, or may be a designee within the IC requiring the service. With assistance from the Task Order Contracting Officer, the Task Order Contracting Officer's Representative will develop the requirement and will represent the Government as the main interface between NIH and the contractor during the delivery of services. The main activities are working with Task Order Contracting Officers to draft the TORP, assisting in creating and signing the SRD, providing direction to the contractor's management staff to facilitate task order performance, and monitoring performance over the life of the task order.
Not unless they have completed the FAC-COR training and are certified.
The PICS III support team ([email protected]) is available to consult users of the contract. The team will prepare and conduct information sessions to assist customers in understanding and using the PICS III contract vehicle. In addition, materials such as the Standard Operating Procedures document and a fact sheet are available on the PICS website (http://PICS.olao.od.nih.gov).
The Task Order Contracting Officer's Representatives, in coordination with the task order Contracting Officers, will be responsible for the majority of task order activities involving initiating, managing, modifying and closing out task orders but will be supported by the PICS III Contracting Officer.
Contract level issues that arise during task order performance should be referred to the PICS III support team for resolution.
The PICS III contracts have been reserved as a total Small Business set-aside.
The customer will get the credit.
The PICS III contract requires a three-way match; the contractor must submit invoices through IPP according to the contract. Copies of the invoice must be emailed to the Task Order Contracting Officer’s Representative for review and approval. For additional information regarding invoicing procedures, please ask your Task Order Contracting Officer and Task Order Contracting Officer’s Representative.