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Technical Review of R&D Proposals in Emergency Situations SOP

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This SOP has internal roles only..

Purpose

To ensure that R&D technical proposals are properly evaluated under emergency situations when the NIAID Scientific Review Program (SRP) is not able to coordinate the peer review process.

Procedure

This SOP applies to sole source or limited competition biomedical and behavioral R&D acquisitions, including letter contracts, resulting from emergency situations as described in FAR Part 18—Emergency Acquisitions.

Review of biomedical and behavioral R&D contract proposals for contracts must meet the standards of quality for technical and scientific peer review (see 42 CFR 52h).

Contracting Officer

  • In an emergency situation, the Contracting Officer facilitates the technical proposal peer review process detailed in NIH Manual Issuance 6315-1, Review and Evaluation of R&D Contract Proposals and the Peer Review of R&D Technical Proposals SOP.
  • Safeguard the confidentiality of materials, ensuring that contracting regulations and policies are upheld. Only Contracting Officers may communicate with actual or potential reviewers regarding an evaluation.
  • Check proposals to prepare a list of all prime and subcontractor employees as well as consultants named in the proposal.
  • With assistance from the contracting officer's representative, draft a list of potential reviewers and forward the list through the Office of Acquisitions (OA) branch chief and director to the Division of Extramural Activities (DEA) director for approval. Do this before contacting reviewers.
  • After the DEA director approves the list, contact each approved potential reviewer to request that they review the proposal(s). Send the following documents to those reviewers selected:
    • A copy of the NIH Conflict of Interest Rules and Information for 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.
  • Have each potential reviewer complete the "NIH Pre-Review Certification Form Regarding Conflict of Interest and Confidentiality for Nonfederal Reviewers" and return it to you. People with conflicts may not participate in the 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 solicitation.
    • 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.
  • 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. Reviewers 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.
  • Receive-written evaluation of the proposal to you by a specified date. Reviewers can request telephone discussions to go over critical issues.
  • Receive completed NIH Post-Review Certification Form Regarding Conflict of Interest and Confidentiality of Grant Applications and Contract Proposals with the final evaluations.
  • Prepare a summary of evaluation results with the contracting officer's representative. Contract and program staff will use this when developing negotiation questions.

Contracting Officer's Representatives

  • After proposal receipt, provide the contract specialist with names of potential reviewers with expertise in the required scientific or technical disciplines.
  • When 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 reviewers have submitted technical evaluations, help the contract officer prepare a summary of evaluation results.

DEA Director

  • Approve the list of potential reviewers.

Contacts

NIAID staff should work with the appropriate contract specialist or contracting officer's representative.

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 315.3, 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

Contracting Officer's Representative (COR) SOP

Request for Proposals SOP

Contracting by Negotiation SOP

Peer Review of R&D Technical Proposals SOP

NIH Pre-Review Certification Form

NIH Post-Review Certification Form

NIH Conflict of Interest Rules and Information for Reviewers of Grant Applications or Proposals for R&D Contracts

Lock icon: This link will not work for public visitors.Justification for Other than Full and Open Competition

Lock icon: This link will not work for public visitors. Source Selection for R&D and R&D Support Contracts SOP

Last Updated August 29, 2014

Last Reviewed August 29, 2014