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Technical Review of R&D Proposals Under Emergency Situations SOP

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This SOP has internal roles only.

This standard operating procedure (SOP) includes the following sections: Purpose, Procedure, Contacts, and Links.

Purpose

To ensure that R&D proposals are properly evaluated and reviewed under emergency situations.

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).

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.
  • 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, ask each potential reviewer about interest and availability to evaluate the proposal. If interested, forward the following from the "Templates, Evaluation Phase" section of the OA R: drive:
    • 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.
  • People with conflicts may not participate in an evaluation.
  • 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.
  • 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.
  • 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.
  • Reviewers should complete and return the NIH Post-Review Certification Form Regarding Conflict of Interest and Confidentiality of Grant Applications and Contract Proposals to you with their final evaluations.
  • After you receive the technical evaluations, prepare a summary of evaluation results with the contracting officer's representative. Contracting 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 specialist prepare a summary of evaluation results.

DEA Director

  • Approve 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

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

The following forms are located on the OA R: 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

Contracting Officer's Representative (COR) SOP

Request for Proposals SOP

Contract Negotiations SOP

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 March 27, 2012

Last Reviewed March 27, 2012