Introduction

The National Institutes of Health (NIH) is the largest biomedical research agency in the world, with a mission to seek fundamental knowledge about the nature and behavior of living systems and to apply that knowledge to enhance health, lengthen life, and reduce illness and disability. To fulfill its mission, NIH organizes and supports various meetings and conferences, both in-person and virtual, that bring together researchers, policymakers, practitioners, and the public to share scientific findings, exchange ideas, and foster collaborations. NIH also provides travel support for its staff and stakeholders to attend these events or conduct other official business.

To assist NIH in managing its conference and travel needs, NIH has issued a sources sought notice for the Conference, Administrative and Travel Services IV (NIHCATS IV) contract. This contract is intended to cover a broad range of services including support for meetings and conferences, conference related travel, documentation, administrative support, website design, development, and maintenance, and any other activities supporting meetings and conferences. This article will provide some historical background on the NIHCATS contract, describe the scope and requirements of the NIHCATS IV contract, identify who should participate in this opportunity, and discuss some of the challenges and benefits of pursuing this contract.

Historical Background

The NIHCATS contract was first awarded in 2009 as a multiple-award indefinite delivery/indefinite quantity (IDIQ) contract with a five-year period of performance and a ceiling value of $150 million. The contract was awarded to 15 small business contractors who competed for task orders issued by NIH and other federal agencies who expressed interest in using the contract. The contract was used primarily for conference support services such as registration, logistics, audiovisual, transcription, translation, webcasting, etc.

In 2014, NIH awarded the NIHCATS II contract with a similar scope and structure as the NIHCATS I contract. The NIHCATS II contract had a five-year period of performance with one option year and a ceiling value of $200 million. The contract was awarded to 14 small business contractors who competed for task orders issued by NIH and other federal agencies. The contract was used for conference support services as well as travel support services such as travel arrangements, reimbursements, reporting, etc.

In 2019, NIH awarded the NIHCATS III contract with an expanded scope and structure as the NIHCATS II contract. The NIHCATS III contract had a five-year period of performance with four option years and a ceiling value of $500 million. The contract was awarded to 13 small business contractors who competed for task orders issued by NIH and other federal agencies. The contract was used for conference support services, travel support services, administrative support services such as data entry, records management, correspondence management, etc., website design and support services such as web development, hosting, maintenance, etc., and documentation support services such as editing, formatting, printing, etc.

RFP Description

The NIHCATS IV contract is expected to be a follow-on to the NIHCATS III contract with a similar or slightly modified scope and structure. The sources sought notice indicates that the NIHCATS IV contract will be an IDIQ contract offering firm fixed price (FFP), time and materials (T&M), or a hybrid of FFP and T&M type task orders. The contract will be used primarily by NIH but may be available to other federal agencies who express interest in using the contract. The sources sought notice also states that the period of performance will be one base year plus four option years and the estimated value will be $100 million.

The sources sought notice requests interested small business contractors to submit their capability statements by April 30th 2023. The capability statements should include information such as company name, address, point of contact information, DUNS number, socio-economic status (e.g., 8(a), HUBZone), relevant experience in providing conference and travel services to federal agencies (preferably NIH), past performance references (including CPARS ratings), quality assurance processes or certifications (e.g., ISO 9001), key personnel qualifications (including resumes), proposed teaming arrangements or subcontractors (if any), and any other information that demonstrates the contractor’s ability to perform the required services.

Who Should Participate

The NIHCATS IV contract is a great opportunity for small business contractors who have experience in providing conference and travel services to federal agencies. The contract offers access to a large and diverse customer base within NIH as well as other federal agencies who may use the contract. The contract also offers flexibility in terms of pricing methods (FFP or T&M) and task order types (firm fixed price or time and materials). The contract also allows for innovation and creativity in delivering solutions that meet the customer’s needs.

The ideal contractor for the NIHCATS IV contract should have the following characteristics:

  • Experience in providing conference support services such as registration, logistics, audiovisual, transcription, translation, webcasting, etc.
  • Experience in providing travel support services such as travel arrangements, reimbursements, reporting, etc.
  • Experience in providing administrative support services such as data entry, records management, correspondence management, etc.
  • Experience in providing website design and support services such as web development, hosting, maintenance, etc.
  • Experience in providing documentation support services such as editing, formatting, printing, etc.
  • Experience in working with NIH or other federal agencies that have similar conference and travel needs
  • Positive past performance ratings from previous customers (preferably NIH or other federal agencies)
  • Quality assurance processes or certifications (e.g., ISO 9001) that ensure high standards of service delivery
  • Key personnel qualifications that demonstrate expertise and competence in the required services
  • Teaming arrangements or subcontractors that complement the contractor’s capabilities and add value to the customer

Challenges and Benefits

The NIHCATS IV contract is not without its challenges and risks. Some of the potential challenges and risks include:

  • Competition from other qualified small business contractors who may have more experience, better past performance, lower prices, or stronger relationships with NIH or other federal agencies
  • Compliance with federal regulations and policies that govern conference and travel services such as the Federal Travel Regulation (FTR), the NIH Conference Policy Manual, the NIH Travel Policy Manual, the NIH Privacy Policy, etc.
  • Coordination with multiple stakeholders within NIH or other federal agencies who may have different expectations, preferences, or requirements for conference and travel services
  • Management of multiple task orders with varying scopes, schedules, budgets, and deliverables
  • Adaptation to changing customer needs and emerging technologies that may affect conference and travel services

However, the NIHCATS IV contract also offers many benefits and rewards for successful contractors. Some of the potential benefits and rewards include:

  • Long-term relationship with NIH or other federal agencies that may lead to repeat business, referrals, or new opportunities
  • Exposure to cutting-edge research and innovation that may enhance the contractor’s knowledge and skills
  • Contribution to the advancement of science and health that may improve the lives of millions of people
  • Recognition and reputation as a trusted and reliable provider of conference and travel services to federal agencies

Conclusion

The NIHCATS IV contract is a new opportunity for small business contractors who have experience in providing conference and travel services to federal agencies. The contract is expected to be a follow-on to the NIHCATS III contract with a similar or slightly modified scope and structure. The contract will be used primarily by NIH but may be available to other federal agencies who express interest in using the contract. The contract will offer flexibility in terms of pricing methods (FFP or T&M) and task order types (firm fixed price or time and materials). The contract will also allow for innovation and creativity in delivering solutions that meet the customer’s needs.

The NIHCATS IV contract is a rewarding opportunity for small business contractors who have experience in providing conference and travel services to federal agencies. Contractors who can demonstrate their capabilities, deliver high-quality services, meet customer needs, overcome challenges, and leverage benefits will be able to establish a long-term relationship with NIH or other federal agencies that may lead to repeat business, referrals, or new opportunities. Contractors who can demonstrate their capabilities, deliver high-quality services, meet customer needs, overcome challenges, and leverage benefits will be able to contribute to the advancement of science and health that may improve the lives of millions of people. Contractors who can achieve these goals will also gain recognition and reputation as a trusted and reliable provider of conference and travel services to federal agencies.

If you have any questions or comments, please feel free to contact us at www.gdicwins.com. We would love to hear from you and assist you with your conference and travel needs. We look forward to working with you on the NIHCATS IV contract.