Overview
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What is the Long-Term
Administrative Support Contract III (LTASC III)?
The Long-Term Administrative Support Contract III (LTASC III)
is a multiple award IDIQ acquisition to provide administrative
services on a long-term (a period of at least twelve months) basis
across all Institutes, Centers and Offices (ICs) within the National
Institutes of Health (NIH). LTASC III is a mechanism to contract
commercially and competitively for administrative support positions.
This contract consists of a base of five years.
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Who can use the LTASC III?
Customers at all ICs and Offices across NIH may use this contract.
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What are the benefits
of using LTASC III?
The LTASC III contracting program is a flexible
means for NIH to obtain long-term administrative
support services.
Benefits of using LTASC III include:
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- Competition encourages strong contractor
performance and ensures the placement of
qualified administrative personnel.
- Emphasis on contractor's mid-level
management structure ensures proper supervision
of administrative support personnel.
- Focusing only on long-term administrative
personnel reduces unnecessary re-training and
ensures that the administrative personnel have
a firm understanding of day-to-day responsibilities
and workflow.
- Relieves the customer of the burden of
executing a full contract.
- Relieves the customer from completing a Small
Business Review Form (ex. HHS 653).
- Promotes small business goals.
- Reduces the risk of protest.
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What is the period of
performance for LTASC III?
The period of performance of the LTASC III
vehicle is five (5) years. LTASC III was
effective on October 11, 2021.
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- What is the maximum
period of performance for a task order issued under
LTASC III?
Services on a task order may be performed up
to twelve (12) months after the expiration date
of the LTASC III contracts. Task orders may utilize
option periods, subject to subsequent awards to
the contractor, but the total performance period
for any task order shall not exceed five (5) years.
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- What are the companies
that were awarded the contract
Ten (10) small business contractors have been
awarded an IDIQ contract to provide long-term
administrative support personnel under the LTASC
III vehicle. The names of the LTASC III contractors
are listed on the LTASC III website (https://ltasc.od.nih.gov).
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- Is the use
of this vehicle mandatory?
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This vehicle is not mandatory; however, its use is
highly encouraged. LTASC III is aligned with NIH's
corporate goal to consolidate contracts. The vehicle
has been developed with stakeholder input to offer
the NIH community favorable contract terms from a
highly qualified group of pre-screened small business
administrative support contractors. Use of LTASC III
will help NIH meet small business contracting goals.
For temporary requirements (less than 12 months)
please contact the NIH BPA office.
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Task Order
Process
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What is the LTASC III
electronic Government Ordering System
(eGOS)?
The LTASC III electronic Government Ordering System (eGOS)
was developed to streamline the Task Order Procedures
outlined in Section 3 of the Standard Operating Procedures
(SOP). eGOS is a web-based system accessible via the
Internet and is the starting point for any LTASC III
task order. Please note that eGOS is a standalone system
and is not linked with other NIH acquisition systems,
such as NBS, at this time.
Please review the Customer eGOS Manual on the LTASC III
website (https://ltasc.od.nih.gov) for further details on
registering and using eGOS.
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How do I place an order
on the Long-Term Administrative Support Contract?
Detailed instructions on how to place a task order
on the LTASC III contracts are provided in section 3 the
Standard Operating Procedures (SOP).
Task Order Guidelines are subject to change; please
reference the LTASC III website frequently.
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What must the
TORP include
The TORP must include 1) a completed TORP Form (this is the
PDF document generated by eGOS), 2) a Statement of Work (SOW)
with performance evaluation standards, 3) an Independent
Government Cost Estimate, (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.
Additional information can be found in Section
3.1 of the Standard Operating Procedures.
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What is a funding
document?
A funding document is a memo or email stating that
funds are available. It is generally signed by the EO
or budget officer or any authorized personnel from your
IC. A funding memo is required for orders valued at less
than $250,000 (base plus option periods).
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Are management hours
required when submitting a TORP?
Yes, due to the non-personal nature of LTASC
III, management hours are required. The LTASC III
is requiring that a minimum of 12 management hours
are included in each TORP but you can increase
that number if you wish.
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What is the minimum duration
of a task order issued during the life of the
LTASC III contract?
Use of this contract vehicle is reserved for
acquisition of administrative support needed for a
minimum of twelve (12) months. The life of the LTASC
III vehicle is five (5) years.
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How many option
years can my task order have?
The number of option years available to you on
your task order depends on where we are in the master
contract’s period of performance at the time of task
order award. For example, task orders awarded during
the first year of the master contract may have up to
4 option years, but task orders awarded during the
final year of the master contract will have no option
years.
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Can a single TORP
requiring multiple administrative support
personnel be awarded to multiple
contractors?
No, a single TORP requiring multiple
administrative support personnel will
need to be awarded to a single contractor.
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Who must submit the TORP to the
LTASC III Support Team for review?
The LTASC III electronic Government Ordering System (eGOS)
will only allow the task order CO to submit a TORP though
anyone assigned to the TORP may help to prepare the TORP. In
addition, only the task order CO will be allowed to notify
the LTASC III CO and COR that the responses to the questions
are ready for review and to submit the Selection Recommendation
Document (SRD).
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Will every contractor
receive all Task Order Request Packages (TORPs)?
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.
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What is a NO response
statement?
A "No Response" statement must be submitted if a contractor
is unable or otherwise cannot perform a requirement. This shall
be submitted electronically to the Task Order CO using the
electronic Government Ordering System (eGOS).
For more information refer to Section 3.9.2 of the SOP.
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Can I request references from
contractors for administrative support personnel
resumes submitted?
References should not be requested from contractors for
resumes submitted. Contractors were evaluated and awarded
based on their ability to provide quality administrative
support personnel, so no further reference checks are allowed.
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How long does it
take to process and award a task order for
administrative support?
Task order timelines are largely dependent on the
specific requirement. The timeline for the LTASC 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 LTASC III Support Team. Incomplete
or unacceptable TORPs will require additional time for the
LTASC III Support Team to advise the Task Order CO on minimum
acceptable requirements.
The Task Order CO will establish a TORP response time
that will afford contractors a reasonable opportunity to
respond to the requirement. When establishing the TORP response
time, the Task Order CO shall consider the circumstances of
the individual acquisition and account for factors such as the
complexity, availability, and value of the requirement.
Overall, it should take no longer than 30 days from the
time a complete TORP package is submitted for review until
award.
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How long should
a TORP be open for?
Generally, provide a minimum of 1 week to allow
contractors to submit questions and proposals, but
this depends on the complexity of the requirement.
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Are customer allowed to interview the contractors?
No, due to the non-personal services nature of LTASC III,
interviews are not permitted. However, oral presentations will
continue to be a part of LTASC III and handled on a case by
case basis with the Task Order CO approval. The Task Order
CO must be in attendance and must pre-approve all questions
to be asked of the contractor prior to the meeting.
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How and where
will awards be made and announced?
After the task order award is signed, uploaded, and
submitted by the Task Order CO in eGOS, the LTASC III
Support Team will announce the task order award by releasing
an award letter to the winning contractor. A notice will
also be sent to contractors via eGOS.
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Once our Task
Order CO makes an award, can we contact
the contractor right away?
Contractors are instructed not to begin work until
they have officially received the task order award and
award letter from the LTASC III Support Team. You may
contact the contractor once the LTASC III Support Team
sends out the award.
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Is a customer allowed
to add positions to a task order after it is
awarded?
No, optional or additional positions may not be added
to a task order after it has been awarded. All positions
must be included in the initial statement of work so that
all the contractors have an opportunity to bid.
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Services and
Task Order Types
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What are the
administrative labor categories handled
through the contract?
A description of the various levels of administrative
support ranging from Admin 1 to Admin 4 can be found in
section 1.2.1 of the SOP.
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How do I choose
the level of staff that I need?
Refer to the Standard Operating Procedures
for detailed descriptions of the four administrative
positions available. The LTASC III Support Team
may be contacted to aid users in deciding which
position description(s) match the user's needs.
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How am I able to maintain
my current administrative support personnel?
Contractors will respond to task orders with proposals
containing qualified candidates, some of which may include NIH
experience. There is no guarantee that you will be able to
retain your current staff.
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What can I say if
I am approached by current NIH Staffing Support
contract personnel?
Please be cautious regarding interacting with current
NIH Staffing Support contract administrative personnel.
Due to legal constraints, it is not permitted to direct,
advise, or guide contractor employees. This policy prevents
you from recommending any particular LTASC III contractor
to the current administrative support personnel. Kindly
provide the personnel general, public information about
LTASC III including the LTASC III fact sheet and provide
them with the LTASC III website (https://ltasc.od.nih.gov)
for additional information.
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What are the services
expected as part of the contract?
Administrative tasks for services including general office,
support, travel, meeting, mail, procurement, property management,
personnel, and publication. Administrative support personnel in
any labor category may be expected to perform some, many, or
all of the services listed above; however, duties may not be
limited to the services detailed. For more information on each
service, refer to Section 1.3 of the SOP.
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What is the policy
on replacing administrative support personnel
if they are removed from a task order?
To provide continuity of service to NIH Customers,
the Prime Contractor is required to provide a qualified
replacement admin of equal level on-site within five (5)
business days after the removal of the original admin
under a Task Order Award.
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Can an admin increase
in level during the life of the contract?
An administrative support position on an awarded task
order can increase to the next level (e.g. from Admin 1 to
Admin 2) during the life of the task order upon the request
of the Task Order Contracting Officer's Representative and
with the approval of the Task Order Contracting Officer. Any
increase in level must be initiated by the Government and
based on requirements.
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What types of task
orders can be used under LTASC III?
The LTASC III contracts are indefinite delivery/indefinite
quantity (IDIQ) type contracts utilizing Fixed Price (FP) and
Labor Hour (LH) type task orders. The task order will provide
detail of the specific services that will be required. LH
task orders should be used only if FP type task orders are
not suitable. Use of an LH task order requires a Determination
and Findings (D&F) approval from the Task Order CO. LH task
orders beyond three years will require the approval of the
Head of Contracting Activity (HCA).
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Is telework
permitted under LTASC III?
Regular telework is not permitted under LTASC III
except for unusual circumstances such as COVID 19. However,
language has been included in the contract to allow for
ad-hoc telework.
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Roles,
Responsibilities, and Support
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Who is responsible
for the supervision/management of the
administrative support personnel?
Every contractor under LTASC III is required to have at least
one Program Manager (PM) and one Deputy Program Manager (DPM)
available for this contract. NIH may have no management role of
contracted employees. These managers act as the NIH points of
contact that represent the contractor. Contractor employees shall
not provide personal services under this contract. For more
information on these roles, refer to Section 1.2.2 of the SOP.
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What are the
responsibilities of the Task Order
Contracting Officer’s Representative
(COR)?
When NIH determines a need exists for long-term
administrative support services, a Task Order COR must
be identified. The Task Order COR must be FAC-COR certified
and is responsible for all technical aspects of the task order.
The Task Order COR will typically be the individual requiring
the services offered under the LTASC III contracts or may be a
designee within the requiring the service. The Task Order COR will
develop the requirement and will represent the Government as the
main interface between his/her Institute and Center (IC) and the
contractor during the task order period of performance. The Task
Order COR will draft the TORP in eGOS, prepare the Selection
Recommendation Document (SRD), provide technical direction to
the contractor's management staff to facilitate task order
performance, and monitor performance over the period of
performance of the task order.
Additional information can be found
in Section 2.2.2 of the SOP.
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What are the
responsibilities of the Task Order
Contracting Officer (CO)?
The Task Order CO has the authority to act as an agent of the
Government under a particular task order. The Task Order CO is a
warranted CO from their respective NIH Acquisition Office.
Responsibilities of the Task Order CO include approving
and submitting the TORP in eGOS, overseeing the evaluation of
proposals, approving the Selection Recommendation Document
(SRD), and creating and awarding a task order. The Task Order
CO is responsible for all task order post-award administration
and closeout activities.
Additional information can be found in
Section 2.2.1 of the SOP.
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Who handles
the task order management?
The Task Order CO and Task Order COR will be responsible
for the majority of task order activities involving initiating,
managing, modifying and closing out task orders. The LTASC III
Support Team will be available to assist the customer in these
activities if needed.
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Who addresses
all LTASC III vehicle level issues?
Contract level issues that arise during task order performance
should be referred to the LTASC III Support Team for resolution.
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What support is
available regarding LTASC III?
The LTASC III Help Desk (301-435-5468) is available
to consult users of the contract. In addition, materials
such as the SOP document and a fact sheet are available
on the LTASC III website.
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Small Business Aspects
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Is the LTASCIII
contract set up as a total or partial small
business set-aside?
The LTASC III contracts have been reserved as a Total
Small Business set-aside. All the LTASC III contractors are
small businesses.
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Who gets credit for
using small businesses?
The customer will get the credit.
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eGOS Help
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How do I register
to use eGOS?
If you are an NIH Employee, please use your NIH [email protected]
(e.g. [email protected]) and not your email address. Your profile
information will be auto populated via Active Directory. Please
contact NIH OIT for any questions regarding your Active Directory
profile. Your eGOS password will always be the same as your NIH password.
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I forgot my eGOS
password. Can you reset it?
If you are an NIH Employee, your eGOS password is the same
as your NIH password. If you change your NIH password, eGOS will
update your password automatically. We cannot reset your NIH
password. Please contact NIH OIT for any issues with your NIH password.
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Why can I not
see my Task Order CO or COR in the drop
down menu?
Your Task Order CO and/or COR must be assigned to the CO or
COR groups in eGOS in order to show up in the drop-down menu.
Please have the Task Order CO and/or COR register in eGOS. Once
he/she has registered, email us at [email protected] to
be added to the CO and COR groups in eGOS and we will update
their profile. As a reminder, the Task Order CO and COR must
be FAC-C or FAC-COR certified. This will be verified.
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