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U.S. Department of Health and Human Services

Preparing Proposals

Proposals must be prepared based on the instructions within the specific solicitation. The following information and resources may be helpful in preparing proposals.

Statement of Work (SOW): The SOW should clearly detail the scope and objectives of the effort and technical approach for your proposal. The SOW may be incorporated as an attachment to the potential award instrument. As such, it should be written as a self-standing document without any proprietary restrictions. It should enumerate specific, non-severable, discrete work segments (i.e., with no interdependence) and identify corresponding deliverables due at the end of each respective segment. The SOW should include a detailed listing of the technical tasks/subtasks organized by discrete work periods (base and option periods) including appropriate Work Breakdown Structure references for each task. For more details, please see the BARDA Broad Agency Announcement Contractual Statement of Work Template.

Cost Proposal: The Cost Proposal should contain sufficient detail and information to allow the government to perform a basic analysis of the proposed cost or price of the work. A cost summary (not to exceed two pages) must accompany the cost proposal. The detailed costs in the proposal must readily track back to the costs presented in the summary, Work Breakdown Structure (WBS), Integrated Master Schedule, and the Statement of Work. The Offeror must also provide a narrative to support the requirements in each cost element. The cost breakdown by tasks should reference the WBS task in the Technical Proposal. Statement of Work options should be priced separately. For more details, please see the Breakdown of Proposed Estimated Costs.

Government Property Workbook: If government-furnished property (GFP) is a part of your proposal, you must complete the Government Property Workbook. The workbook provides a means for the government to audit the contractor's performance related to the FAR 52.245-1 Government Property clause contained within your contract. A business case justification must accompany the workbook. The justification should explain how providing GFP is in the government’s best interest, that there is no other commercial alternative other than GFP, and that any proposed costs of GFP are “fair and reasonable.” Include the completed workbook with your cost proposal. For more details, please see the Government Property Workbook.

Subcontracting Program

Inclusion of Small Businesses: Any large business contractor receiving a contract for more than the Simplified Acquisition Threshold (SAT) must agree in the contract that Small Businesses (SB), Small Disadvantaged Veteran-Owned Businesses (SDVOSB), HUBZone SB, Small Disadvantaged Businesses (SDB), and Woman Owned Small Businesses (WOSB) will have the maximum practicable opportunity to participate in contract performance, consistent with its efficient performance.

Subcontracting Plan Requirements: If the contract is anticipated to exceed $650,000 (including options) or $1,500,000 for construction then the successful offeror or bidder is required to submit an acceptable subcontracting plan in order to be eligible for award. For subcontracting plan format and requirements, please see the HHS Small Business Subcontracting Plan.

Reporting Requirements: Terms and conditions of award will include information on submission of contractor’s bi-annual Individual Subcontracting Reports (ISR) and Annual Summary Subcontracting Report (SSR) through the Electronic Subcontracting Reporting System (eSRS).

  • This page last reviewed: May 03, 2022