02_STSS_Statement_of_Work.pdf

Attachment no. 2 STSS Statement of Work

11/5/2020

SCIENTIFIC AND TECHNOLOGY SUPPORT SERVICES (STSS)

STATEMENT OF WORK (SOW)

Contents

1 GENERAL INFORMATION

1.1 Title of Project

1.2 Statement of Need and Purpose

1.3 Background Information and Objective

2 SCOPE OF WORK

2.1 Specific Requirements

2.1.1 Contract Management

2.1.2 Contract-Level Program Management

2.1.3 Laboratory Management and Support

2.1.4 Laboratory Automation and Equipment Support

2.1.5 Automation Research Services

2.1.5.1 Strategic Planning, Capability and Performance Management

2.1.5.2 Strategic Systems and Project Analysis

2.1.5.3 Logistical Operations Support

2.1.6 Scientific Program and Project Management

2.1.6.1 Program Management

2.1.6.2 Project Management

2.1.7 Cheminformatics, Bioinformatics, Computational Chemistry and Biology

2.1.8 Scientific Systems Programming and Research Data Management

2.1.8.1 Platform, Applications and Pipeline Development

2.1.8.2 Resource and Data Management

2.1.8.3 Evaluation, Inventory and Testing

2.1.9 Scientific Cloud Computing Services and Engineering Support

2.1.9.1 Cloud Brokering Services

2.1.9.2 IaaS Services

Attachment no. 2 STSS Statement of Work

11/5/2020

2.1.9.3 PaaS Services

2.1.9.4 Cloud Engineering Support

2.1.9.5 Cloud based High Performance Computing

2.1.10 Scientific Research Support

2.1.10.1 Scientific writing/editing support

2.1.10.2 Graphics, Digital and Media Arts Design

2.1.10.3 SBIR and other Grants Management Support

2.1.10.4 Outreach activities and support

2.1.11 End User Support

2.1.11.1 Scientific Instrumentation Desktop Support

2.1.11.2 Desktop Support

2.1.11.3 Training Support

2.1.11.4 Asset Administration and Support

2.1.11.5 Conference and Video Teleconferencing Support

2.2 EXPERIENCE & FUNCTIONAL RESPONSIBILITY

2.3 GOVERNMENT RESPONSIBILITIES

2.4 OTHER CONSIDERATIONS

2.4.1 Travel

2.4.2 Transition In / Transition Out

2.4.2.1 Transition-In Services

2.4.2.2 Transition-Out Services

1 GENERAL INFORMATION

1.1 Title of Project

Scientific and Technical Support Services (STSS)

1.2 Statement of Need and Purpose

The purpose of this requirement is to provide the Information Technology Resources Branch (ITRB), National Center for Advancing Translational Sciences (NCATS), with day-to-day support services for the following:

• Laboratory Management and Support

• Laboratory automation and equipment support

• Automation research services

• Scientific Program and Project Management

• Cheminformatics, Bioinformatics, Computational Chemistry and Biology

• Scientific Systems Programming and Research Data Management

• Scientific Cloud computing services and Engineering support

• Scientific research support

• End user support

1.3 Background Information and Objective

The mission of NCATS is to catalyze the generation of innovative methods and technologies that will enhance the development, testing, and implementation of diagnostics and therapeutics across a wide range of human diseases and conditions.

NCATS is at the forefront of automated biomedical experimentation, replacing hours of time-consuming basic laboratory work with systems and robots capable of conducting experiments with a fraction of the resources. This technology can both cut costs and increase productivity, which acts as a multiplier effect on research efficiency and raw output.

Though automated systems reduce the need for human labor, the systems and labs are not entirely self-sufficient. This contract will support the workforce responsible for the day-to-day operation of robotics and systems, as well as the infrastructure necessary to achieve top quality results.

2 SCOPE OF WORK

2.1 Specific Requirements

The contractor shall provide all services and qualified personnel, not otherwise provided by the Government, necessary to perform the following tasks:

2.1.1 Contract Management

The contractor shall prepare a management plan describing the technical approach, organizational resources, and management controls to be employed to meet the cost, performance, and schedule requirements throughout contract execution. The proposed management plan shall be submitted with the written technical proposal. At the time of award, the Government may recommend changes to the management plan which will be made final within fifteen days of contract award.

The contractor shall document the efforts performed in the completion of each task in a detailed twice monthly report and presentation. The report shall include the following items and any additional information that NCATS deems necessary:

• Individual project status to include objectives met, work completed, and work outstanding.

• Weekly resource challenges.

• Issues and obstacles impeding progress and recommended solutions.

• Status of deliverables/milestones.

• Status and plan for activities relating to Very Important Persons (VIPs) and critical service tickets.

• Resource planning/status.

• Topics or issues identified by the COR.

2.1.2 Contract-Level Program Management

The contractor shall provide the technical and functional activities at the contract level needed for program management. This shall include productivity and management methods such as project management, task level quality assurance, work breakdown structures, onsite and offsite staff supervision, documentation quality reviews, responsive hiring, and maintenance of staff technical skills. The contractor shall also provide the centralized administrative, clerical, documentation, and other related functions appropriate to this level.

2.1.3 Laboratory Management and Support

NCATS requires contractor support with scientific laboratory research activities and laboratory management support across all NCATS laboratories. The contractor will be assisting in studies across various scientific disciplines, perform a variety of complex procedures and calibrate laboratory equipment, provide laboratory management support and training, and ensure compliance with safety procedures.

Examples of work performed within this task include, but are not limited to, the following:

• Ensure smooth running of laboratory operations by developing, communicating, and implementing laboratory SOPs. Provide expert advice, guidance, and assistance pertaining to laboratory operations and facility management.

• Assist with management of laboratory resources and ensure compliance with laboratory procedures. Develop recommendations to laboratory operations, management, and special requirements.

• Provide expert advice on safety issues and communicate safety practices and procedures to the laboratory staff.

• Collect and organize data; perform data analysis and interpretation; prepare technical reports, summaries, and protocols; interpret and evaluate results of experiment.

• Review and research the proper handling and methods of utilization for different biological and chemical materials in regular use in the lab.

• Prepare various media, stock supplies, and other reagents for use in the laboratory.

• Assist in the analysis and interpretation of data and prepare summaries of laboratory findings to be used in reports and scientific papers.

• Provide training to students and other laboratory personnel in the performance of specialized procedures and techniques.

• Perform quality control of the laboratory to include upkeep and routine maintenance; order and maintain laboratory supplies, including chemicals, biological materials, liquid nitrogen, etc.

• Perform a wide variety of complex procedures and techniques including but not limited to cell culture, clinical/diagnostic microbiology, DNA isolation, DNA purification, gene cloning.

• Calibrate and operate a variety of laboratory instruments used to perform tests, analyses, and other laboratory procedures.

2.1.4 Laboratory Automation and Equipment Support

NCATS requires contractor support with scientific laboratory automation and equipment configuration, management, maintenance, and support across all NCATS laboratories.

Examples of work performed within this task include the following:

• Operate and perform maintenance and validation procedures on low volume liquid dispensation systems, such as Beckman Coulter BioRAPTRs, the CyBi well array-based liquid aspirator/dispenser systems used in compound library titration and compression, the Kalypsys pintool, and other off-line liquid handling systems.

• Work with staff on the creation and replenishment of compound library plates using automated liquid handlers.

• Work with the Agilent BioCel to create daughter and assay plates.

• Work with assays performed on various Kalypsys automation systems.

• Create “Cherry Pick” plates on the Beckman Biomech FX.

• Assess, maintain, perform repairs and validation on numerous pieces of existing equipment throughout the facility.

• Perform placement, setup, and validation of new equipment.

• Maintain and acquire tools and supplies for repair tasks.

• Work with vendors to recommend replacement parts for equipment; maintain stock.

• Work with vendors to make recommendations to NCATS on new laboratory equipment.

• Train laboratory staff on the use and care of equipment.

• Perform basic troubleshooting and correction of minor online screening system failures, including responding to errors that occur during off hours.

• Provide compound management support, including cleaning and loading of plates on Kalypsys carousal and other systems, and organization of compound library.

• Ensure proper care in the use and maintenance of laboratory equipment and supplies.

• Place service calls for scientific equipment in the laboratory.

• Collaborate with other laboratory managers on other laboratories.

• Perform troubleshooting and correction of laboratory, building and screening system component; diagnose problems down to the component level; respond to errors.

• Design various components and fixtures to be used within the laboratory or automated screening platform setting.

• Assist in the maintenance, operation, and all support duties for the Sartorius CompacT SelecT automated tissue culture system.

• Assist in the maintenance, operation, and experimental design for the BD FACSAria cell sorter.

• Assist with the creation of novel tools and printing techniques for the Organovo tissue printer to help facilitate the development of multiple cell type 3D structures.

• Prepare oral presentations for internal and external groups.

• Develop LabView software to be used in either an offline laboratory setting or on one of the high throughput screening platforms present at the center.

• Manage a full compound library including responsibilities associated with acquisition, tracking, upkeep, and disposal.

• Monitor and manage automated robotic systems including coordinating use, maintaining, and calibrating hardware, and preparing screening libraries.

• Collect data; analyze and interpret data; prepare reports and analyses.

• Evaluate and interpret data and make modifications as needed.

2.1.5 Automation Research Services

To address the many scientific and operational opportunities for translational science, NCATS develops, demonstrates, and disseminates tools and resources, and provides relevant expertise to the broader scientific community. One approach is through the continuous expansion of the Center’s Research Services Core (RSC) that features automation and compound management to enable efficiencies in all its translational research activities.

NCATS’ automation engineers are not only responsible for the maintenance, operation and continuous improvement of the center’s laboratory, but also for continuous innovation in laboratory systems automation. For continuous improvement in laboratory instrumentation, automation and processes for high-throughput screening, assay development and optimization, these staff members evaluate and implement novel technologies and methods, and develop custom solutions for hardware, software and autonomy. To this end, NCATS has undertaken many innovative initiatives, including:

• Automated tissue culture systems.

• 3-D Bio-printing systems.

• Innovative expansion of compound libraries.

• Autonomous ground and Ariel based dispensing and delivery systems.

• Virtual, augmented, and mixed reality-based system level training and data visualization.

• Deep Learning Systems and building neural nets for image and other analysis.

Activities under this task include support for NCATS’ innovation in new and ongoing initiatives for advancing translational science in three areas:

2.1.5.1 Strategic Planning, Capability and Performance Management

Tasks in support of Strategic Planning, Capability and Performance Management and include, but are not limited to, the following:

• Researching, developing, demonstrating, integrating, and testing innovative technology in support of NCATS’ effort to facilitate improvements in laboratory automation.

• Evaluating and validating system performance capabilities and effectiveness, assessing risk, and determining operational feasibility and benefits of NCATS’ systems or technology prototypes, to include recommending assessments of system performance and identifying deficiencies.

• Providing IT support and performing studies, analyses, and experimentation in both laboratory and non-laboratory environments. When supporting Research, Development, Test, and Evaluation (RDT&E) tasks, the contractor shall address, at minimum, any life cycle phase(s) and include science and technology efforts.

• Evaluating unproven technology applications, identifying potential risks, and documenting and submit results in support of evaluation findings.

• Provide weekly, monthly, quarterly, annual, and ad-hoc reports on performance measures.

• Providing drawing support services.

• Participating in technical reviews and meetings in support of planning, capability, and performance management activities.

2.1.5.2 Strategic Systems and Project Analysis

Support under this includes, but is not limited to, providing support to:

• Prepare, review, and update program documentation and status in support of milestone decisions, leadership, and external reviews.

• Prepare white papers, graphs, tables, diagrams, and briefings to present analysis conclusions and recommendations.

• Developing methods for tracking program performance and refining project analysis processes, methods, and tools.

• Maintaining program plans and coordinating with the program managers to ensure programs fulfill requirements upon delivery.

2.1.5.3 Logistical Operations Support

Support under this includes, but is not limited to, providing support to:

• Logistics planning and management expertise for obtaining and managing facility and space requirements, as well as the supply and the planning and executing movements of instruments and materials and any transportation required.

• Preparing onsite and offsite research facilities as needed for the conduct of new innovative research methods.

• This support includes utilizing existing and help procuring new government proprietary systems/protocols for automation purposes.

• The contractor’s Logistics Support shall adhere to and be provided in accordance with Federal government policies.

2.1.6 Scientific Program and Project Management

Activities under this task have been grouped in program management and project management categories.

2.1.6.1 Program Management

Program management shall be performed by a team that comprises Key Personnel functioning as Program Managers and Project Managers. The Program Managers will be responsible for the overall supports of the various NCATS programs like CTSA, GARD, ORDR, DPI to include support in oversight of scientific, technical, and financial aspects. The Project Managers will be responsible for the daily operations of various projects in the programs to include management of contractor personnel, recruiting for contract staff, and quality control.

Examples of work performed within this task include:

• Provide quick turn-around response to any situation deemed to be urgent by the NCATS Contracting Officer’s Representative (COR) or Contracting Officer (CO).

• Manage a large volume of concurrent work orders and ensure prompt and timely response to all NCATS requirements and requests.

• Manage and coordinate contractor’s on-site and off-site personnel.

• Provide competitive employee benefits package and implement employee retention strategies. The Contractor shall provide its own immigration support by sponsoring various types of visas for non-US citizens that include H-1B, O-1, F-1, J-2, TN, and others.

• Maintain ongoing communication with COR and CO.

• Monitor staff availability, project funding, and expenses.

• Ensure accuracy and timeliness of contract deliverables.

• Prepare and provide technical and financial status reports.

• Meet with COR or CO within 24 hours of a request to address specific.

2.1.6.2 Project Management

The Contractor shall provide project management support for scientific and technical projects and initiatives currently underway at NCATS. Activities under this task range from project management activities for building platforms, applications and pipelines, infrastructure upgrades to managing complex research projects.

Examples of work performed within this task include:

• Sustain management procedures to ensure the most appropriate resource/priority balancing for individual projects. Assist with budget planning, monitor expenditures, and define recruitment needs.

• Develop project timelines, report of status, and develop resource plans. Work with teams to achieve resolution and/or design mitigation strategies.

• Record meeting minutes, track action items, and disseminate project information.

• Work in collaboration with various groups including technical, business, and scientific personnel to identify, collect and analyze requirements and needs of the scientific communities.

• Discover and evaluate internal procedures, workflows, and existing systems to identify process improvement opportunities.

• Coordinate interactions between NCATS and outside organizations, including foundations, biotechnology and pharmaceutical firms, academic institutions, and a host of government and non-government agencies.

• Perform scientific data management tasks, including data collection, entry, verification, and maintenance.

2.1.7 Cheminformatics, Bioinformatics, Computational Chemistry and Biology

The Contractor shall provide specialized support in the areas of bioinformatics, high-throughput genomic sequencing, image analysis, computational and systems biology, and data analysis for both basic and clinical research projects. Tools shall include those for biomedical research experimentation, data management, sharing and analysis, data extraction, and algorithm development.

Examples of work performed within this task include, but is not limited to, the following:

• Address bioinformatics, scientific computing, and data analysis needs of NCATS researchers by lending expertise in the proper statistical design of experiments involving high-throughput technologies, data mining and knowledge discovery techniques, and data workflow applications development as well as performing microarray data analysis for research activities and providing statistical and scientific consultant for microarray experimental design, data collection, and platform option. Provide bioinformatics support to include array probe design, gene content, and sequence analysis.

• Provide informatics services that include data extraction, data mining, application, and pipeline development as well as project management and scientific data management. Develop and support custom applications and pipelines relevant to the mission of NCATS.

• Develop software interfaces between systems biology modeling and simulation software and various bioinformatics and cheminformatics databases, including scientific literature databases.

• Provide a framework for the statistical analysis of genome-based and clinical data from a variety of projects within NCATS and as part of world-wide collaborations.

• Manage databases from genomics, proteomics, transcriptomic, clinical, and other complex studies.

• Formulate statistical and mathematical approaches to address scientific questions proposed by NCATS researchers.

• Support on-going research initiatives covering a broad range of topics, from the analysis of transcriptomic and proteomic data, to the organization of data emerging from the complex studies as well as novel research efforts.

• Keep abreast of developments in the fields of cheminformatics research, bioinformatics research, computational chemistry and biology, and system implementation

2.1.8 Scientific Systems Programming and Research Data Management

2.1.8.1 Platform, Applications, and Pipeline Development

Support under this subtask shall include developing innovative applications and pipelines and/or extending/maintaining existing systems for biomedical research experimentation, data management, sharing, and analysis, including data extraction/processing, algorithm development, building analysis pipelines taking into consideration computational feasibility and/or automating workflows for laboratory operations. The contractor shall:

• Analyze requirements, design, implement, test, deploy, customize, and maintain informatics sites and apps to meet the needs of the NCATS researchers.

• Collaborate with NCATS scientists, researchers, and operations staff who provide support, training, consultation services, and informatics tools to the NCATS researchers in the areas of bioinformatics and computational biosciences.

• Present new concepts and working prototypes to diverse audiences including scientists, researchers, collaborators, and senior scientific and IT management.

• Translate requests from scientists and researchers into apps to streamline research protocols and processes.

• Provide documentation and technical support for the tools that are deployed and developed to NCATS researchers.

• Accurately evaluate projects in terms of their feasibility, required resources, and estimated timelines and milestones, and effectively communicate the results to the Project Manager.

• Employ software project tracking and oversight techniques to compare the project’s actual progress against time/budget estimates and to determine an effective course of action to follow if performance deviates significantly from the plan.

• Use diverse and open source frameworks and programming languages wherever possible.

• Develop software so it is made available freely to the scientific community upon request by the designated NCATS senior management, with the appropriate tutorials and help documentation.

• Design and implement application security in the software development life cycle using OWASP, DISA STIG for application security.

• Build tools that may be deployed on desktops, as well as web-based applications, and/or on mobile devices as required.

• Build tools that are robust and usable on diverse platforms including, Windows, Mac, and Linux, and implement security measures commensurate with the type of data being accessed/analyzed and the point of tool access (for example within the NIH firewall versus publicly accessible).

• Maintain databases deployed in SQL and NOSQL database management platforms like MySQL, MS SQL, PostgreSQL, Oracle, Mongo and evaluate and use newer platforms as appropriate.

• Track and document usage statistics and develop/implement strategies to increase its usage if needed.

2.1.8.2 Resource and Data Management

The contractor shall employ effective and efficient strategies for resource and data management including software for data record keeping, analysis, sharing, and streamlining processes and protocols. The contractor shall plan, develop, and support data management strategies that incorporates FAIR (Findable, Accessible, Interoperable ad Reusable) guidelines that promotes descriptive metadata, structural metadata, and administrative metadata of research data. The contractor shall customize, deploy, build, or procure and manage as appropriate software implementation for laboratory processes and data management including:

• Collaborative sites and apps to streamline processes, protocols and enhance communication and collaboration within NCATS research laboratories.

• Biospecimens and other sample inventory and tracking management systems.

• Electronic Laboratory Notebooks (ELNs) to enable electronic documentation of experimental procedures performed in a laboratory and provide a secure method of storing/retrieving research data and enable customized templating, automated approvals, witnessing workflows, and sharing.

• Laboratory Information Management Systems (LIMS) to provide custom workflows and electronic forms within research team collaboration sites to replace tedious paper record keeping and automate lab processes and protocols.

• Plan and implement data management framework that follows the guidelines of FAIR principles in maintaining, sharing, preserving, and\or achieving research data.

• Create and implement a comprehensive data storage and management strategy to serve the increasing data storage needs of NCATS researchers.

2.1.8.3 Evaluation, Inventory and Testing

The Contractor shall design and test new informatics applications services to be deployed at NCATS. The Contractor shall perform the following:

• Facilitate the acquisition and maintenance of commercial software for scientific research by obtaining comparative information and quotes from vendors.

• Manage individual, network, and site licenses for commercial scientific software purchased by the NCATS as well as through centralized software purchasing programs.

• Manage medium to large enterprise application testing and deployment.

• Recruit software testers and early adopters in the scientific community.

• Develop communities of practice (pilot users, beta testers among the NCATS research groups) on an ongoing basis.

• Identify the necessary infrastructure, documentation of requirements and use cases, and management of software trials.

• Communicate progress updates and reports on projects to the NCATS stakeholders.

2.1.9 Scientific Cloud Computing Services and Engineering Support

The contractor shall provide various on-premises, private, and public cloud services, and high-performance computing services to enhance and augment the computational needs of NCATS researchers. The contractor shall enable NCATS to offer its scientific projects an environment of simplified implementation, deployment, and operations with operational reliability. Through these services, the contract shall enable NCATS scientific development teams to gain a self-service capability. The contractor shall provide for a four-tiered service model: Infrastructure as a Service (IaaS), Platform as a Service (PaaS), Software as a Service (SaaS) and Data as a Service as well as providing Common Cloud Engineering Support Services. The contractor shall also provide cloud brokering services for various NCATS laboratories and researchers.

To assist offerors in the preparation of proposals, see the ESTIMATE OF MATERIAL COSTS included in SECTION L of this RFP. The estimate of material costs is provided to allow offerors to better understand the amount of cloud storage required for each contract year and does not include material handling costs.

NCATS is currently receiving cloud services from: Amazon Web Services, Google Compute Engine, Azure Cloud, Codacy, Slack, Github, Jira/Confluence, Travis, Docker Hub Services, and WebStorm Dev Cloud.

Provision of these services must be portable, such that NCATS can migrate any or all of them to other acquisition vehicles.

2.1.9.1 Cloud Brokering Services

The contractor shall function as an intermediary between various cloud providers and NCATS, help strengthen the relationships providers have with customers by offering consulting and integration services for them. The cloud broker services shall have three different roles: the cloud aggregator, the cloud broker enabler, and the cloud customizer. The contractor shall provide NCATS with various private and public cloud options as and when the need arises to support NCATS researcher’s cloud needs for Development, Quality Assurance, Testing, and Production activities.

2.1.9.2 IaaS Services

This includes services that may be provided either directly by the contractor or by the Cloud Provider as part of the contractor’s catalog. In general, it is the contractor’s responsibility to determine which services will be provided by the Cloud Provider. The Cloud environment and Cloud Services must support the ability to de-provision (shut off) resources on request, and not incur charges for de-provisioned resources once they have been released to the Cloud Provider. The cloud provider shall provide various cloud-based Network Services, Virtual Machine Services, Storage Services to the NCATS scientific community. The contractor shall provide an infrastructure self-service portal that allows NCATS researchers to access authorized and approved services.

2.1.9.3 PaaS Services

This includes services that are provided directly by the contractor as part of the PaaS catalog. Many of these services shall be built or integrated by the contractor. The offered PaaS services shall support the ability to be automatically invoked via authenticated and authorized REST APIs. Access to the APIs shall be from the NCATS product development teams. APIs must be accessible to NCATS stakeholders. The PaaS shall support the ability to de-provision (shut off) resources on request. The PaaS provides services to allow the construction and maintenance of the following abstractions:

• Authorization Services, allowing the various app and services to be appropriately usable by authorized users.

• Metadata Services, allowing creation of the various scientific Data Services as needed by the NCATS research community.

• Storage Services, allowing abstraction of various block, object, and cloud-based storage services to be used to store, retrieve, search, and analyze the large amounts of datasets being generated by NCATS researchers.

• Compute Services, allowing abstraction of various local, HPC, cloud computing services and grid engines, allowing NCATS product developers a uniform way to access compute services for building various data analysis pipelines.

2.1.9.4 Cloud Engineering Support

This includes services that are provided directly by the contractor as part of NCATS services catalog. All services shall have administrative support from the contractor including configuration, patching, backups, and user account management.

Conceptually, these services are offered as part of the PaaS but are not required by the platform for operation. Effectively, they are managed COTS, intended to support system maintainers in producing high quality applications. These services include but not limited to:

• Automated Configuration Management Services.

• Continuous Integration Services.

• Automated Deployment Services.

• Code Analysis Services.

• Log Aggregation and Analysis.

• Usage and Performance Monitoring Services.

• Aggregated Search Services.

• Cache management services.

• Message Queue and Notification services.

2.1.9.5 Cloud based High Performance Computing

Current technical challenges for scientific computing require an elastic environment for HPC applications and analysis workloads that can achieve peta-scale performance levels.

While typical cloud computing environments only address resource pooling and cost savings, they fall short of addressing the needs of today’s scientific computing requirements. The contractor shall provide a cloud based elastic HPC service designed to automate and scale, giving the scientists the ability to model and deploy their HPC applications in a cloud that can provide the scale and performance needed.

The cloud HPC shall provide resources without undue access restrictions, while addressing the security concerns surrounding cloud deployments. The cloud HPC solution shall address use cases that deal with various storage, hypervisor, and network services. The contractor shall provide an on-premise, private, or public HPC cloud that simplifies operations, dynamically allocates resources. The cloud HPC shall offer higher utilization and operational savings while providing a high speed, secure and federated access to the HPC resources.

2.1.10 Scientific Research Support

The contractor shall provide scientific research support services. Activities under this task have been groups in several categories including scientific/technical writing and editing, graphic design, grants management, and outreach activities. In addition, the contractor may be required to present findings at meetings both inside and outside of the government. All information must be cleared by the task leader before being disseminated outside of NCATS/NIH.

2.1.10.1 Scientific writing/editing support

The contractor will be responsible for performing a wide variety of writing and editing assignments for scientific reports, presentations, and publications. This task requires in-depth understanding of research findings and analysis of complex biomedical information. Examples of work performed within this task include:

• Prepare required scientific and/or technical documents and ascertain relevant NIH policies and procedures. Research, gather, and analyze complex data to be used in a wide range of briefings and presentations.

• Assist scientific staff in the preparation of manuscripts for publication in scientific journal, technical reports, and presentations of meetings and lectures.

• Edit manuscripts for submission to leading scientific journals. Coordinate preparation of memos, recommendation letters, and supporting documentation for personnel actions, nominations of prominent researchers for membership in professional societies, and other mission-related activities.

2.1.10.2 Graphics, Digital and Media Arts Design

NCATS requires expertise in graphics, digital, and other media design and animation to produce illustrations for publications in scientific journals. The contractor shall collaborate with NCATS researchers to translate broad scientific concepts into details required to design, produce, and display visual products and materials.

2.1.10.3 SBIR and other Grants Management Support

NCATS requires support in coordination and management of the Institute’s complex portfolio that requires preparing applications, planning and assisting with evaluating SBIR and other grant proposals, advising on cooperative, inter- and intra-agency and other applicable agreements, evaluating budget justifications and financial arrangements. Required support also includes performance monitoring and assessment of progress during different phases of grant awards

2.1.10.4 Outreach activities and support

The Contractor shall provide outreach support to implement and evaluate volunteer recruitment strategies and outreach efforts to increase awareness of and enrollment into NCATS-supported clinical trials, which includes conducting community outreach, applying concepts of social media and marketing, and developing communication and advertising campaigns.

2.1.11 End User Support

2.1.11.1 Scientific Instrumentation Desktop Support

The Contractor shall provide a knowledgeable, customer-focused staff who shall be responsible for day-to-day interactions with NCATS scientists with the intent of supporting all laboratory instrumentation in use at the center. There are currently over 300 pieces of instrumentation at NCATS that have a dedicated scientific PC connected to it with operating systems ranging from multiple Windows versions (2000 to 10) to a variety of Linux flavors (Debian, Ubuntu, Mint, etc.). This instrumentation ranges from next generation sequencers, liquid handlers, low volume liquid dispensers, plate readers and a variety of others. Much of this instrumentation is essential to NCATS meeting its scientific mission and some of it requires extended operation across days or even weeks to perform a variety of experiments without interruption.

Each piece of this instrumentation typically comes with a specific installation configuration that has been validated by the vendor. Any changes to this configuration can result in inconsistent behavior or even the failure to operate. This configuration in many cases deals specifically with the means of instrument communication, be it via a serial port (RS-232), TCP/IP, CAN bus, Ethernet/IP, USB (2.0 and 3.0), OPC and others. The nature of these means of communication between the connected PC and the instrument typically requires less stringent security controls to ensure continuous operation of the device. This communication coupled with a standard configuration is prone to failure if updated or patched as many patches deal with communication vulnerabilities. Correcting them by disabling necessary protocols requires specific expertise in the establishment, maintenance and monitoring of a dedicated scientific network to sequester these instruments from the primary NIH network as they cannot be held to the same security standard.

Another key requirement of contract staff is to perform detailed troubleshooting and when required to develop new deployment options for instrumentation which is essentially obsolete or no longer supported by the vendor. For example, a key liquid handler in use at NCATS for over 14 years now is no longer supported by the vendor, and there is no budget to replace all 10+ systems at once. This instrument was running on PCs with Windows XP, and as they began to fail it was no longer an option to install the software on a modern Windows 10 machine. This required extensive troubleshooting and the finding of updated component level drivers. This led to the creation of a custom installation standard operating procedure (SOP) to allow the instrument to continue to be used within the laboratory. This solution made the laboratory environment more secure by removing outdated Windows XP PCs while also saving hundreds of thousands of dollars by allowing the instruments to continue to be used instead of replacing them with new devices. This problem is only getting more pronounced over time as more and more critical pieces of instrumentation are increasing in age yet are not decreasing in importance.

2.1.11.2 Desktop Support

The Contractor shall provide a knowledgeable, customer-focused IT staff who shall be responsible for day-to-day interactions with NCATS staff with the intent of quickly identifying and resolving service requests. The Contractor shall perform in-person, remote control, over-the-phone, and automated IT support to all NCATS desktops, peripherals, and workstations. The Contractor shall leverage use of management tools such as BigFix, Munki, Microsoft Active Directory Group Policy, Bomgar, Remote Desktop, and VNC to pro-actively and efficiently manage NCATS desktops and workstations to ensure high availability, reliability, usability, and low cost of ownership. Specific tasks may include:

• Configuring, installing, and supporting desktop computers, handheld devices, printers, monitors, portable data storage devices, and other peripherals

• Relocating IT equipment, including desktop computers, printers, monitors, portable data storage devices, and other peripherals

• Sanitizing computers, as required by NIH and HHS policy

• Supporting the refresh of approximately 33% of NCATS computers every year

• Ensuring IT devices are configured for secure operation, including installation of software updates, security software, and other configurations as required;

Connecting and configuring IT devices to use computer networks

• Diagnosing hardware and software failures and communicating remediation plans and provide status updates to users

• Providing software support for users of NCATS-provided applications identified by the task, including basic to advanced software operations and general use of computers and peripherals

• Developing and maintaining secure baseline configurations compliant with the United States Government Configuration Baseline (USGCB)

2.1.11.3 Training Support

The Contractor shall provide knowledgeable staff in the areas of training and technical writing. Generally, training encompasses training of NCATS staff on the use of IT applications and services. Technical writing encompasses distilling IT communications into language that is understood by all NCATS staff members. This also includes training for IT related components such as custom system configurations and applications for scientific instrumentation

2.1.11.4 Asset Administration and Support

The Contractor shall provide and maintain a real-time database of all software and hardware assets in use at NCATS. In general, asset software administration encompasses keeping an accurate count of software in use, software usage statistics, configuration compliance, and software provisioning. In general, asset hardware administration encompasses accurately tracking all Central Processing Units (CPUs), monitors, and other IT equipment. Both hardware and software asset administration and support are important to forecast projects and budgets. Specific tasks may include:

• Tracking and maintaining inventories of IT infrastructure items including desktop computers, monitors, handheld devices, network switches, servers, and other accountable technology accessories

• Tracking and maintaining software inventories, per computer, including desktops and servers

• Tracking usage of software

• Forecasting future software needs

• Administration of licensing and licensing server configurations

• Providing and maintaining standard policies and procedures surrounding definition, deployment, configuration, use, and retirement of software assets and the Definitive Software Library

• Providing and maintaining an accurate, real-time configuration management database (CMDB), including a repository of all information related to all components of each information system

• Generating reports on compliance, including total assets of a certain type and total assets in compliance of standards

2.1.11.5 Conference and Video Teleconferencing Support

The Contractor shall provide knowledgeable staff in the areas of video conferencing, audiovisual equipment, conference room support, and virtual meeting support. Specific tasks may include:

• Providing conference room support

• Developing and maintaining conference room infrastructure to support audiovisual and virtual meetings

• Supporting virtual conferences

• Maintaining conference room and conference room infrastructure based on industry best practices or as specified by COR

• Providing support to enhance virtual conference experience

2.2 GOVERNMENT RESPONSIBILITIES

NIH will provide the work space, utilities, workstations, chairs, tables, phones and service, computers and setup/maintenance, fax machines, copiers, printers, NIH standard applications & software for computers, office/career center furniture, LAN, Internet access, and electronic mail service necessary to perform the requirements of individual work orders. This provided office space will be available when the contractor is on site but will not be dedicated when the contractor is not at the site.

The vendor may use NIH mail services to the extent possible for mail related to the services of this contract. Parking will be available for on-site personnel only.

The Government will provide the Contractor with access to all systems and information required to successfully perform the work requirements specified in this

SOW.

The Government will allow the Contractor's employees free access to the premises and facilities at all reasonable hours within prescribed NIH Security procedures and guidelines.

2.3 OTHER CONSIDERATIONS

2.4.1 Travel

Individuals may be required to travel for specific task order requirements. Possible travel could involve conference or meeting attendance, visiting overseas collaborators to assist with data collection, etc. Appropriate contractual arrangements will be made when the need is identified, e.g. whether included in a task order at the time of task order award, by issuance of a task order specific to the travel, etc. Travel costs will be governed by FAR 31.205-46, Travel Costs. NCATS shall have the option to fund travel through mechanisms outside of this contract (e.g. through direct purchase order or separate purchase order reimbursing the contractor).

2.4.2 Transition In / Transition Out

The Contractor shall perform transition services necessary to ensure an effective transition-in and transition-out of contractor support and continued operations, as well as an orderly transition period without any interruption or loss of proficiency of services.

Transition services shall include the involvement of all contractor personnel on a limited or part-time basis for the transition periods outlined below.

2.4.2.1 Transition-In Services

Transition-in Services shall occur from date of award and shall last an estimated fifteen

(15) business days. All contractor personnel will be required for transition-in services.

The Contractor shall provide a Draft Transition-In Plan that shall facilitate the accomplishment of a seamless transition from the incumbent to an incoming contractor/Government personnel. The Draft Transition-In Plan shall identify points-of-contact (POC) for liaison between the Government, the prime contractor, and other contracted industry partners to ensure a proper and orderly transition and transfer of services and assets between the parties cited. The Draft Transition-In Plan shall communicate the contractor's transition strategy in the contractor's written technical proposal. The Final Transition-In Plan shall reflect any changes, additions, or revisions as required by NCATS and shall be delivered not later than three (3) working days after the Contract Kick-Off Meeting.

2.4.2.2 Transition-Out Services

Transition-out Services shall occur within ninety (90) days of contract expiration and shall last an estimated 15 days. All contractor personnel will be required for transition-out services. The Contractor shall develop a Draft Transition-Out Plan that shall facilitate the accomplishment of a seamless transition from the incumbent to an incoming contractor/Government personnel at the expiration of the contract. The Draft Transition-Out Plan shall not be submitted with the offeror’s written technical proposal.

The contractor shall provide the COR with the Draft Transition-Out Plan no later than ninety (90) days prior to the expiration of the contract. The draft Transition-Out Plan shall be submitted electronically via email to the COR.

The Contractor shall identify how it will coordinate with the incoming contractor and/or Government personnel to transfer knowledge regarding the following:

• Program and project management processes

• Points-of-contact (includes Key Stakeholders)

• Location of technical, program, and project management documentation and software tools

• Status of ongoing technical initiatives

• Appropriate contractor to contractor coordination to ensure a seamless transition

• Transition of Key Personnel

• Identifying schedules and milestones

• Identifying actions required of the Government

• Establish and maintain effective communication with the incoming contractor/Government personnel for the period of the transition via weekly status meetings

The Draft Transition-Out Plan shall include:

• Coordination with Government representatives

• Review, evaluation, and transition of current support services

• Transition of historic data to new contractor systems

• Transfer of hardware warranties and software licenses (if applicable)

• Transfer of all necessary business and/or technical documentation

• Orientation phase and program to introduce Government personnel, programs, and users to the contractor's team, tools, methodologies, and business processes

• Disposition of contractor-purchased Government owned assets, including facilities, equipment, furniture, phone lines, computer equipment

• Transfer of Government Furnished Equipment (GFE) and Government Furnished Information (GFI), and GFE inventory management assistance

• Personnel out-processing procedures, turn-in of all Government keys and ID/access cards

• Upon receipt of Government approval of the Draft Transition-Out Plan, the Contractor shall execute the Final Transition-Out Plan