Section_J_Attachment_A_-_Statement_of_Work.pdf

HRSA Federal Grant Objective Review Process IDIQ; 19-250-SOL-00063

Section J Attachment A

Statement of Work

STATEMENT OF WORK

I. BACKGROUND

The Health Resources and Services Administration (HRSA) is an agency of the U.S. Department of Health and Human Services (HHS) whose mission is to improve health and achieve health equity through access to quality services, a skilled health workforce and innovative programs. HRSA provides leadership and financial support to health care providers in every state and U.S. territory.

HRSA awards more than $10 billion dollars in Federal grants on an annual basis. HRSA grantees provide health care to uninsured people, people living with HIV/AIDS, pregnant women, mothers, and children. HRSA trains health professionals and improves systems of care in rural communities.

Tens of millions of Americans get affordable health care and other help through HRSA's 100-plus programs and more than 3,000 grantees.

HRSA receives as many as 6,000 applications per year for up to one hundred (100) competitive grant and cooperative agreement programs. Each year, approximately half of those applications require review by the Division of Independent Review (DIR). Each eligible application must be evaluated by a minimum of three (3) reviewers who have knowledge and expertise in the program area under review. Each reviewed grant application must be individually scored. Reviewers selected for service must first certify they have no known or apparent conflicts of interest. At the end of each review, applicants receive a review summary that cites the major strengths and weaknesses of their application as determined by the reviewers. Information gathered and transmitted through this process must be of the highest quality, error free, and monitored at designated steps to ensure all applications are objectively evaluated and scored.

This process includes the planning, direction, and execution of the independent review of applications for HRSA grants and cooperative agreements. The objective review process is designed to ensure an ethical, unbiased and competent evaluation of each application. Reviews must be conducted in a timely manner, without conflicts of interest, and be conducted in a professional manner even in unforeseen situations. Review results must be substantively and editorially accurate.

DIR conducts objective reviews using the Application Review Module (ARM), a web-based application review tool. It is a user-friendly system designed specifically to meet the peer review requirements of HRSA grant programs and provide a cost effective and efficient system to review grant applications. Reviewers use this tool when evaluating and scoring assigned applications.

Table 1. HRSA DIRs Stakeholders

Bureau Function Bureau of Health Workforce (BHW)

BHW helps America build a health care workforce prepared and eager to improve the public health by expanding access to quality health services and working to achieve health equity.

Bureau of Primary Health Care (BPHC)

BPHC funds health centers in communities, providing access to high quality, family oriented, comprehensive primary and preventive health care for people who are low income, uninsured, or living where health care is scarce. Health centers provide care on a sliding fee scale and see patients without regard for their ability to pay.

Bureau Function HIV/AIDS Bureau

(HAB)

HAB administers The Ryan White HIV/AIDS Program, the largest Federal program focused exclusively on HIV/AIDS care. The program is for those who do not have sufficient health care coverage or financial resources for coping with HIV disease.

Healthcare Systems Bureau (HSB)

To protect and improve population and individual health through national leadership and support of programs in poison control, drug pricing, organ, bone marrow and cord blood donation and transplantation, vaccine injury compensation and Hansen’s disease.

Children’s Graduate Medical Education Payment Program

Maternal and Child Health Bureau

(MCHB)

MCHB administers the Maternal and Child Health Block Grant to states and discretionary grants that ensure that women, infants, children, adolescents, and their families, including fathers and children with special health care needs, have access to quality health care.

Office of Federal Assistance Management (OFAM)

The Office of Federal Assistance Management (OFAM) provides assurance of the financial integrity of HRSA's grant programs, and oversees HRSA grant activities to ensure they are managed in an efficient and effective manner.

Federal of Office of Rural Health Policy

(FORHP)

The Federal Office of Rural Health Policy (FORHP) promotes better health care service in rural America. FORHP works with the government at federal, state and local levels, and with the private sector -- with associations, foundations, providers and community leaders -- to seek solutions to rural health care problems.

II. OBJECTIVE REVIEW COMMITTEE (ORC) PROCESS OVERVIEW

This Indefinite Delivery, Indefinite Quantity (IDIQ) Statement of Work (SOW) is for administrative, technical and logistical support for all DIR administered objective reviews.

During the period of performance of this contract, the Contractor staff shall be able, available and appropriately staffed to perform and complete the contract requirements. Labor duties and responsibilities shall be performed and billed at the hourly rate listed in the contract.

Reviews will be conducted as Web-Assisted Teleconference (WTC) reviews, as Field Reader reviews, or in rare cases as Face-to-Face reviews (FTF) as described in the Request for Task Order (RFTO), hereafter known as Request for Services (RFS).

• In all reviews, reviewers shall read and independently evaluate their assigned applications;

then, enter their comments and scores in ARM as directed.

• In all reviews as applicable, prior to the pre-review conference call, the Contractor shall verify potential reviewers’ and alternates’ qualifications as provided in their resume (e.g.

employment and degrees earned), and provide that verification via email to the Contracting Officer’s Representative (COR).

• Individuals that have been suspended or debarred are prohibited from participating in reviews. Per Part H: Chapter 4 - Enforcements and Appeals, “…OPDIVs cannot conduct business activities with individuals that have been suspended or debarred.”

• In WTC and FTF, the reviewers meet in panels facilitated by a Chairperson to discuss each application’s merits and develop and formulate a consensus summary statement.

• In WTC, once the panel has discussed each application’s merits and developed and formulated a consensus summary statement all panelists except the Chairperson can enter or modify their scores in ARM.

• In FTF reviews, once the panel has discussed each application’s merits and developed and formulated a consensus summary statement, all panelists except the Chairperson write down their final scores, which are then entered into ARM by the Contractor.

• In all types of reviews, the Contractor shall be called upon to consolidate preliminary reviewer comments and edit the consolidated comments for delivery to the COR. The Contractor shall also arrange honoraria and expense reimbursement.

• In FTF reviews, the Contractor shall arrange lodging at a location within the DC Metropolitan Area as well as travel and per diem reimbursement for reviewers and chairpersons. The Contractor shall secure the meeting facilities.

The DIR Request for Services form (RFS) is used to detail review-specific needs or tasks that may augment or modify the requirements and tasks listed in this SOW (See Attachment 1 - RFS Sample- Request for Services). Procurement activities by the Contractor are authorized by a unique task order for each review. All deliverables, tasks, personnel requests, and performance dates/schedules will be specified in the RFS. If there is a discrepancy between the RFS and the SOW, the RFS shall govern. A significant change in scope to the task order shall be ordered using a revised RFS. Once the Contractor’s revised cost proposal is approved by the COR, a task order modification is issued. The Contractor Tasks listed in this SOW are consistent with the procedures and processes used by DIR. These processes and procedures are detailed in the DIR Review Administrator (RA) Handbook.

The Contractor provides administrative, technical and logistical support, and, when stated in the RFS, Summary Statement Operators (SSO) to support the COR during a specific review meeting.

The Contractor shall work in accordance with the SOW, the RFS with directions/clarifications provided by the COR as needed. Only the Contracting Officer (CO) can authorize any additional expenses or deviations from the SOW or the RFS for a specific review. DIR strives to improve processes and procedures every step of the way. If there are any changes that need to be made to processes and procedures, they be approved by the DIR Director and will be communicated to the Contractor through the COR.

Modifications to DIR manuals and any official forms will be made available to the Contractor as they are published. Unless specifically waived by the COR, the Contractor shall use forms, formats and naming conventions specified and/or approved by the COR for all correspondence and data management. All reports, correspondence and invoices shall include the Bureau Program Name and the HRSA announcement number (HRSA YY-###).

DIR requires that application of the latest available software and electronic media (e.g. Skype) be used to the maximum extent possible to carry out objective reviews.

Following orientation and initial Contractor training by DIR staff, the Contractor shall conduct such training to its staff in order to ensure Contractor staff is aptly prepared to function dependably in the roles outlined in the section on Key Personnel (see VIII. Special Requirements). The COR will conduct refresher training as deemed necessary.

III. OBJECTIVE REVIEW TASKS AREAS

In Performance of this contract, the Contractor shall provide personnel and services to perform in the following task areas:

TASK AREA 1 – PROGRAM MANAGEMENT

TASK AREA 2 – WEB-ASSISTED TELECONFERENCE REVIEWS

TASK AREA 3 – FIELD READER REVIEWS

TASK AREA 4 – FACE-TO-FACE REVIEWS

TASK AREA 5 – REGULATORY COMPLIANCE

TASK AREA 6 – SECURITY REQUIREMENTS

TASKS

1. TASK AREA 1 – PROGRAM MANAGEMENT

The Contractor shall perform the following Program Management tasks:

1.1. Single Point of Contact

The Contractor shall:

1.1.1. Provide a single point of contact for the management of all aspects of this contract to the COR.

1.1.2. Provide an updated roster of key personnel to the COR.

1.2. Kickoff Meeting

This in-person kickoff meeting is to discuss parent IDIQ. The kickoffs for the task orders may be done virtually, within three (3) business days.

The objectives of the kickoff meeting are to:

1. Initiate the communication process between HRSA and the Contractor by introducing key project participants and identifying their roles.

2. Ensure the Contractor understands the expectations of key stakeholders regarding the scope of work and the effort described in this contract, including task requirements and objectives.

3. Discuss critical aspects of the Project Management Plan (PMP) and deliverables.

4. Review communication ground rules.

5. Define a roadmap to a successful project.

The Contractor shall:

1.2.1. Meet with the COR at the HRSA Headquarters, 5600 Fishers Lane, Rockville, MD within five (5) business days of the effective date of the contract (EDOC) to discuss all current activities and the scope of work.

1.2.2. Provide a draft project management plan and timeline, updated roster of key personnel, and proposed communication schedule with the COR at the kickoff meeting.

1.2.3. Provide an agenda for the meeting two (2) business days prior to the kickoff meeting.

1.2.4. The agenda must include:

1. Scope of the contract

2. Goals and objectives of the contract

3. Processes and any considerations related to each specific review type that may be authorized under this contract

4. Typical time frames and schedules for the contract

1.3. Objective Review Committee (ORC) Procedures

Each review shall begin with the receipt of the awarded task order by the CO. Within two (2) business days of the task order award date, the COR will provide the Contractor a list of task critical dates specific to that review (See Attachment 2 - Critical Dates Sample). Within two (2) business days of receipt of the critical dates, the Contractor shall notify the COR of any identified conflicts with workload or scheduling and be prepared to discuss any proposed revisions to critical dates. The COR will determine the final critical dates and communicate those dates to the Contractor. If meeting the existing critical dates has cost implications, the Contractor shall have a revised cost estimate prepared for discussion. In instances where additional costs are anticipated, the COR will submit a Request for Services (RFS) to the CO to obtain a modified cost proposal from the Contractor. For all ORC types, HRSA will convene a panel of three

(3) reviewers who score a particular application. These panels will be initiated by an RFS modifying the current Task Order. Once the modification is issued, The Contractor shall:

1.3.1. Coordinate a kick-off meeting time and date with the COR on each Task Order;

1.3.2. Provide a Summary Statement Operator (SSO) equipped and skilled as specified in Task 2.2.7;

1.3.3. Incorporate and recombine any changes the reviewers made into the consolidated document called the Consolidated Summary Statement as directed by the COR.

1.3.4. Document the delivery of any key materials, data, or documents from the COR required for completing the contract tasks and include this data in the weekly written progress report.

1.4. Weekly Progress Reports

The Contractor shall:

1.4.1. Provide weekly written progress report via email to the COR (See Attachment 3

- Weekly Report Sample). The weekly report must include the following information:

1. Delivery of critical date status via email using MS Word and/or MS Excel.

2. Status report on any outstanding task related to ORCs.

3. Participant status updates.

1.5. Monthly Cost-To-Date Report

The Contractor shall:

1.5.1. Provide a Cost-To-Date Report for each monthly reporting period, due on seventh (7th) business day after the end of the month sent to the COR via email (See Attachment 4 - Monthly Cost-to-Date Report Sample). This monthly report shall cover all Objective reviews covered by this contract. This report shall contain six (6) sections:

1. Project description,

2. Activities planned for the upcoming reporting period,

3. Activities performed during the prior reporting period,

4. Progress on deliverables as stated in the Project Management Plan,

5. Project issues and risks that may impact schedule, budget, and/or quality,

6. Details of the resources used, total hours, and total dollars expended at the project level during the reporting period on ORP activities for all program specific reviews.

1.6. Weekly Meetings

The Contractor shall:

1.6.1. Meet remotely on a weekly basis with the COR to discuss project updates and critical issues to be resolved.

1.6.2. Notify the COR:

1. Within one (1) business day, if issues arise that prevent the Contractor from attending a meeting.

2. Within three (3) business days of any event that will create a delay in the schedule and/or result in additional cost to HRSA.

Note: All notifications shall be submitted electronically to the COR in writing and shall document the reason for the delay, the status of the budget, the impact on the project, and the action the Contractor is taking to bring the project back on schedule and mitigate any additional costs.

2. TASK AREA 2 – WEB-ASSISTED TELECONFERENCE (WTC) REVIEWS

Description of the process:

Each review shall begin with the receipt of the awarded task order by the CO. Within two (2) business days of the task order award date, the COR will provide the Contractor a list of task critical dates specific to that review (See Attachment 2 - Critical Dates Sample ). Within two

(2) business days of receipt of the critical dates, the Contractor shall notify the COR of any identified conflicts with workload or scheduling and be prepared to discuss any proposed revisions to critical dates. The COR will determine the final critical dates and communicate those dates to the Contractor. If meeting the existing critical dates has cost implications, the Contractor shall have a revised cost estimate prepared for discussion. In instances where additional costs are anticipated, the COR will submit a Request for Services (RFS) to the CO to obtain a modified cost proposal from the Contractor.

The Contractor shall document delivery of any key materials (See Attachment 2 - Critical Dates Sample), data, and/or documents required for completing the tasks enumerated in the RFS and include this data in the weekly written progress report. Three (3) business days prior to the pre-review conference call, the Contractor shall verify potential reviewers’ and alternates’ qualifications as provided in their resumes (e.g. employment and degrees earned), and provide that verification to the COR. Additionally, the contactor shall provide to the

COR contact information for staff assigned to the review within two (2) business days after receipt of the task order.

At a point no later than the creation of Rank Order List (ROL) by DIR, the CO may request an amended cost proposal from the Contractor when additional cost were incurred to complete the review. If requested, this cost proposal must be a reasonably accurate good faith estimate of what the final billable costs will be. If the CO does not request such an estimate, it is incumbent upon the Contractor to notify the CO within three (3) business days if the projected cost to complete is more than five percent (5%) less than the Task Order amount, or if the projected cost to complete the reviews is more than the awarded Task Order amount.

2.1. Pre-Review Tasks

The Contractor shall:

2.1.1. Meet with the COR within three (3) business days of the effective date of the Task Order (TO) at a mutually agreed upon time and location. This meeting may be conducted via web sharing, conference call (preferred), or an email.

The agenda, provided by the COR, will include:

1. The scope of the TO.

2. The goals and objectives,

3. The processes, typical time frames and schedules,

4. Any additional considerations specific to WTC reviews.

2.1.2. Provide the COR a Point of Contact (POC) and contact information for each Task Order.

2.1.3. Notify the COR of any perceived conflicts in workload or scheduling and be prepared to discuss any proposed revisions to critical dates.

2.1.4. Prepare revised cost estimates and be prepared for discussion where meeting existing critical dates has cost implications.

2.1.5. Document the delivery of any key materials, data, or documents from the COR which are required to complete the contract tasks and include this data in the weekly written progress report.

2.1.6. Email an interest and availability list of potential participants using a template and text provided by the COR. If instead the COR emails the interest and availability to selected review participants, the COR will provide a list of those recipients to the Contractor.

2.1.7. Maintain a list of participants and their status regarding availability for each review.

2.1.8. Manage original Conflict of Interest (COI) forms for the Official File and email a copy of the forms for all participants to the COR at OFAMDIRCOIs@hrsa.gov, no later than three (3) business days prior to the pre-review conference call.

2.1.9. Receive completed, original COI forms from each participant before the dissemination of review related materials, and maintain and submit a COI tracking report weekly to the COR that is similar in format and content as Attachment 3 - Weekly Report Sample.

2.1.10. Notify the COR by email with a copy of the COI form attached and follow up with a telephone call to the COR within one (1) business day when in receipt of a COI form indicating a potential conflict or if the Contractor identifies a conflict of interest for a potential participant even though they did not indicate such.

2.1.11. Create a tracking method for availability updates, records of contacts and planned routine communications to review participants with a cc: to the COR (See Attachment 3 - Weekly Report Sample).

2.1.12. Provide to the COR contact information for staff assigned to the review within two (2) business days after receipt of the task order.

2.1.13. Verify potential reviewers’ and alternates’ qualifications as provided in their resume (e.g. employment and degrees earned), and provide that verification to the COR prior to the pre-review conference call for each task order.

2.1.14. Provide weekly updates of participant status to the COR. (COR may request update at any time, and Contractor shall provide upon request).

2.1.15. Explain the reimbursement process with each panel’s participants and emphasize the importance of returning all forms within three (3) business days of any changes.

2.1.16. Email all participants who have indicated a willingness to participate in the review to confirm their availability every two (2) weeks from the date the initial interest and availability email is sent.

2.1.17. Send the comments, but not the scores, of the three (3) primary reviewers for each application to the respective panel via email at least two (2) business days prior to the discussion of that application before the review begins.

2.1.18. Receive a list of grant applications and selected review participants with panel assignments at least three (3) business days prior to the scheduled pre-conference orientation call.

mailto:OFAMDIRCOIs@hrsa.gov

2.1.19. Email each DIR approved participant the reviewer acceptance letter, COI form and the list of all grant applications that will be reviewed.

2.1.20. Notify potential review participants who were not selected via email by the date specified by the COR. All email text must be approved by the COR.

2.1.21. Send review participants any other material requested by the COR.

2.1.22. Provide assistance to reviewers in using the web-sharing software employed by HRSA, answer any logistics and reimbursement process questions and retrieve the application PDF files in ARM.

2.1.23. Confirm participants in the pre-conference call using the reviewer and chairperson participation confirmation email template supplied by DIR and approved by the COR.

2.2. Objective Review Tasks

The Contractor shall:

2.2.1. Email review materials to reviewers. Materials can be found within ARM or posted to the review specific web site created by DIR.

2.2.2. Attend all HRSA/Reviewer Orientation/meetings via Skype or Adobe connect.

2.2.3. Confer via telephone, Skype or email with the COR for a briefing before the Reviewer Orientation presentation/meetings and the start of the review.

2.2.4. Email the following COR approved documents to all participants three (3) business days prior to the Reviewer Orientation:

• Transmittal letter;

• Pre-review conference-call agenda;

• Conflict of interest and confidentiality certification;

• Master list of eligible applications;

• Pre-conference date, time, agenda and dial-in and URL information;

• Link to the program specific web-site and

• Other materials requested by the COR as stated in the RFS.

2.2.5. Answer any logistics and reimbursement process questions from participants.

2.2.6. Explain honoraria and expense payment procedures, provide contact numbers in case of a loss of connectivity by participants, and call for any software or other connectivity questions before the review begins.

2.2.7. Provide one (1) Summary Statement Operator (SSO) as Point of Contact (POC) for each review panel. The following are responsibilities of the SSO:

• Monitor participation of reviewers in the panel in collaboration with the Chair and the COR;

• Ensure there is a consensus draft summary statement produced during the ORC meeting for each application;

• Ensure that panel discussion is captured when no consensus can be reached on a particular review criterion;

• The final summary statement is the document sent to each applicant after the objective review, and summarizes the strengths and weakness of the application;

• In addition to transcribing skills, the SSO is expected to be fully proficient in using the SSO role in the ARM system, have the most updated software aligning with HRSA’s current requirements and other specific requirements as specified in the TO of the review to which they are assigned;

• The SSO will also capture panel decisions and comments on funding factors, budget totals, recommendations to fund and other recommendations to HRSA when directed by the Chair. Here, the focus will be on capturing the panel consensus and/or panel dissenting opinions when applicable, not polishing grammar and spelling. Editing shall be done post-review in as discussed in Task 2.3.4.

2.2.8. Complete final scoring by the panel when requested by the Chairperson.

2.2.9. Ensure that all Chairperson Certifications are complete for applications evaluated during that day at the end of review each day.

2.3. Post Review Tasks

The Contractor shall:

2.3.1. Format and edit the draft summary statements produced in ARM and consolidated in the “Compilation Report.”

2.3.2. Vet the Summary Statement to ensure:

• The Summary Statement addresses the strengths, weaknesses and any panel discussions as applicable to the application, in clear and concise language as extracted (with minimal modification) from the review participants draft of the ORC discussion;

• There is no privileged or inappropriate information, or derogatory remarks and

• The document has proper review title headings, formatting, punctuation and grammar.

2.3.3. Submit the draft Summary Statements for COR review in the manner specified with the corrected formatting and heading changes as specified in the RFS.

• The date of delivery for the draft Summary Statements is the date provided in the critical dates.

2.3.4. If there are errors found that may adversely impact or misrepresent HRSA or the applicant, make edits on the summary statements as approved by the COR.

2.3.5. Perform the following with respect to honoraria:

• Ensure honoraria forms should be signed and faxed or scanned and emailed by the each panel’s non-Federal participants to the Contractor within one (1) day after the last day of the ORC panel;

• Reimburse review participants within three (3) business days after receiving the necessary information from a review participant;

• Maintain an up-to-date log of outstanding reimbursements ;

• Notify the COR about any eligible participant who has not submitted an honoraria form within three (3) calendar days;

• In the event a review participant cancels on short notice or does not participate for the entire review, the COR will provide honorarium guidance on a case-by-case basis for replacement review participants.

Note: Honoraria rates are specified in the RFS for each review. Participant honoraria forms must contain a section that clearly indicates that a reviewer declines the honoraria payment. Federal employees are not eligible to receive an honorarium.

2.3.6. Prepare thank you letters signed by the DIR Director within ten (10) business days of the review. These letters are based on a template letter maintained by DIR and tailored with review-specific information. Email shall be used to send the thank you letters.

2.3.7. Scan all documents listed on the Official Folder Checklist (see Attachment 5 - Weekly Progress Report), to be 508 compliant, and send electronically to the COR. Mail hard copies of the Official Folder Documents to the COR via package carrier (e.g. USPS, UPS, FedEx).

2.3.8. Shred the paper copies of the documents noted in Task 2.3.7 once the electronic file content is verified to contain the data specific to the review participants and panels, as material is confidential.

3. TASK AREA 3 – FIELD REVIEWS

Description of the process:

Each review shall begin with the receipt of the awarded task order by the CO. Within two (2) business days of the task order award date, the COR will provide the Contractor a list of task critical dates specific to that review (See Attachment 2 - Critical Dates Sample ). Within two

(2) business days of receipt of the critical dates, the Contractor shall notify the COR of any identified conflicts with workload or scheduling and be prepared to discuss any proposed revisions to critical dates. The COR will determine the final critical dates and communicate those dates to the Contractor. If meeting the existing critical dates has cost implications, the Contractor shall have a revised cost estimate prepared for discussion. In instances where additional costs are anticipated, the COR will submit a Request for Services (RFS) to the CO to obtain a modified cost proposal from the Contractor.

The Contractor shall document delivery of any key materials (See Attachment 2 - Critical Dates Sample), data, and/or documents required for completing the tasks enumerated in the RFS and include this data in the weekly written progress report. Three (3) business days prior to the pre-review conference call, the Contractor shall verify potential reviewers’ and alternates’ qualifications as provided in their resumes (e.g. employment and degrees earned), and provide that verification to the COR. Additionally, the contactor shall provide to the complete the review. If requested, this cost proposal must be a reasonably accurate good faith estimate of what the final billable costs will be. If the CO does not request such an estimate, it is incumbent upon the Contractor to notify the CO within three (3) business days if the projected cost to complete is more than five percent (5%) less than the Task Order amount, or if the projected cost to complete the reviews is more than the awarded Task Order amount.

3.1. Pre-Review Tasks:

The Contractor shall:

3.1.1. Meet with the COR within three (3) business days of the effective date of the Task Order (TO) at a mutually agreed upon time and location. This meeting may be conducted via web sharing, conference call (preferred), or an email.

The agenda, provided by the COR, will include:

1. The scope of the TO.

2. The goals and objectives,

3. The processes, typical time frames and schedules,

4. Any additional considerations specific to field reviews.

3.1.2. Provide the COR a Point of Contact (POC) and contact information for each Task Order.

3.1.3. Notify the COR of any perceived conflicts in workload or scheduling and be prepared to discuss any proposed revisions to critical dates

3.1.4. Prepare revised cost estimates and be prepared for discussion where meeting existing critical dates has cost implications.

3.1.5. Document the delivery of any key materials, data, or documents from the COR which are required to complete the contract tasks and include this data in the weekly written progress report.

3.1.6. Email an interest and availability list of potential participants on a template and text provided by the COR. If instead the COR emails the interest and availability to selected review participants, they will provide a list of those recipients to the Contractor.

3.1.7. Maintain a list of participants and their status regarding availability for each review.

3.1.8. Manage original Conflict of Interest (COI) forms for the Official File and email a copy of the forms for all participants to the COR at OFAMDIRCOIs@hrsa.gov, no later than three (3) business days prior to the pre-review conference call.

3.1.9. Receive completed, original COI forms from each participant before the dissemination of review related materials, and maintain and submit a COI tracking report weekly to the COR that is similar in format and content as Attachment 6 - Conflict of Interest Form.

3.1.10. Notify the COR by email with a copy of the COI form attached and follow up with a telephone call to the COR within one (1) business day when in receipt of a COI form indicating a potential conflict or if the Contractor identifies a conflict of interest for a potential participant even though they did not indicate such.

3.1.11. Create a tracking method for availability updates, records of contacts and planned routine communications to review participants with a cc: to the COR (See Attachment 3 - Weekly Report Sample).

3.1.12. Provide to the COR contact information for staff assigned to the review within two (2) business days after receipt of the task order.

3.1.13. Verify potential reviewers’ and alternates’ qualifications as provided in their resume (e.g. employment and degrees earned), and provide that verification to the COR prior to the pre review conference call for each task order.

3.1.14. Provide weekly updates of participant status to the COR. (COR may request update at any time, and Contractor shall provide upon request).

3.1.15. Explain the reimbursement process with each panel’s participants and emphasize the importance of returning all forms within three (3) business days of any changes.

3.1.16. Email all participants who have indicated a willingness to participate in the review to confirm their availability every two (2) weeks from the date the initial interest and availability email is sent.

3.1.17. Send via email the comments, but not the scores, of the three (3) primary reviewers for each application to the respective panel at least two (2) business days prior to the discussion of that application before the review begins.

3.1.18. Receive a list of grant applications and selected review participants with panel assignments at least three (3) business days prior to the scheduled pre-conference orientation call.

3.1.19. Email each DIR approved participant the reviewer acceptance letter, COI form and the list of all grant applications that will be reviewed.

3.1.20. Notify potential review participants who were not selected via email by the date specified by the COR. All email text must be approved by the COR.

3.1.21. Send review participants any other material requested by the COR.

3.1.22. Provide assistance to reviewers in using the web-sharing software employed by HRSA, answer any logistics and reimbursement process questions and retrieve the application PDF files in ARM.

3.1.23. Confirm participants in the pre-conference call using the reviewer and chairperson participation confirmation email template supplied by DIR and approved by the COR.

3.1.24. Complete the Field Review Results Summary Chart (See Attachment 7 - Draft Summary Statement) and deliver it to the COR by the critical date specified in Attachment 2 - Critical Dates Sample.

3.2. Objective Review Tasks

The Contractor shall:

3.2.1. Solicit reviewer availability to participate in callbacks as determined by COR.

3.2.2. Be available and present during the call back.

3.2.3. Maintain records of any changes to the reviewer evaluations.

3.2.4. Verify the information regarding reviewer evaluations is captured in ARM

3.2.5. Email review materials to reviewers. Materials can be found within ARM or posted to the review-specific web site created by DIR.

3.2.6. Attend the pre-review orientation teleconference call(s) (scheduled and arranged by DIR) with the COR for review participants that will occur at the date and time specified by the COR. The COR will provide the teleconference agenda to the Contractor within one (1) week of the meeting date.

3.2.7. Email the following COR approved documents to all participants three (3) business days prior to the Reviewer Orientation:

• Transmittal letter

• Pre-review conference agenda;

• Conflict of interest and confidentiality certification;

• Master list of eligible applications;

• Pre-conference date, time, agenda and dial-in and URL information; and

• Link to the program specific web site.

3.3. Post-Review Tasks

The Contractor shall:

3.3.1. Produce a Consolidated Check-List Summary (See Attachment 7 - Draft Summary Statement). The Contractor shall ensure:

• The consolidated worksheet reflects the majority check-box choice for each criteria provided by the three (3) reviewers;

• If there is no majority check-box choice, the Contractor shall note this on the Field Review Summary identified in Step 51 ;

• If a reviewer selects more than one (1) check-box, the most positive choice is used;

• Reviewer comments are categorized as strengths and weaknesses, where appropriate;

• The document does not state which reviewer has made comments;

• The document addresses the strengths and weaknesses of the application in clear and concise language as written with minimal modification by the review participants;

• There is no privileged or inappropriate information, or derogatory remarks; and

• The document has proper review title headings, formatting, punctuation and grammar.

3.3.2. Edit the draft summary statements produced in ARM and consolidated in the “Compilation Report.” The Compilation Report is the only place changes are to be made to the comments, strengths and weaknesses and preference and priority comments recorded by the SSO and approved by the panel.

3.3.3. Review the draft and makes any necessary changes to assure proper formatting, punctuation, and grammar.

3.3.4. Vet the Summary Statement to ensure:

• The document addresses the strength and weaknesses of the application in clear and concise language as extracted (with minimal modification) from the review participant draft and the ORC discussion;

• There is no privileged or inappropriate information or derogatory remarks;

and

• The document has proper review title headings, formatting, punctuation and grammar

• Make the edits identified by the COR to the draft Summary Statement.

3.3.5. Perform the following with respect to honoraria:

• Reimburse review participants within three (3) business days after receiving the necessary information from a review participant;

• Provide report of the participants’ reimbursement to the COR within seven

(7) business days of payment;

• Maintain an up-to-date log of outstanding reimbursements and must make every effort to clear them as expeditiously as possible;

• Notify the COR about any eligible participant who has not submitted an honoraria form within three (3) calendar weeks of the review end date;

• In the event a review participant cancels on short notice or does not declines the honoraria payment. Federal employees are not eligible to receive an honorarium. Honoraria forms should be signed and faxed or scanned and emailed by the each panel’s non-Federal participants to the Contractor immediately after the panel debriefing meeting. There are no reimbursable expenses for reviewers participating in Field Reviews unless specifically authorized in the RFS.

3.3.6. Scan all documents listed on the Official Folder Checklist (see Attachment 5 - Weekly Progress Report), to be 508 compliant, and send electronically to the COR. Mail hard copies of the Official Folder Documents to the COR via package carrier (e.g. USPS, UPS, FedEx).

3.3.7. Shred the paper copies of the documents noted in Task 2.3.7 once the electronic file content is verified to contain the data specific to the review participants and panels, as material is confidential.

4. TASK AREA 4 – FACE-TO-FACE REVIEWS

Description of the process:

Each review shall begin with the receipt of the awarded task order by the CO. Within two (2) business days of the task order award date, the COR will provide the Contractor a list of task critical dates specific to that review (See Attachment 2 - Critical Dates Sample ). Within two

(2) business days of receipt of the critical dates, the Contractor shall notify the COR of any identified conflicts with workload or scheduling and be prepared to discuss any proposed revisions to critical dates. The COR will determine the final critical dates and communicate those dates to the Contractor. If meeting the existing critical dates has cost implications, the Contractor shall have a revised cost estimate prepared for discussion. In instances where additional costs are anticipated, the COR will submit a Request for Services (RFS) to the CO to obtain a modified cost proposal from the Contractor.

The Contractor shall document delivery of any key materials (See Attachment 2 - Critical Dates Sample), data, and/or documents required for completing the tasks enumerated in the RFS and include this data in the weekly written progress report. Three (3) business days prior to the pre-review conference call, the Contractor shall verify potential reviewers’ and alternates’ qualifications as provided in their resumes (e.g. employment and degrees earned), and provide that verification to the COR. Additionally, the contactor shall provide to the complete the review. If requested, this cost proposal must be a reasonably accurate good faith estimate of what the final billable costs will be. If the CO does not request such an estimate, it is incumbent upon the Contractor to notify the CO within three (3) business days if the projected cost to complete is more than five percent (5%) less than the Task Order amount, or if the projected cost to complete the reviews is more than the awarded Task Order amount.

4.1. Pre-Review Tasks

The Contractor shall:

4.1.1. Meet with the COR within three (3) business days of the effective date of the Task Order (TO) at a mutually agreed upon time and location. This meeting may be conducted via web sharing, conference call (preferred), or an email.

The agenda, provided by the COR, will include:

1. The scope of the TO.

2. The goals and objectives,

3. The processes, typical time frames and schedules,

4. Any additional considerations specific to field reviews.

4.1.2. Provide the COR a Point of Contact (POC) and contact information for each

TO.

4.1.3. Notify the COR of any perceived conflicts in workload or scheduling and be prepared to discuss any proposed revisions to critical dates

4.1.4. Prepare revised cost estimates and be prepared for discussion where meeting existing critical dates has cost implications.

4.1.5. Document the delivery of any key materials, data, or documents from the COR which are required to complete the contract tasks and include this data in the weekly written progress report.

4.1.6. Provide to the COR contact information for staff assigned to the review within two (2) business days after receipt of the task order.

4.1.7. Email an interest and availability list of potential participants using a template and text provided by the COR. If instead the COR emails the interest and availability to selected review participants, the COR will provide a list of those recipients to the Contractor.

4.1.8. Maintain a list of participants and their status regarding availability for each review send this list via email with participant status updates weekly or when requested by the COR.

• Communication methods shall include emails or other web based tools (Adobe, Skype, etc.) and telephone.

4.1.9. Email all participants who have indicated a willingness to participate in the review to confirm their availability every two (2) weeks from the date the initial interest and availability email is sent.

4.1.10. All review materials will be emailed to reviewers, found within ARM, or posted to the review specific web-site created by DIR

4.1.11. Attend all HRSA/Reviewer Orientation/meetings via Skype or Adobe connect.

4.1.12. Confer via telephone, Skype or email with the COR for a briefing before the Reviewer Orientation presentation/meetings and the start of the review.

4.1.13. Email the following COR approved documents to all participants three (3) business days prior to the Reviewer Orientation:

• Transmittal letter;

• Pre-review conference-call agenda;

• Conflict of interest and confidentiality certification;

• Master list of eligible applications;

• Pre-conference date, time, agenda and dial-in and URL information;

• Link to the program specific web-site and

• Other materials requested by the COR as stated in the RFS.

4.1.14. Answer any logistics and reimbursement process questions from participants.

4.1.15. Send review participants any other material requested by the COR.

4.1.16. Provide assistance to reviewers in using the web-sharing software employed by HRSA, answer any logistics and reimbursement process questions and retrieve the application PDF files in ARM.

4.1.17. Confirm participants in the pre-conference call using the reviewer and chairperson participation confirmation email template supplied by DIR and approved by the COR.

4.1.18. Receive completed, original COI forms from each participant before the dissemination of review related materials, and maintain and submit a COI tracking report weekly to the COR that is similar in format and content as Attachment 6 - Conflict of Interest Form.

4.1.19. Manage original Conflict of Interest (COI) forms for the Official File and email a copy of the forms for all participants to the COR at OFAMDIRCOIs@hrsa.gov, no later than three (3) business days of receipt except where noted below.

• Once the Contractor receives and transmits all the COI forms to DIR, the COR will review the COI forms and approve the available participants for use in panel selections and application assignments.

4.1.20. Notify the COR by email with a copy of the COI form attached and follow up with a telephone call to the COR within one (1) business day when in receipt of a COI form indicating a potential conflict or if the Contractor identifies a conflict of interest for a potential participant even though they did not indicate such.

4.1.21. Submit no less than three (3) possible non-Government sites for lodging and meeting space in the Washington, D.C./Metro Area to the COR for selection.

• Costs for suggested sites must be within or below the Federal per diem lodging rate for specified areas;

• The RFS will specify the number of meeting rooms and meeting days, and the number of rooms and nights of lodging required;

• The Contractor shall not purchase any meals under this contract;

• Arrange for lodging for all panel members, arrange the specified number of panel meeting rooms and one (1) large room to accommodate a general orientation session for all review participants.

4.1.22. Comply with the Federal Travel Regulation (FTR) to arrange travel and lodging for any non-Federal review participant requiring such services. This will only apply to FTF and collaborative meetings;

• Travel itineraries shall be sent via email at least two (2) weeks prior to the review.

• The Contractor shall always seek the lowest possible fares.

• In cases where the reviewer would prefer travel options other than those offered by the Contractor, review participants may make the alternate arrangements, but shall be reimbursed in accordance with FTR.

• Emphasize to meeting participants that tickets are non-refundable and if changes result in an additional fee, it shall be the reviewer’s responsibility to pay such fees.

• Retain documentation that acknowledges that the participant understands and accepts these travel restrictions

• Special needs travelers are processed under the Federal Travel Regulations (FTR), Title 41 of the Code of Federal Regulations (CFR), Chapter 300- 304, Part 301 – 13 – Travel of an Employee With Special Needs (Authority: 5 U.S.C. 5707).

4.1.23. Arrange common carrier local transportation from reviewer lodging to the meeting facility if such transportation is not provided by the hotel or HRSA.

4.1.24. The FTR defines the Per Diem Allowance reimbursement for Meals and Incidental Expenses (M&IE). Reimbursement is based on the following daily duty clock:

If travel is more than 12 but less than 24 hours:

• 75 percent of the applicable M&IE rate.

If travel is 24 hours or more:

• The day of departure 75 percent of the applicable M&IE rate

• Full days of travel 100 percent of the applicable M&IE rate

• The last day of travel 75 percent of the applicable M&IE rate

Travelers are authorized an additional night of lodging in the event of unusual travel issues (weather, flight or connection availability, late dismissal, etc.) on a case by case basis. Requests for additional lodging shall include the following information:

• Method of ground transportation from terminal airport to home;

• Distance from terminal airport to home in minutes or hours;

• Distance from terminal airport to home in miles;

• The cost and the destination ETA of the outbound flight leaving the last day of the review;

• The cost and ETD of the outbound flight the next day; and

4.1.25. Provide the COR with contract team names and assignments participating in the review at least three (3) business days before all reviews.

4.1.26. Receive a list of grant applications and selected review participants with panel assignments at least three (3) business days prior to the scheduled pre-conference orientation call.

4.1.27. Email each DIR approved participant the reviewer acceptance letter, COI form and the list of all grant applications that will be reviewed.

4.1.28. Notify potential review participants who were not selected via email by the date specified by the COR. All email text must be approved by the COR.

4.2. Objective Review Tasks

The Contractor shall:

4.2.1. Arrange for the review participants’ registration at the review meeting site including:

• Ensure adequate staff is present for smooth onsite check-in;

• Provide a reusable message board to be displayed in the registration area and as close to the panel rooms as possible;

• Post reusable direction signs in the meeting site and building lobby indicating the location of the registration area, panel rooms, and staff offices; and

• Provide name badges and table name tents with one (1) color for review participants and a different color for all other attendees. The registration table shall be located as near as possible to the facility’s registration desk the day before the review begins if applicable, and as near to be meeting rooms as possible during meeting days.

4.2.2. Prepare registration packets for the participants to be distributed at the meeting site.