Section_J_Attachment_B_-_Hypothetical_Project.pdf

HRSA Federal Grant Objective Review Process IDIQ; 19-SOL-250-00063 Section J; Attachment B

Modified By: D. M. ☐ C. M. T. ☐ L. A. M. S. ☐ Modification Date: 01/01/1111 FY2019VS001RFS

Division of Independent Review

Request for Services (RFS)

PROGRAM NAME: XXXX XXXX

Submission Date: 2/11/2019 Original ☒ Revision ☐ Final ☐

Submission Date to Contract Office: 2/11/2019 Bureau &Activity Code: BPHC, H80 Announcement Number: HRSA-

19-XXX

Funding Cycle Number: 7840

Number of ORC Days: 1 Review Type: Teleconference☒ Field☐ Face to Face☐

Projected Number of Applications: 50 Projected Number of Panels: 4

Application Due Date: 5/9/2019 Review Date(s): 12/12-14/2019 DIR Due Date

Task Order End Date 9/30/2019

Actual Application Count (Final RFS use Only) Application Page Count 160

Number of Reviewers 32 Number of Chairs 4 SSO’s 1

Number of ARM Session & Rank Order List 1

Pre-Review Orientation Call Date 5/17/2019

Contractor Edited Summary Statements Due 6/4/2019

Data Entry by Contractor Required YES☐ (If yes see Special Instructions) NO ☒

Honoraria Reviewers Per Day $350.00 ☒ Chair Per Day $350.00 ☒ Field Per Application $140.00 ☐

Special Instructions for Pre-Review

1. The contractor must provide the Lead RA a list of the potential SSO’s prior to assigning to panels in ARM.

2. The Lead RA will assign and confirm the SSO panel assignments to the COR (cc: contractor) who will give approval to panel.

3. Once a session is in review, changes to either the Chair or SSO assigned to a panel must be approved by DIR

Director, Deputy or Branch Chief. As a general rule such changes will not be allowed unless SSO or Chair has to relinquish their role because of an emergency.

Funding Factors, Preferences, Voting…etc…

This program has a funding priority for competing continuation applicants.

DIR RA: John Doe Number: (301) 443-xxxx E-mail: jdoe@hrsa.gov

DIR COR: Jane Doe Number: (301) 443-xxxx E-mail: jdoe2@hrsa.gov

4/11/2019

FY19

RFS Number: HRSA-19-XXX # Est. Apps: # Panels: # Days: Bureau:

Review Type: Web-based Teleconference Review Name:

Funding Code: Review Date:

DIRECT LABOR Hours Hourly Rate Amount

Project Director Labor Category 2

TOTAL DIRECT LABOR

FRINGE/OVERHEAD

OTHER DIRECT COSTS

1 Honorarium # Reviewers # Days Daily Rate

2 Staff Travel Unit Rate

3 Reproduction/Printing Unit Rate

4 Supply Unit Rate Misc.

Shredding 5 Equipment Rental Unit Rate

6 Telephone Unit Rate

7 Mail Unit Rate

8 Consultants Name Hours Rate

SSO *

Unit

TOTAL OTHER DIRECT COSTS

SUBTOTAL (Labor, Fringe/Overhead, ODC)

G&A

SUBTOTAL

FEE

TOTAL ESTIMATED COST

Submission Date to Contract Office: 2/11/2019 Bureau &Activity Code: BPHC, H80 Announcement Number: HRSA-

19-XXX

Funding Cycle Number: 7840

Number of ORC Days: 1 Review Type: Teleconference☐ Field☒ Face to Face☐

Projected Number of Applications: 50 Projected Number of Panels: 0

Application Due Date: 1/3/2019 Review Date(s): 3/4/2019 DIR Due Date

Task Order End Date 9/30/2019

Actual Application Count (Final RFS use Only) Application Page Count 50

Number of Reviewers 24 Number of Chairs 0 SSO’s 0

Number of ARM Session & Rank Order List 1

Pre-Review Orientation Call Date 2/1/2019

Contractor Edited Summary Statements Due 3/12/2019

Data Entry by Contractor Required YES☐ (If yes see Special Instructions) NO ☒

Honoraria Reviewers Per Day $350.00 ☐ Chair Per Day $350.00 ☐ Field Per Application $140.00 ☒

Special Instructions for Pre-Review

DIR RA: John Doe Number: (301) 443-xxxx E-mail: jdoe@hrsa.gov

DIR COR: Jane Doe Number: (301) 443-xxxx E-mail: jdoe2@hrsa.gov

4/11/2019

FY19

RFS Number: HRSA-19-XXX # Est. Apps: # Panels: # Days: Bureau:

Review Type: FIELD REVIEW Review Name:

Funding Code: Review Date:

DIRECT LABOR Hours Hourly Rate Amount Program Manager Labor Category 2

TOTAL DIRECT LABOR

FRINGE/OVERHEAD

OTHER DIRECT COSTS

1 Honorarium # Apps # Reviewers Rate

Reviewers 0 0 Chairs Travel

2 Staff Travel Unit Rate

3 Reproduction/Printing Unit Rate

4 Supply Unit Rate

5 Equipment Rental Unit Rate

6 Telephone Unit Rate

7 Mail Unit Rate

8 Consultants Name Hours Rate

SSO *

Unit

TOTAL OTHER DIRECT COSTS

SUBTOTAL (Labor, Fringe/Overhead, ODC)

G&A

SUBTOTAL

TOTAL ESTIMATED COST

Submission Date to Contract Office: 2/11/2019 Bureau &Activity Code: HAB, H89 Announcement Number:

HRSA-19-XXX

Funding Cycle Number: 5418

Number of ORC Days: 3 Review Type: Teleconference

Field☐ Face to Face☒

Projected Number of Applications:

Projected Number of Panels:

Application Due Date: 5/9/2019 Review Date(s): 12/12-14/2019 DIR Due Date

Task Order End Date 10/19/2019

Actual Application Count (Final RFS use Only) Application Page Count 80

Number of Reviewers 32 Number of Chairs 4 SSO’s 4

Number of ARM Session & Rank Order List 1

Pre-Review Orientation Call Date 5/17/2019

Contractor Edited Summary Statements Due 6/4/2019

Data Entry by Contractor Required YES☐ (If yes see Special Instructions) NO ☒

Honoraria Reviewers Per Day $350.00 ☒ Chair Per Day $350.00 ☒ Field Per Application $140.00

Special Instructions for Pre-Review

1. The contractor must provide the Lead RA a list of the potential SSO’s prior to assigning to panels in ARM.

2. The Lead RA will assign and confirm the SSO panel assignments to the COR (cc: contractor) who will give approval to panel.

3. Once a session is in review, changes to either the Chair or SSO assigned to a panel must be approved by

DIR Director, Deputy or Branch Chief. As a general rule such changes will not be allowed unless SSO or Chair has to relinquish their role because of an emergency.

DIR RA: John Doe Number: (301) 443-xxxx E-mail: jdoe@hrsa.gov

DIR COR: Jane Doe Number: (301) 443-xxxx E-mail: jdoe2@hrsa.gov

Contractor Staff Contractor Staff Type: Number:

Summary Statement Operators (SSOs) 4 Grants Technical Assistants (GTAs) 4 Contract Review Administrators (CRAs) (for More Than One Panel) 0 Data Entry 2 Contract Manager 1

PRE-REVIEW

Reviewer Correspondence E-mail Availability Letter to Potential Reviewers Confirmation of Reviewers Update Reviewer Information Arrange Pre-Review Conference Call(s)

Face-to-Face Committee Review Logistics Hotel and Travel

Conduct a Site Search Suggested Sites:

Site 1. Marriott Bethesda North Hotel (White Flint)

Site 2. Hilton Conference Center (Twinbrook Metro) Site 3. Sheraton Silver Spring Hotel (formerly Crown Plaza)

REMINDER: Contractor generally needs to lock in hotels, by contract, 4 weeks prior to the review Hotel Services

Sleeping Rooms No. of rooms: 32

Meeting Rooms

Orientation No. of hours: 2 No. of people: 62

Breakouts No. of days: 3 No. of Rooms: 4

Arrange for Meeting Room Set-Up Secure and Finalize Hotel Contract

Negotiate and Finalize Hotel Contract Coordinate Logistical Arrangements for the Review Coordinate Lodging

Reviewers Chairs

Coordinate Travel No Flights may leave less than 2 hours after the mtg. end time on last day

Reviewers Chairs

Internal Materials

Assignments

Assign Reviewers to Panels Assign Applications to Reviewers Provide RA with Assignment Lists

Other: Monitor Conflict of Interest (COI) Immediately alert RA of any COI

Pre-review Activities

Pick Up Applications From DIR Prepare and Distribute the Mail-out Package*.

Reviewer’s Mail-out Package always contains the following:

List of applications for review with PI’s/PD’s Reviewer Assignments (list and applications) Application Guidance Applications Reviewer Instruction Guides Reviewer Worksheets (one hard copy) COI and Confidentiality Certification Specifics about pre-review orientation call

Reviewer’s Mail-out Package May Include:

Program-specific reviewer information Sample Objective Review Worksheet Forms for reviewer payment Review logistics such as laptop loan, internet availability, etc.

Other:

*Reviewers receive hard copies of their assigned applications, the program guidance, and a single copy of the worksheet. On CD, reviewers receive all applications for their panels and a template of the worksheet.

Chairperson’s Mail-out Package includes everything in the Reviewer’s Mail-out Package, except Reviewer Assignments, and hard copies of applications.

Chairperson’s Mail-out Package Also Includes

Chairpersons’ short sets Chairperson Orientation Guide Other:

Pre-Review: Summary Statements

REVIEW

On-site Review Materials

Prepare and Distribute the Following Materials:

On-site Review Package

On-site Review Package must include:

Agenda Panel-specific order of the review of applications.

Score sheets for all applications

Feedback Forms

Receive Objective Review Worksheets from reviewers Consolidate Draft Summary Statements

Participant Roster Short Sets Honoraria and reimbursement forms with instructions Logistics fact sheet, including list of local restaurants

On-site review materials may include:

Name Badges Tent Cards Other:

Meeting Room Preparation, Equipment, and Set-Up (On-Site Support)

Set-up and Maintain Registration Table Supervise Implementation of All Logistics Arrange Meeting Room Set-up

Theater U-Shape Conference Classroom

Audiovisual/Equipment Rental Screen Podium with microphone (for Orientation only) LCD Laptop Printer Other

POST-REVIEW

Prepare and Submit Rank Order List Validate the Data Run the Rank Order List (s) (Done by RA) Calculate 80th Percentile (if applicable) Submit Rank Order List

Number of Rank Order Lists Submitted One More, Please Specify:

Summary Statements

Draft Summary Statements are transmitted to the DIR RA in preferred mode:

a. 1 Full Hard Copy

b. 1 Electronic (email) copy

Final Summaries are produced by Contractors and provided to DIR 1 Full Hard Copy (with scores and budget data) – 1 for Program, 1 for Grants only if applicable Branch 1 Ready to Mail Hard Copy (without budget data)– 1 for Program 1 Full Copy (Electronic) (with scores and budget data) – DIR will forward a copy to Program 1 Ready to Mail copy (Electronic) (without budget data)– DIR will forward a copy to Program

Sorted by ROL Sorted by Panel Sorted by Numerical Order Sorted by Panel and Numerical Order Unstapled Ready to Mail Copies

Activities after the Review Meeting

Enter Evaluation Form Data Dispose of Review Materials Develop and Mail Thank-You Letters to Reviewers Completion of DIR folder form and deliver all contents to RA

Reimburse Review Participants Lodging

Ground Transportation Air/Train Travel Per diem Honorarium

Reviewers Amount: $350 No. days: 3 Chairs Amount: $350 No. days: 3

Other:

ADDITIONAL NOTES:

Many of the reviewers (consumers) may need in room refrigerators for medications and food.

Section J Attachment B - Hypothetical (Face-to-Face) 4/11/2019

FY19

RFS Number: HRSA-19-XXX # Est. Apps: # Panels: # Days: Bureau:

Review Type: FACE TO FACE Review Name:

Funding Code: Review Date:

DIRECT LABOR # needed Hours Hourly Rate Amount Program Manager Labor Category 3

TOTAL DIRECT LABOR

OTHER DIRECT COSTS

1 Honorarium # Participants # Days Daily Rate

2 Travel # Participants Airfare Per Person

3 Ground Transportation # Units Per Unit

4 Panel Breakout Rooms # Panels # Days Daily Rate Internet

5 meeting space # Rooms # Days Daily Rate

5 Sleeping Rooms # Rooms # Days Daily Rate

7 Per Diem # Participants # Days Daily Rate

8 Reproduction/Printing # Pages Participants # Applications Per Page

9 Supply # Panels Per Panel

10 Equipment Days Units Daily Rate

11 Telephone # Unit Per Meeting

12 Mail # Units Rate

13 Consultants # Units Hours Days Hourly Rate

14 Staff Travel / Misc. Costs (mileage, park; drayage) Total ODC

INDIRECT COSTS Base Fringe Overhead G & A

Total IDC

SUBTOTAL

DIR Total Estimated Cost