RFP2017N18168.pdf

PAGES

15A. NAME

AND

ADDRESS

OF

OFFEROR

SEC. PAGE(S) SEC. PAGE(S)

(Date) (Hour)

CALENDAR DAYS

14. ACKNOWLEDGMENT OF AMENDMENTS

(The offeror acknowledges receipt of amend-ments to the SOLICITATION for offerors and related documents numbered and dated:

(Type or Print)

SOLICITATION, OFFER AND AWARD 1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 700)

RATING

PAGE OF

1 78

2. CONTRACT NO.

3. SOLICITATION NO.

2017-N-18168

4. TYPE OF SOLICITATION

SEALED BID (IFB)

X NEGOTIATED (RFP)

5. DATE ISSUED

07/08/2017

6. REQUISITION/PURCHASE

NO.

HCVJB2X4-2017-08075

7. ISSUED BY CODE 2536 8. ADDRESS OFFER TO (If other than Item 7)

Centers for Disease Control and Prevention

Acquisition and Assistance Branch 1

2920 Brandywine Road, MS E-15

Atlanta, GA 30341-5539

Approved as to Form and Legality: _____________________________

NOTE: In sealed bid solicitations “offer” and “offeror” mean “bid” and “bidder.”

SOLICITATION

9. Sealed offers in original and copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if handcarried, in the depository located in until 10AM ET local time 08/08/2017

CAUTION -- LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

10. FOR INFORMATION

CALL:

A. NAME

Germaine Mullins

B. TELEPHONE (NO COLLECT CALLS)

AREA CODE NUMBER: EXT:

(770) 488-1938

C. E-MAIL ADDRESS

GMullins@cdc.gov

11. TABLE OF CONTENTS

(x) DESCRIPTION (x) DESCRIPTION

PART I – THE SCHEDULE PART II – CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM 1 X I CONTRACT CLAUSES 61

X B SUPPLIES OR SERVICES AND PRICES/COSTS 2 PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

X C DESCRIPTION/SPECS./WORK STATEMENT 5 X J LIST OF ATTACHMENTS 67

X D PACKAGING AND MARKING 34 PART IV – REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE 35 REPRESENTATIONS, CERTIFICATIONS, AND

X F DELIVERIES OR PERFORMANCE 36 X K OTHER STATEMENTS OF OFFERORS 68

X G CONTRACT ADMINISTRATION DATA 44 X L INSTRS., CONDS., AND NOTICES TO OFFERORS 72

X H SPECIAL CONTRACT REQUIREMENTS 48 X M EVALUATION FACTORS FOR AWARD 78

OFFER (Must be fully completed by offeror)

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

12. In compliance with the above, the undersigned agrees, if this offer is accepted within calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No. 52-232-8)

10 CALENDAR DAYS

20 CALENDAR DAYS

30 CALENDAR DAYS

AMENDMENT NO. DATE AMENDMENT NO. DATE

CODE FACILITY 16. NAME AND ADDRESS OF PERSON AUTHORIZED TO SIGN OFFER

15B. TELEPHONE NO.

AREA CODE NUMBER EXT.

15C. CHECK IF REMITTANCE ADDRESS

IS DIFFERENT FROM ABOVE - ENTER

SUCH ADDRESS IN SCHEDULE.

17. SIGNATURE

18. OFFER DATE

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

21. ACCOUNTING AND APPROPRIATION

10 U.S.C. 2304(c)( ) X 41 U.S.C. 253(c)(5)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

ITEM

24. ADMINISTERED BY (If other than Item 7) CODE 2536 25. PAYMENT WILL BE MADE BY CODE 434

Centers for Disease Control and Prevention

Acquisition and Assistance Branch 1

2920 Brandywine Road, MS E-15

Atlanta, GA 30341-5539

Centers for Disease Control and Prevention (FMO)

PO Box 15580 404-718-8100

Atlanta, GA 30333-0080

26. NAME OF CONTRACTING OFFICER (Type or print)

27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

IMPORTANT -- Award will be made on this form, or on Standard Form 26, or by other authorized official written notice.

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 33 (REV. 9-97)

PREVIOUS EDITION IS UNUSABLE Prescribed by GSA

FAR (48 CFR) 53.214©

K

EXECUTIVE SUMMARY:

This is a competitive requirement for 8a offerors located in Region IV only. Region IV includes Georgia, Alabama, North Carolina, South Carolina, Florida, Mississippi, Kentucky, and Tennessee only.

Section B - Supplies Or Services And Prices/Costs

Base Year: September 29, 2017 through September 28, 2018

ITEM SUPPLIES / SERVICES QTY / UNIT UNIT PRICE EXTENDED PRICE

0001 Base Year (Severable Services)

HIV Program Office Support Services

12 Months

0002 Travel

Travel shall be in accordance with the Federal

Travel Regulations

1 Job NOT-TO-EXCEED

0003 Conference/Meeting Support

Option Year 1 Items: September 29, 2018 through September 28, 2019

1001 Option Year 1 (Severable Services)

1002 Travel

1003 Conference/Meeting Support

Option Year 2 Items: September 29, 2019 through September 28, 2020

2001 Option Year 2 (Severable Services)

2002 Travel

2003 Conference/Meeting Support

Option Year 3 Items: September 29, 2020 through September 28, 2021

3001 Option Year 3 (Severable Services)

3002 Travel

3003 Conference/Meeting Support

Option Year 4 Items: September 29, 2021 through September 28, 2022

4001 Option Year 4 (Severable Services)

4002 Travel

4003 Conference/Meeting Support

Total for Contract Line Item Number 0001: $______________

Total for Contract Line Item Number 1001: $______________

Total for Contract Line Item Number 2001: $______________

Total for Contract Line Item Number 3001: $______________

Total for Contract Line Item Number 4001: $______________

Total if all Contract Line Item Numbers are exercised: $______________

The Government anticipates a Firm Fixed Price requirement.

Section C - Description/Specification/Work Statement

STATEMENT OF WORK

Technical and Scientific Support Services for the National Center for HIV/AIDS, Viral Hepatitis, STD, and TB

Prevention: Human Immunodeficiency Virus (HIV) Program Office Support Services

C.1. BACKGROUND AND NEED

The National Center for HIV/AIDS, Viral Hepatitis, STD, and TB Prevention (NCHHSTP), Division of HIV/AIDS

Prevention’s (DHAP’s) mission is to prevent HIV infection and reduce the incidence of HIV-related illness and death, in collaboration with community, state, national, and international partners. The Prevention Program Branch

(PPB) is a branch within DHAP that provides program leadership, assistance, and funding for state, local, and community-based HIV prevention. DHAP/PPB’s HIV prevention programs are currently implemented by over 175 grantees, including state, local, and territorial health departments (HDs) as well as community-based organizations

(CBOs) under numerous funding announcements.

C.2. PROJECT OBJECTIVE

In order to more effectively accomplish its overall mission, PPB has a need for assistance with planning, initiating, and managing the overall execution of its active Funding Opportunity Announcements (FOAs) which consist of over

200 grantees as well as the closing out of a number of programs and projects associated with the aforementioned

FOAs. The purpose of this procurement is to obtain technical and consultative services of a contractor to improve the efficiency and effectiveness of the internal processes used to develop, implement, and manage large HIV prevention initiatives at every stage of their life cycle. The contractor shall utilize existing internal DHAP/PPB data to perform analyses needed to make recommendations. No additional data will be directly collected from grantees or external partners beyond the DHAP/PPB data that are currently required via the FOAs (OMB ICR number 0920-

0696).

C.3. SCOPE OF WORK

The contractor shall perform various tasks to support the administration of large HIV prevention initiatives by PPB:

C.3.1. Needs assessment and formative evaluation to determine the programmatic priorities and direction that will shape the program;

C.3.2. CBO Initiatives program development and implementation support services, including project management services;

C.3.3. Health Department Initiatives program development and implementation support services, including project management services;

C.3.4. Communication development services;

C.3.5. Gathering and analysis of program data to improve performance monitoring;

C.3.6. Records and resource management services;

C.3.7. Meetings with the CDC COR and project reports; and

C.3.8. Technical professional support.

C.4. TECHNICAL REQUIREMENTS

The contractor, as an independent organization and not as an agent of the Government, shall furnish all necessary personnel, services, facilities, supplies, materials, and equipment required to perform the tasks specified in this

SOW, notwithstanding the office space and office equipment CDC will provide for onsite contractor personnel.

Due to the complexity of HIV prevention and the public health environment, deep familiarity with the issues impacting HIV prevention programs is desirable, as is demonstrated experience working at a national level on key issues impacting HIV/AIDS.

BASE YEAR: September 29, 2017 through September 28, 2018

C.4.1. Task 1: Needs Assessment and Formative Evaluation

C.4.1.1. Task 1.1 The contractor shall conduct a kick-off meeting with the Contracting Officer and the Contracting

Officer’s Representative (COR) and other key personnel within PPB to establish the lines and frequency of communication and procedures for implementing this SOW. The administrative and technical aspects of the SOW will be discussed at the meeting. Prior to the kickoff meeting, the contractor shall provide an agenda to all potential meeting participants. The meeting can be conducted in-person, via web conference, or via another means deemed appropriate by the COR. The contractor shall develop and submit a report of highlights no later than 10 business days after the conclusion of this meeting.

C.4.1.2. Task 1.2 The contractor shall participate in the full scope of formative evaluation activities in support of key programmatic initiatives with CDC internal and external (government, state, and local grantees) stakeholders:

C.4.1.2.1. Planning Support: The contractor shall participate in internal meetings and provide substantive input on the best methods to collection information.

C.4.1.2.2. Methodology Development: The contractor shall provide recommendations to PPB staff on the development of specific methodologies for gathering the required information.

C.4.1.2.3. Data Collection: The contractor shall consult with PPB staff to develop data gathering tools related to programmatic development of new FOAs, as well as, detail the non-sensitive quantitative and qualitative data received at the meetings for the purposes of assisting PPB staff with the development of a concept paper for the programmatic direction of new FOAs.

C.4.1.2.4. Data Synthesis and Analysis: The contractor shall conduct quantitative and qualitative data analysis on non-sensitive information consisting of input received from the external partner meetings and provide summaries of themes provided by the participants. In addition, the contractor shall synthesize other data as requested. For the purposes of this procurement, when data/information gathering or evaluation/analysis is requested, it is with the intent that the contractor shall use internal reporting processes (e.g., progress reports) or meeting summaries collected and received by CDC from grantees through their regular reporting documents; these documents are

DHAP/PPB owned reports previously requested from grantees as part of the FOA requirements.

C.4.1.2.5. Reporting: The contractor shall submit ad hoc summary reports of the data gathered, containing a summary of the most important findings.

C.4.1.3. Task 1.3 The contractor shall provide technical assistance (e.g., participation, note taking) for meetings with PPB staff and other colleagues within NCHHSTP. In addition, other partners/stakeholders may participate, including PPB’s currently funded grantees (200+ state and local HDs and CBOs); national partners (e.g., National

Alliance of State and Territorial AIDS Directors (NASTAD), Urban Coalition for HIV/AIDS Prevention Services

(UCHAPS); and/or federal partners (e.g., HRSA, SAMHSA). These gatherings will be held for the purposes of conducting informal needs assessments related to programmatic activities. A minimum of 15 meetings (e.g., core group, planning, program and branch meetings) are anticipated every month. It is expected that most of the meetings will be small to medium size, ranging from 10 to 50 participants; however, depending on the topic of interest, there could be up to 100 participants. CDC will handle all logistics regarding securing CDC facilities and equipment.

C.4.1.4. Task 1.4 The contractor shall provide logistical and technical assistance (e.g., participation, PowerPoint formatting, preparing materials, and note taking) for a one-day PPB Leadership Team Strategic Planning Meeting for approximately 12 staff. CDC will handle all logistics regarding securing CDC facilities, supplies and equipment. In addition, the contractor shall participate in this meeting to provide note taking services and produce a summary report no later than 30 business days after the close of the meeting.

C.4.1.5. Task 1.5 The contractor shall provide logistical and technical assistance (e.g., copying, preparing materials, and formatting PowerPoint presentations) for a two-day Branch Strategic Planning Meeting for approximately 60 staff. CDC will handle all logistics regarding securing CDC facilities, supplies and equipment. In addition, the contractor shall participate in this meeting to provide note taking services and produce a summary report no later than 30 business days after the close of the meeting.

C.4.1.6. Task 1.6 The contractor shall prepare summary reports of the information or internal and external meeting minutes (whichever is most appropriate) reflecting the activities included in Subtasks 1.1 through 1.5. Minutes shall be due within five (5) business days of meetings unless otherwise noted. Summary reports for strategic planning meetings shall be due within 30 business days of the meetings. The documents shall focus on the data needed by

DHAP/PPB staff for decision making.

C.4.2. Task 2: CBO Initiatives Program Development, Implementation, and Management Support. The contractor shall provide program development, implementation, management, and logistical support for complex and/or high-profile initiatives involving CBOs including ongoing support for PS15-1502 and PS17-1704 activities.

C.4.3. Task 3: Health Department Initiatives Program Development, Implementation, and Management

Support. The contractor shall provide program development, implementation, management, and logistical support for complex and/or high-profile initiatives in support of PS12-1201: Comprehensive Human Immunodeficiency

Virus (HIV) Prevention Programs for Health Departments. By award date of this contract PS12-1201 will have a new award number (internally referred to as the “PS12-1201 Recompete”) PPB anticipates having two (2) major health department initiatives during the period of performance that meets these criteria – (1) a PS12-1201

Recompete grantee orientation meeting: and five jurisdictional meetings. (Conference Approval is required before this task can begin)

C.4.3.2. Task 3.2 (Conference Approval is required before this task can begin)

The contractor shall provide support for up to five (5) Jurisdictional Meetings. Each jurisdictional meeting will last 2-3 days and will be geographically distributed across the US in the following tentative locations for budgeting purposes: Atlanta, GA; Houston, TX; Philadelphia, PA; Washington, DC; Los Angeles or San Francisco, CA

(tentative), and, New York, New York (tentative). These meetings involve both health department and CBO grantees. The purpose of these small meetings (less than 75 participants each) is to facilitate the coordination of local CDC-funded programs in jurisdictions that are experiencing problems or challenges implementing funded programs. The contractor shall attempt to find free or donated space as a first option when possible. The contractor shall perform the tasks specified as follows:

C.4.3.2.5.1. The contractor, with the approval of the CO and/or the COR, shall select a site for the jurisdictional meeting based on branch leadership identified need. The contractor shall attempt to find free or donated space.

However, if CDC or dated facilities and equipment are unavailable, the contractor shall secure and confirm 2-3 consecutive meeting days in a hotel or other suitable venue, depending upon hotel availability.

C.4.3.2.5.2. The contractor shall reserve a lodging room block for all out-of-town attendees, as appropriate. The contractor shall negotiate the government rate for lodging and the best rate for wireless internet service, parking, and other amenities.

C.4.3.2.5.3. The contractor shall reserve hotel meeting space and technical support for the duration of the meeting, as needed. The reserved space shall include one (1) plenary room that can accommodate up to 75 people comfortably.

C.4.3.2.5.4. The contractor shall manage all attendee registration logistics as well as pre-meeting communication with potential registrants. The contractor shall maintain up-to-date registration records. Registration records shall be provided to the COR on a regular basis (e.g., weekly) and as requested. The contractor shall assist CDC with communicating key information to potential registrants via invitation letters or other means.

C.4.3.2.5.6. The contractor shall manage presenter logistics. This shall include creating and utilizing mechanisms for mass communications with CDC presenters. The contractor shall confirm presenter attendance, date, time, topic, and A/V support needs and report these data to the COR upon request. The contractor shall collect all electronic support materials for uploading and/or reproduction and review and perform final editing of all documents for consistency, as needed.

C.4.3.2.5.7. The contractor shall create, collect, reproduce, and/or distribute all meeting resources and materials, including announcements, agendas, participant lists, participant binders/folders with printed materials and CDs, badges, name tent cards, meeting signage, daily and summative evaluation instruments, information on local food choices and public transportation, and other materials to be determined. The contractor shall provide the COR with a mock-up of meeting graphics and binders at least 30 days prior to the meeting date.

C.4.3.2.5.8. The contractor shall provide a note taker for all sessions. The note takers shall be responsible for taking handwritten notes or recording and transcribing the meeting proceedings. The notes shall be included in the summary report on this event, which shall be submitted to the COR within 30 business days of the close of the meeting.

C.4.3.2.5.9. The contractor shall provide onsite meeting coordination services. These services shall include staffing registration tables and meeting rooms for the duration of the meeting. In addition, the contractor shall assist with running PowerPoint presentations, uploading documents, and otherwise managing the A/V needs of presenters.

The contractor shall ensure a smooth operation of all aspects of the meeting.

C.4.3.2.5.10. The contractor shall collect, analyze, and report on evaluation data. The contractor shall administer and collect daily and summative meeting evaluation instruments and conduct an analysis of both the quantitative and qualitative data.

C.4.3.2.5.11. The contractor shall develop a draft and final (after COR’s acceptance of the draft version) meeting report, which may include a meeting synopsis, analysis of quantitative and qualitative evaluation results, and recommendations for future meetings based on observations and participant feedback. Transcriptions of the meeting notes (see #8 above) shall be included in the appendix. The final summary report shall be due no later than 30 business days after the close of the meeting.

C.4.3.2.5.12. The contractor shall schedule and conduct a debriefing meeting with the COR and other CDC staff in order to discuss lessons learned and next steps. The debriefing meeting shall take place no later than five (5)

C.4.3.3. Task 3.3 The contractor shall provide logistical and planning support for the PS12-1201 Recompete:

Grantee Orientation Meeting estimated to be held in mid- to late-spring of 2018 in Atlanta, GA. The PS12-1201

Recompete Grantee Orientation Meeting will last four (4) consecutive full days, typically Tuesday-Friday with

Monday as a reservation and travel day. This meeting will include approximately 490 participants from CDC-funded organizations (approximately 61 health departments will send 4-5 persons each; 35 additional national partners and up to 150 CDC staff per day will also attend). The contractor shall perform the same tasks specified as follows:

C.4.3.3.5.1. The contractor, with the approval of the CO and the COR, shall select a site in Atlanta for the Grantee

Orientation Meeting. CDC will attempt to secure CDC facilities and equipment for the duration of the meeting.

However, if CDC facilities and equipment are unavailable, the contractor shall secure and confirm 3-5 consecutive meeting days in a hotel in mid- to late spring of 2018, depending upon hotel availability and CDC approval processes.

C.4.3.3.5.2. The contractor shall reserve a lodging room block for all out-of-town attendees. The contractor shall negotiate the government rate for lodging and the best rate for wireless internet service, parking, and other amenities.

C.4.3.3.5.3. The contractor shall reserve hotel meeting space and technical support for the duration of the meeting

(3-4 days). The reserved space shall include one (1) plenary room that can accommodate up to 400-450 people comfortably and 10 breakout rooms that can each accommodate up to 45 people comfortably. Each room shall have a podium, microphone, laser pointer, LCD, laptop and other equipment for audiovisual, telecommunications, and/or recording. In addition, each room shall be equipped with requested supplies, such as easels, newsprint, markers, batteries and other supplies to be determined. The contractor shall ensure that A/V technicians are onsite to assist with any A/V technical issues, as needed.

C.4.3.3.5.4. The contractor shall manage all attendee registration logistics as well as pre-meeting communication with potential registrants. The contractor shall maintain up-to-date registration records. Registration records shall be provided to the COR on a regular basis (e.g., weekly) and as requested. The contractor shall assist CDC with

C.4.3.3.5.5. The contractor shall secure the services of a reputable American Sign Language (ASL) interpreter, as needed.

C.4.3.3.5.6. The contractor shall manage presenter logistics. This shall include creating and utilizing mechanisms for mass communications with invited presenters. The contractor shall confirm presenter attendance, date, time, topic, and A/V support needs and report these data to the Contracting Officer’s Representative (COR) upon request.

The contractor shall collect all electronic support materials for uploading and/or reproduction and review and perform final editing of all documents for consistency, as needed.

C.4.3.3.5.7. The contractor shall create, collect, reproduce, and/or distribute all meeting resources and materials, including announcements, agendas, participant lists, participant binders/folders with printed materials and CDs, badges, name tent cards, meeting signage, daily and summative evaluation instruments, information on local food choices and public transportation, and other materials to be determined. The contractor shall provide the COR with

C.4.3.3.5.8. The contractor shall provide note takers for all plenary and break-out sessions. The note takers shall be responsible for taking handwritten notes or recording and transcribing the meeting proceedings. The notes shall be included in the summary report on this event, which shall be submitted to the COR within 30 business days of the close of the meeting.

C.4.3.3.5.9. The contractor shall provide onsite meeting coordination services. These services shall include staffing registration tables and meeting rooms for the duration of the meeting. In addition, the contractor shall assist with running PowerPoint presentations, uploading documents, and otherwise managing the A/V needs of presenters.

Finally, the contractor shall serve as room monitors and scribes, as needed. Overall, the contractor shall ensure smooth operation of all aspects of the meeting.

C.4.3.3.5.10. The contractor shall collect, analyze, and report on evaluation data. The contractor shall administer and collect daily and summative meeting evaluation instruments and conduct an analysis of both the quantitative and

C.4.3.3.5.11. The contractor shall develop a draft and final (after COR’s acceptance of the draft version) meeting report, which may include a meeting synopsis, analysis of quantitative and qualitative evaluation results, and recommendations for future meetings based on observations and participant feedback. Transcriptions of the meeting notes (see #8 above) shall be included in the appendix. The final summary report shall be due no later than 30

C.4.3.3.5.12. The contractor shall schedule and conduct a debriefing meeting with the COR and other CDC staff in order to discuss lessons learned and next steps. The debriefing meeting shall take place no later than five (5)

C.4.3.4.3.4. Task 3.4 The contractor shall provide program development, implementation, management, and logistical support for complex and/or high-profile health department initiatives. PPB anticipates having only one (1) health department initiative during the period of performance that meets these criteria. The contractor shall support

PPB staff with the planning activities related to the full implementation of this initiative. The contractor shall assist in facilitating multidisciplinary team working on this program by setting up internal meetings and conference calls;

developing reports, plans, and timelines for the completion of required tasks; tracking progress towards completing required tasks; and keeping PPB management apprised of the status of various tasks. In addition, the contractor shall make recommendations to improve the efficiency of the various processes used to manage the program.

Finally, the contractor shall assist with data collection, review, and analysis of the PPB Expanded Testing Initiative data and quality, or other similar health department initiatives, as needed.

C.4.4. Task 4: Communication Development Services

The contractor shall develop a number of reports and/or other documents for internal and external audiences. The documents shall be formatted in such as a way as to be both informative and visually appealing and include graphics when appropriate. The reports and/or other documents include, but are not limited to:

C.4.4.1. Branch newsletters that highlight branch activities

C.4.4.2. Infographics

C.4.4.3. Fact sheets

C.4.5. Task 5: Gathering and Analysis of Program Data to Improve Performance Monitoring

C.4.5.1. Task 5.1 The contractor shall review and process annual progress reports and other key reports (as requested) received by CDC from grantees. Specifically, the contractor shall develop quantitative and/or qualitative data tables and summary reports of the Annual Progress Reports (APRs) and other key reports (as requested) for

PS15-1502 and PS17-1704 (flagship CBO FOAs) and PS12-1201 Recompete (health department FOA).

C.4.5.1.1. The summary report shall include narrative information and charts, as appropriate. The report shall provide an overall assessment of progress and/or lack of progress. Topics shall include:

C.4.5.1.1.2. Identification of grantees who submit incomplete reports;

C.4.5.1.1.3. Percentage of grantees in compliance with the various required guidelines (e.g., content review, community planning guidelines, and other guidelines as designated by the COR);

Grantee progress, as measured by program objectives and its corresponding performance indicator, by individual grantees and by the FOA. This section shall include a summary of the individual PPB project officer’s assessments;

C.4.5.1.1.4. Capacity-building assistance (CBA) efforts requested by grantee and suggested by project officers in the technical reviews; and

C.4.5.1.2. The data tables containing the abstracted information shall be due to the COR no later than 60 days after receipt of the necessary documents by the contractor. The summary report containing the abstracted information shall be due to the COR no later than 90 days after receipt of the necessary documents by the contractor.

C.4.5.2. Task 5.2 The contractor shall assist in the gathering and analysis of data gathered through means other than the standard progress reports (e.g., meetings, conference calls, grantee profiles, informal communication) and provide summaries or meeting minutes (whichever is most appropriate) to staff for use in the assessment of program performance. A minimum of 2-3 data gathering events of this nature are anticipated each month and will only involve less than 30 pages of qualitative feedback of information.

C.4.6. Task 6: Records and Resource Inventory Management

C.4.6.1. Task 6.1 The contractor shall provide record maintenance services in PPB facilities. This task shall consist of scanning, filing in an electronic database and offline back-up folder system, and tracking all documents pertaining to the official grants files of the PPB grantees. Representative documents included and maintained in the files include: notice of cooperative agreement, notice of grant award, pre-decisional site visit (PDSV) report, Interim

Progress Report, Annual Progress Report, budget, content review reports and documentation, grant applications, CBA reports, audit reports, suspense documents, general correspondence, etc. The contractor shall prepare and upload, as appropriate, files into the Grants Management Module (GMM). GrantSolutions is a federal grants management service that provides many tools for grant-related tasks. The GMM is one piece of the GrantSolutions system. The files also include those reports generated by the PPB project officers as part of their normal monitoring and review responsibilities (e.g., technical review documents, site visit reports, trip reports).

C.4.6.2. Task 6.2 When requested by the COR, the contractor shall make files, or documents contained in the files, available within five (5) days, both electronically and in hard copy. At times, the contractor may be asked to make files available immediately. In those cases, it is expected that the contractor shall use an overnight delivery service, if necessary.

C.4.6.3. Task 6.3 The contractor shall develop a tracking system reflecting due dates, as well as actual dates, for receipt of documents and reports, which PPB is responsible for providing. As part of this task, the contractor shall be expected to coordinate and communicate regularly with the COR to ensure that copies of all necessary documents are available to them (i.e., have been provided by program staff of PPB and the Procurements and Grants Office) in order to ensure complete records. The contractor shall report monthly by email on the status of the inventorying efforts.

C.4.6.4. Task 6.4 The contractor shall track all travel to maintain a Site Visit Log and develop a subsequent

Delinquent Site Visit Report document. The contractor shall determine whether the project officer completed the site visit and whether the site visit report was submitted. The contractor shall send emails to both the project officers and the team leaders regarding the status of the site visit reports. Notices will be sent if the report is past due. The contractor shall submit these reports monthly.

C.4.6.5. Task 6.5 The contractor shall maintain PPB’s resource inventory in CDC, Corporate Square Office Park, Building 8, Room 3011 in Atlanta, GA. All guidelines, guidance documents, important presentations FOAs, related grants and program information, frequently utilized reference documents, and videos shall be stored in this inventory. The inventory includes hard copies and electronic copies. The resource facility is presently in existence and located on the 3rd floor of Corporate Square Office Park, Building 8 in Atlanta, GA, so the contractor should be able to continue the operation of the facility without disruption. The contractor shall be responsible for adding records at the request of the COR following the already established system and reviewing the inventory on a quarterly basis to ensure that the resources are maintained in an orderly fashion. It is expected that the need to add records shall be conducted once a month.

C.4.6.6. Task 6.6 The contractor shall, at the request of the COR, securely shred expired hard copy working files from the document resource inventory when deemed no longer appropriate for storage or archiving. If the contractor must use a subcontractor for shredding services this expense shall be approved in advance by the

Contracting Officer with the proper documentation supporting the costs.

C.4.7. Task 7: Meetings with the COR and Project Reports

In addition to the above tasks, the contractor shall provide the following during the period of performance:

C.4.7.1. Task 7.1 The contractor shall conduct monthly face-to-face meetings or conference calls with the COR as well as periodic calls, as needed, to plan, clarify, and seek approval for activities related to the tasks within this

SOW. The contractor shall provide notes to participants on all monthly calls within five (5) business days of each call.

C.4.7.2. Task 7.2 The contractor shall provide monthly reports on the ongoing activities of the SOW. The reports shall be submitted no later than the 10th of each month (or the next business day after the 10th if that day falls on a weekend or federal holiday.

C.4.7.3. Task 7.3 The contractor shall provide a final progress report of PPB program activities for the performance period. The document shall have individual chapters citing specific program accomplishments (one (1) for each cooperative agreement) and information gathered on the various tasks described herein, such as:

i. Highlights from grantees’ interim progress reports and annual progress reports

ii. Program components (e.g., different interventions or risk groups)

iii. Summaries of each grant program

iv. Specific quantifiable PPB information (e.g., number of site visits performed, number of review panels held, number of conferences)

v. Needs assessment and formative evaluation data gathered

vi. Evaluation outcomes of various activities

vii. FOA activities.

C.4.7.3.1. Subtask 7.3.a. The contractor shall draft the final progress report using data gathered under the various tasks throughout the duration of the period of performance. The report shall be up to 50 pages and include, at a minimum, all of the information described above. The document shall resemble a corporate final report and shall include a one-page executive summary document. Three-color printing (when appropriate) charts, graphs, and photos shall be utilized, when available. The contractor shall submit a draft of the report to the COR 45 days prior to the end of the period of performance to allow time for review by the COR and other key PPB staff.

C.4.7.3.2. Subtask 7.3.b The contractor shall submit a final report that incorporates all editorial changes submitted by the COR. Upon review and final approval by the COR, the contractor shall provide five (5) hard copies of the report, five (5) copies electronically in CD-ROM format, and one (1) set of print-ready files submitted via email (so that the COR may print more copies independently, as needed). The electronic version of the final report will be a pdf file that is 508-compliant and suitable for posting on the CDC website. The contractor shall deliver the final report in such a way that the COR will be in receipt of the documents by the last day of the performance period.

C.4.8. Task 8: Technical Professional Support

C.4.8.1. The contractor shall support branch travel by developing a one-page travel information form for FTE staff to complete in advance of planned travel. This form will capture items such as staff planned travel dates/times, top three hotels within the government per diem and any other items not already collected on the current branch travel request form that will already have been completed by the staff traveling. A sample branch travel request form, and the data fields for the travel module from the CDC A.S.K. System, will be provided to the contractor to assist with the development of the form.

C.4.8.2. The contractor shall support branch travel by entering and uploading staff travel request information, and other supporting documents such as: approved travel request form, agenda, rental car justification, actual expense memos, 1350 training requests, registration forms, etc., into the CDC A.S.K. System. The average number of staff trips is 50 per month, some may include multiple legs.

C.4.8.3. The contractor shall support branch travel by uploading the completed staff travels expense work sheet (that was filled out by the traveler) into the CDC A.S.K. System along with the scanned receipts, and hard copy expense form to the NCHHSTP Administrative Services Unit. The contractor shall obtain receipts from staff for scanning after staff has completed the travel expense work sheet.

C.4.8.4. The contractor shall receive correspondence from CDC A.S.K. System, the CDC travel preparer, or the PPB travel approver, regarding above travel and will assist branch staff with addressing missing information or documents until the A.S.K. System ticket is closed and the travel voucher is paid to staff.

C.4.8.5. The contractor shall generate a summary report of travel transactions from the immediately preceding month, completed and pending, within 5 business days after the first day of each month. This report will be provided to the COR and deputy branch chief.

C.4.8.6. The contractor shall assist with compiling the next fiscal year’s PPB travel projections in the summer or fall. This shall include researching airfare rates, government per diem rates, and other related cost information, and entering it into Excel spreadsheets for each of the four teams and the Office of the Branch Chief.

C.5. TRAVEL

C.5.1. The contractor shall obtain preauthorization from the Contracting Officer and the COR for any expenditure under ODCs. Each request shall include a detailed description of all anticipated services, materials and/or supplies

(if needed to fulfill the Statement of Work requirements). The Contracting Officer and the COR will authorize a ceiling amount not to be exceeded. Reimbursement of expenditures for Travel shall be in accordance with the

Federal Travel Regulations (FTR). If prior approval is not obtained, the contractor shall not be reimbursed.

C.5.2. All materials purchased by the contractor for use or on behalf of the Government will become the property of the Government. The contractor shall document the transfer of material. The contractor shall provide an accounting of all materials consumed during the performance of individual elements of the contract (if needed to fulfill the

Statement of Work requirements).

C.5.3. Travel requirements under this contract shall be met using the most economical form of transportation available and in accordance with the Federal Travel Regulations. Travel shall be in accordance with the Federal

Travel Regulation

C.6. REPORTING SCHEDULE

BASE YEAR: September 29, 2017 through September 28, 2018

C.6.1. The contractor shall submit a written summary report within 10 business days after the end of the kickoff meeting (see Task 1.1).

C.6.2. The contractor shall submit a written summary report within 30 business days after the close of the PPB

Leadership Team Strategic Planning Meeting and Branch Strategic Planning Meeting (see Tasks 1.4 and 1.5).

C.6.3. The contractor shall provide regular written meeting minutes within five (5) business days of internal meetings (see Task 1.6).

C.6.4. The contractor shall submit a written summary report within 30 business days after the end of each jurisdictional meeting (see Task 3.2).

C.6.5. The contractor shall submit a written summary report within 30 business days after the close of the PS12-

1201 Recompete Grantee Meeting (see Task 3.3).

C.6.6. The contractor shall submit Branch newsletters, infographics and fact sheets as needed (see Task 4).

C.6.7. The contractor shall submit data tables within 60 days of receiving documents (see Task 5.1).

C.6.8. The contractor shall submit a summary report containing abstracted information within 90 days after receiving necessary documents (see Task 5.2).

C.6.9. The contractor shall provide Delinquent Site Visit Report documents monthly (see Task 6.4).

C.6.10. The contractors shall provide monthly written reports on the ongoing activities of the SOW no later than the

10th of each month (see Task 7.2).

C.6.11. The contractor shall submit no later than 45 days prior to the end of the period of performance a draft of the final report (see Subtask 7.3.a).

C.6.12. The contractor shall submit 12 months after the start of this contract a final report on the activities performed during the period of performance (see Subtask 7.3.b).

C.6.13. The contractor shall generate a summary report of travel transactions from the immediately preceding month, completed and pending, within 5 business days after the first day of each month (see Task 8).

C.6.14. The contractor shall generate branch travel projections for the next fiscal year on a date TBD (see Task 8).

C.7. DELIVERABLES SCHEDULE – See section F.4

OPTION YEAR 1: September 29, 2018 through September 28, 2019

CO1.4. TECHNICAL REQUIREMENTS

The contractor, as an independent organization and not as an agent of the Government, shall furnish all necessary personnel, services, facilities, supplies, materials, and equipment required to perform the tasks specified in this

Statement of Work (SOW), notwithstanding the office space and office equipment CDC will provide for onsite contractor personnel.

CO1.4.1. Task 1: Needs Assessment and Formative Evaluation

Same as listed under C.4.1

CO1.4.2.Task 2: CBO Initiatives Program Development, Implementation, and Management Support. The contractor shall provide program development, implementation, management, and logistical support for complex and/or high-profile initiatives involving CBOs. PPB anticipates having one (1) initiative during the period of performance that meets these criteria: a new FOA to replace PS15-1502: Comprehensive High-Impact HIV

Prevention Projects for Community-Based Organizations (internally referred to as the “PS15-1502 Recompete”).

CO1.4.2.1. Task 2.1 The contractor shall provide project management and logistical support for one (1) grantee listening session/community meeting at the United States Conference on AIDS in a location TBA in the late summer of 2018. This session will include up to 70 CBO and health department staff. The contractor shall manage all attendee registration logistics as well as pre-meeting communication with potential registrants (e.g., sending invitations, confirming attendance, etc.). In addition, the contractor shall be responsible for developing, duplicating, and compiling materials for the meeting; furnishing all supplies (e.g., binders, folders) necessary for compilation and distribution to all attendees. CDC will handle all logistics regarding securing facilities and equipment through the conference organizer. Finally, the contractor shall be responsible for having 1-2 staff on site to provide note-taking services. The contractor shall provide a summary report of the sessions no later than 15 business days after the close of the sessions.

CO1.4.2.3.1. Subtask 2.3.a. The contractor shall provide planning and logistical support for a series of Pre-

Application Workshops for the PS15-1502 Recompete. There will be a total of three (4) face-to-face workshops tentatively planned in Atlanta, GA, San Diego, CA, Philadelphia, PA and Detroit, MI, depending on venue availability in each region, and four (4) webinars (see CO1.4.2.3.1.6. for webinars). The face-to-face Pre-

Application Workshops are open to all potential applicants and will provide a full day of intensive, on-site technical assistance tailored towards understanding the FOA requirements and completing the application submission process.

Representatives from key CDC offices will provide comprehensive presentations. In addition, the workshops will afford potential applicants the opportunity to ask CDC representatives specific questions related to the FOA.

Attendance at the workshops is not required. The contractor shall provide the following support:

CO1.4.2.3.1.1. The contractor shall reserve a meeting space, upon approval of the COR, and provide technical support for each of the face-to-face workshops. The reserved space shall include one (1) plenary room that can accommodate 150-200 people comfortably, depending on the location. This room shall have a podium, microphone, laser pointer, LCD, laptop, and other equipment for audiovisual, telecommunications, and/or recording. In addition, each room shall be equipped with requested supplies, such as easels, newsprint, markers, batteries and other supplies to be determined. The contractor shall ensure that A/V technicians are onsite to assist with any A/V technical issues, as needed. Further, the contractor shall manage all attendee registration logistics, both prior to the workshops as well as onsite.

CO1.4.2.3.1.2. The contractor shall maintain up-to-date registration records and provide them to the COR as requested. At the conclusion of the workshops, the contractor shall provide the COR with a complete attendee list.

CO1.4.2.3.1.3. The contractor shall manage presenter logistics. This shall include creating and utilizing mechanisms for mass communications with invited presenters. The contractor shall confirm presenter attendance, date, time, topic, and A/V support needs and report these data to the COR upon request. The contractor shall collect all electronic support materials for uploading and/or reproduction and review and perform final editing of all documents for consistency, as needed. In addition, the contractor shall assist with presenters’ travel arrangements, as needed.

CO1.4.2.3.1.4. The contractor shall revise the existing evaluation instrument and collect, analyze, and report on evaluation data.

CO1.4.2.3.1.5. The contractor shall provide one or two (1-2) note takers for each of the workshops. The note takers shall be responsible for taking handwritten notes or recording and transcribing the meeting proceedings. The notes shall be included in the summary report of these workshops. The summary report is due to the COR within 5 business days after the close of the workshops.

CO1.4.2.3.1.6. Subtask 2.3.b The three (3) PS15-1502 Recompete Pre-Application Technical Assistance

Webinars will provide potential applicants the opportunity to ask CDC representatives specific questions related to the FOA. Presentations identical to those provided by CDC representatives during the face-to-face workshops shall be recorded and available for viewing by potential applicants. Potential applicants will be asked to view the recorded webinar presentations prior to participating on the webinars. The contractor shall perform the following activities:

CO1.4.2.3.1.6.1. The contractor shall provide one or two (1-2) note takers for each of the four webinars. The note takers shall be responsible for taking handwritten notes or recording and transcribing the meeting proceedings.

CO1.4.2.3.1.6.2. The notes shall be included in the summary report of these workshops.

CO1.4.2.3.1.6.3. The contractor shall convert up to seven (7) thirty (45) minute digital video files containing recorded Pre-Application Technical Assistance Workshop content into 508-compliant closed-captioned content suitable for posting on the CDC website. The digital files will be provided to the contractor by CDC. The web compliant video files are due to the COR within 5 business days of delivery of the digital files to the contractor.

CO1.4.3. Task 3: Health Department Initiatives Program Development, Implementation, and Management

Support. The contractor shall provide program development, implementation, management, and logistical support for complex and/or high-profile initiatives in support of PS12-1201: Comprehensive Human Immunodeficiency

Virus (HIV) Prevention Programs for Health Departments. By award date of this contract PS12-1201 will have a new award number (internally referred to as the “PS12-1201 Recompete”). PPB anticipates having two (2) health department initiative during the period of performance that meets these criteria – (1) a PS12-1201 Recompete health department and CBO grantee listening session: (2) and five jurisdictional meetings.

CO1.4.3.1. Task 3.1 The contractor shall provide project management and logistical support for one (1) grantee listening session/community meeting at the National HIV Prevention Conference NHPC) tentatively scheduled for the spring of 2019 in Atlanta, GA in a venue TBA. (This listening session is in addition to the one (1) that is listed in Subtask 2.1., so there will be two (2) total.) This one-half to one full day session will include up to 100 health department and CBO grantee staff and community partners. The contractor shall be responsible for providing a sign-in sheet and returning a list of attendees; and developing, duplicating, and compiling materials for the meeting. Further, the contractor shall furnish all supplies (e.g., binders, folders) necessary for compilation of materials and distribution to all attendees.