Attach_01c_Delivery_Schedule.doc

RFP 277-19-0531

Attachment 1c, Delivery Schedule

Delivery Schedule – General Requirements List of Deliverables Based on Division of Technology Management (DTM) and Office of Communication (OC) Requirements:

V. C. 4

VI. B. 11

Records Officer OC requirements V. A

Records Officer OC requirements V. D

(could be combined with quarterly IT cost report, see #2) OC requirements V.F

Delivery Schedule – Specific Requirements

Technical Support for Drug-Free Workplace Reference No. 277-19-0531 Attachment 1d Task 1: Contract Management and Administration Task 1.1: Develop and Finalize Work Plan

1.1.a.) Draft Work Plan 1.1.b.) Final Work Plan 1.1.a.) 1 draft Work Plan

1.1.b.) 1 final Work Plan 1.1.a.) No later than 10 business days after Contract Effective Date (CED) & 1 business day before Contract Management Kick-off meeting 1.1.b.) On date requested by COR (approx. 10 business days after the requested revisions)

Recommended Work Plan updates - No later than 10 business days after start of contract year

Task 1.2: Contract Management Meetings

1.2.a.) Participate in Meeting

1.2.b.) Agenda

1.2.c.) Meeting Summary

1.2.d.) Participate in Meeting

1.2.e.) Agenda

1.2.f.) Meeting Summary

1.2.g.) Participate in meetings

Participation in Meetings:

14 in Base yr; 12 in ea. option yr Approx. 1 hour per meeting

Approx. 2 in-person meetings per year 2 times per month (every 2 wks.) for first 2 months of contract, then monthly for remainder of contract; if determined necessary by COR, approx. 2 in-person meetings per yr

Task 1.3: Administrative Reports

consisting of 3 parts:

1) Narrative

2) Expenditures

3) Annual Summary of

Accomplishments – in the last monthly progress report for each year

12 reports per year (1 per month) (approximately 20 pages each, in electronic document format, Word and Excel) 11 monthly reports consisting of 2 parts: Narrative & Expenditures 1 monthly report at end of year consisting of 3 parts: Narrative, Expenditures, & Annual Summary of Accomplishments Monthly, approximately 5 work days before the voucher is due, no later than the same day the voucher is provided

Reports

Task 2: Group and Workgroup Support

(Tasks 2.1 & 2.2) Meeting Support

Task 2.1: Technical SME Support

Deliverable 2.1.a.

Task 2.2: Logistical Support

Deliverable 2.2.a.

Deliverable 2.2.b. –

DTAB Transcript and Meeting Summary Package

· Approx. 18 meetings per yr (2 DTAB/SME, 3 DTAB, 12 SME, 1 ad-hoc meeting)

· Approximately: 16 out of 18 teleconference meetings;

2 out of 18 in-person meetings 2.1.a.) Technical SME Support:

· Total of approximately 20 technical SME support services per year, among all (approx.) 18 meetings 2.2.a.) Logistical Support:

· Total of approximately 54 logistical support services per year, among all (approx.) 18 meetings 2.2.b.) DTAB Transcript and Meeting Summary Package:

· 1 pkg. (transcript & meeting summary) for each of the approx. 5 DTAB meetings per year; approx. 5 packages per year 2.1.a.) Technical SME Support 2.2.a.) Logistical Support:

· As requested by COR 2.2.b.) DTAB Transcript and Meeting Summary Package:

· No later than 10 business days after the DTAB group convenes

(tabular format, i.e., Word or Excel)

Task 3: DFWP Annual Summary Report (ASR) and Agency Archives Data System Task 3.1: Operate and Maintain ASR/Archives System

3.1.b.) Archiving Historical Datasets 3.1.c.) Creating New Data Records

3.1.d.) Updating/Revising/Uploading Data and Files 3.1.b.) Annually, 1 time per yr 3.1.c.) Approximately 12 times per year

3.1.d.) Approximately 12 times per year 3.1.b.) 1 month prior to the next reporting period 3.1.c.) Complete as requested by COR, usually 1 business day after COR’s request 3.1.d.) Complete as requested by COR, usually 1 bus. day after COR’s request

3.1.e.) Review Data Collection Documents and Provide Recommended Revisions

3.1.f.) Revise Data Collection Documents

3.1.g.) Perform Data Collection 3.1.h.) Provide Technical Assistance on Data Entry 3.1.e.) 1 set of review and recommendations per yr 3.1.f.) Up to 3 sets of revised Documents 3.1.g.) 1 data collection per year, for a period of approx. 3 months, from approx. 150 federal agencies/entities 3.1.h.) 1 set of TA & follow-up per year, to approx. 120 federal agency DPCs 3.1.e., 3.1.f., 3.1.g.) Annually by fiscal year - on date specified on approved Annual Schedule (noted in Deliverable 3.2.1.b., Task 3.2.1.)

3.1.h.) Respond to requests no later than 1 business day after request

3.1.i.) Perform Data Analyses

3.1.j.) Perform Data Quality Control Checks 3.1.k.) Correct Data

3.1.j.) 1 set of data quality control checks, Qtrly (4 times per year) 3.1.k.) 1 set of corrections, Quarterly (4 times per year); and 1 set of routinely maintained data quality 3.1.j.) Quarterly, and as requested by COR 3.1.k.) Within 1 business day after discrepancy is identified; or 1 business day after COR’s request

3.1.l.) Perform System Review 3.1.m.) System Recommendations 3.1.l.) Approx. 1 system review, per year

3.1.m.) Approx. 1 set of Recommendations, per year 3.1.l.) As requested by COR

3.1.m.) As requested by COR

3.1.n.) System Updates

3.1.o.) System Upgrades 3.1.n.) 1 set of system updates and updated system documents, annually, by fiscal year 3.1.o.) 1 set of system upgrades, annually, by fiscal year 3.1.n.) As requested by COR, on date specified on approved Annual Schedule (noted in Deliverable 3.2.1.b., Task 3.2.1.)

3.1.o.) As requested by COR

3.1.p.) Work plan

3.1.q.) Obtain necessary approvals for system migration

3.1.r.) Complete the system migration

3.1.p.) 1 work plan

3.1.q.) 1 set of approvals for migration 3.1.r.) 1 completed system migration 3.1.p., 3.1.q., 3.1.r.)

If needed, as requested by COR, and approved by SAMHSA

Task 3.2: ASR/Archives Annual Data Reporting

for data collection and reporting of ASR/Archives

3.2.1.a.) Draft Annual Schedule 3.2.1.b.) Final Annual Schedule 3.2.1.a.) 1 draft schedule per year (approx. 3 pgs. in electronic Word format) 3.2.1.b.) 1 final schedule per yr;

or COR can accept draft as final schedule

(approx. 3 pgs. in electronic Word format)

3.2.1.a.) Oct. 15 (or business day closest to Oct. 15), or if needed, a later date set by the COR 3.2.1.b.) If requested by COR, due on date requested by COR

DFWP ASR/Archives Annual Report 3.2.2.a.) Draft DFWP Annual Report – data tables and graphics overview 3.2.2.b.) Final DFWP Annual Report – data tables and graphics overview 3.2.2.a.) 1 draft system-generated report per year (approx. 30 pages, electronic document via email) 3.2.2.b.) 1 final report per year (approx. 30 pages, electronic document) 3.2.2.a.) Due on date specified on approved annual schedule noted in Deliverable 3.2.1.b., Task 3.2.1

3.2.2.b.) Due on date specified on approved annual schedule noted in Deliverable 3.2.1.b., Task 3.2.1

As requested by COR

(Consultation/Technical Assistance) (by phone or email)

Task 4: Certification and Maintenance of Federal Agency Drug-Free Workplace Program (DFWP) Plans

Agency Plans – Contacting Agencies 4.a.) Follow-up with agencies

4.b.) Identify new agencies 4.c.) Initiate new contact with agencies 4.d.) Follow-up with a portion of agencies monthly 4.a.) 1 set of completed follow-up with all agencies with pending plans 4.b.) 1 comprehensive list of agencies needing a certified plan or an updated plan 4.c.) 1 set of completed initiated new contact with agencies (approximately 5 agencies) 4.d.) 1 set of completed follow-up with approx. 1/3 of all agencies with pending plans 4.a. - 4.c.) Annually; No later than 1 month after ea. contract year start date: Report contractor’s progress in 2 deliverables:

1) 1st month’s Monthly Progress Report (Deliverable 1.3.a., Task 1.3, Monthly Progress Report) and

2) Verbally at 1st month’s Monthly Recurring Contract Management meeting (Deliverable 1.2.g., Task 1.2.)

4.d.) Monthly; Reporting contractor’s progress is due in 2 deliverables:

1) Monthly Progress Reports (Deliverable 1.3.a., Task 1.3.)

and

2) Verbally at Monthly Recurring Contract Management meetings (Deliverable 1.2.g., Task 1.2.)

Reviewing & Producing Agency Plans –Collaborate & Consult with Agencies & DWP 4.e.) Consultation, responses to questions, technical assistance, and recommendations 4.f.) Plan review activity 4.e.) 1 complete set of responses to each requester 4.f.) 1 complete set of plan review activity (reviews, revisions, comments and discussions) 4.e.) Within one 1 business day of request 4.f.) To the agency, No later than 4 weeks after plan is received for review

Reviewing & Producing Agency Plans –

· Notify COR of Completed Plans

(certification-ready or concurrence-ready plans/TDP lists) 4.g.) Notification 4.h.) Comprehensive Package of

Review Activity

4.g.) 1 notification to COR of certification-ready or concurrence-ready plan/TDP list 4.h.) 1 complete final

Comprehensive Package of Review Activities 4.g. - 4.h.)

No later than 4 weeks after final ageny plan was received by contractor for review

Reviewing & Producing Agency Plans – 4.i.) Summary Report of ICG-EC Review

(consolidated comments of ICG-EC reviews of each agency plan with contractor’s final recommendations)

Task 5: Reports to Congress

5.a.) Draft Report to Congress 5.b.) Final Report to Congress 5.a.) Approx. 1 draft rpt. per yr.

5.b.) Delivery of approx. 1 final report per year to SAMHSA, HHS, Congress and agency (package consisting of approx. 3 copies of 150 pgs.)

5.a.) Date requested by COR (approx. 15 bus. days after COR’s request).

5.b.) On date requested by COR

Task 6: DFWP Tools - Updates

· Model Plan (approx. 40 pages)

· DFWP Plan Review form (approx. 15 pages)

· TDP guidance (approx. 10 pages)

· TDP template (approx. 1 page)

· TDP review checklist (approx. 3 pages)

· Other tools (plan & TDP tools) (approx. 2 pages) 6.a.) Review of DFWP Tools 6.b.) Revisions to DFWP Tools – according to comments & feedback 6.c.) Clearance documents

6.d.) Final DFWP Tools 6.a.) 1 review and 1 pkg. of recommended revisions and updates on requested tools; approx. 1 tool will be reviewed approx. 1 time per year, or up to 7 tools 6.b.) 1 package of revised tools – consisting of up to 7 revised documents; up to 3 versions of revisions per document; pilot testing & concept clearance packages as applicable; approx. 1 time per year

6.c.) 1 set of clearance documents (concept & content clearance), for up to 7 documents, approx. 1 time per yr.

6.d.) 1 package of final tool(s) in electronic format; up to 7 documents, & content clearance packages as applicable; approx. 1 time per year 6.a.) As requested by COR 6.b.) As requested by COR (approx. 10 bus. days after request) 6.c.) As requested by COR

6.d.) On due dates requested by the COR

recommendations on efficiencies in using DFWP tools 1 document of recommendations;

approx. 1 time per year As requested by COR

Task 7: Dissemination of Information to DFWP Stakeholders

Information Materials to Distribute

7.a.) Routine Distribution of Information Materials –

Federal Register Notice with link to HHS certified lab list 7.b.) Other Additional Distribution (approximately 2 items) 7.c.) Existing Mailing Lists – maintain and update

7.d.) New Mailing Lists – create & maintain 7.a.) Distribute 1 item

(Federal Register Notice) –

1 complete mailing – approximately 12 times per year, (approx.

150 on mailing list) 7.b.) Complete mailngs of approx. 2 other DFWP materials per year & notification to COR of completion

(approx. 150 on mailing list) 7.c.) Approx. 2 existing electronic mailing lists per yr;

Approx. 10 requests for updates to existing mailing lists per year

7.d.) Approx. 1 “other” electronic mailing list per yr;

Approx. 2 requests for mailing list updates per yr 7.a.) Complete mailing no later than 3 business days after contractor receives lab list; inform COR of completed mailing on same day mailing is completed

7.b.) DFWP Alert Notices: Complete mailing same day as COR’s request, and inform COR of completed mailing on same day mailing is completed.

Other DFWP-related Materials: Complete mailng no later than 3 business days after COR’s request, or as specified by the COR, and inform COR of completed mailing on same day mailing is completed.

7.c.) Update lists:

No later than 1 bus. day after

COR’s request

7.d.) Create lists: As requested by

COR; Updates:

No later than 1 bus. day after COR’s request

Task 8: Consultation and Training

coordinating briefings, developinag and updating briefing materials

Teleconference/in-person

8.c.) Arrange, schedule, track briefings and training requests 8.d.) Report to COR on the status of briefings

8.e.) Other Additional Presentation/Training Materials 8.c.) 1 set of services

8.d.) Approx. 12 times per year in Monthly Progress Reports (Deliverable 1.3.a., Task 1.3) and

Verbally at Monthly Recurring Contract Management Meetings (Deliverable 1.2.g., Task 1.2) 8.e.) 1 package per year of other additional presentation/training materials, i.e., PowerPoint

(approx. 20 slides)

8.c.) Ongoing, as needed to track completion 8.d.) Monthly, Due in 2 Deliverables:

1) Monthly Progress Reports (Deliverable 1.3.a., Task 1.3) and

2) Verbally at Monthly Recurring Contract Management Meetings (Deliverable 1.2.g., Task 1.2) 8.e.) As requested by COR

Task 9: Subject Matter Expert (SME) Activities/Special Projects

(2 DTAB/SME, 3 DTAB, 12 SME, 1 ad-hoc meeting); approx. 5 SMEs attending each meeting As requested by COR

Technical support of SMEs serving on groups and workgroups

Report all costs related to Special Projects

Task 10: Transition/Transfer Activities – Contract Closeout

10.a.) 90-Day Transition Plan – detailing activities for the last 90 days of the contract 10.b.) Initiate the Transition Activities and implement Transition Plan and schedule for the last 90 days before the contract expires 10.c.) Complete all Transition Activities and Implementation of Transition Plan and schedule for the last 90 days of the contract 10.d.) Notify the COR when closeout and turnover are completed 10.a.) One 90-day electronic Transition Plan 10.b.) 1 set of initiated transition activities and implemented Transition Plan 10.c.) 1 set of all completed transition activities 10.d.) 1 email notification to the COR when work activity closeout and turnover are completed 10.a.) When notified by COR, or no later than 6 monhs prior to the end of the contract 10.b.) No later than 90 calendar days before contract expires

10.c.) According to the 90-day Transition Plan schedule 10.d.) According to the 90-day Transition Plan schedule

10.e.) Continuation of Services and Support

10.f.) Close-out Meetings Approximately 5 meetings

(approximately 1 hour each) No later than 6 months before the contract expires, initiate the 1st Close-out meeting;

the Contractor shall participate in remaining Close-out meetings as needed during the 6-month period, as requested by the COR

10.g.) Training

10.h.) IT System Transition/Transfer 10.i.) Transfer of Documentation, Files and Materials

10.h.) 1 complete transition/transfer of IT system to SAMSHA environment 10.i.) 1 complete package of transferred documentation, files and materials that can be retrieved electronically 10.h.) Start Transfer Activities: approx. 4 calendar months prior to contract end date, and as notified by COR;

Complete Transfer Activities: On the date noted in the Transition Plan schedule, approx. three (3) months prior to contract end.

10.i.) According to 90-day Transition Plan schedule

Optional Task 11: Supplemental SME Activities/Special Projects

Special Projects 11.a.) Special Projects (for up to 2 additional special projects)

· Approximately 2 additional special projects

· Could include approximately 5 additional SMEs that may consist of contractor staff and contractor consultants May be exercised up to 15 times per year.

As requested by the COR

Optional Task 12: Supplemental Meetings

12.a.) Meeting Support For core Task 2 Group and Workgroup Support

(for up to 2 additional meetings and workgroups)

· Approx. 1 to 2 meetings

· Could include approx. 3 contractor staff and approx. 5 contractor consultant attendees May be exercised up to 15 times per year.

As requested by the COR

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