RFP 277-20-0550 Attachment 1a PWS.pdf

RFP No. 277-20-0550 Attachment 1a

PERFORMANCE WORK STATEMENT (PWS)

Secretary of Health and Human Services Report to Congress on Preventing Underage Drinking

Sober Truth on Preventing Underage Drinking Act

A. Background Information

In December 2006, Congress passed the Sober Truth on Preventing Underage Drinking

(STOP) Act, Public Law 109-422. It was reauthorized as part of the 21st Century Cures Act in 2016, Public Law 114-255, and is popularly known as the STOP Act. The Act states, “A multi- faceted effort is needed to more successfully address the problem of underage drinking in the United States. A coordinated approach to prevention, intervention, treatment, enforcement, and research is key to making progress. This Act recognizes the need for a focused national effort, and addresses particulars of the federal portion of that effort as well as federal support for state activities.” The STOP Act requires the Secretary of Health and Human Services (HHS) in collaboration with other federal officials enumerated in the Act, to “formally establish and enhance the efforts of the Interagency Coordinating Committee on the Prevention of Underage Drinking

(ICCPUD) that began operating in 2004.”

The STOP Act calls for the HHS Secretary to provide data and information on the enforcement of drinking laws, to develop steps to reduce alcohol’s availability to teenagers, to increase research on underage drinking, and to provide resources for local community efforts. Additionally, the Act requires the development of an adult-oriented media campaign to improve monitoring of the alcohol advertising reaching youth. The overall goal of this contract is to provide Congress, the ICCPUD, the HHS Secretary, and the public with current (not historical), detailed, and authoritative information as called for in the STOP Act. This contract will fulfill the requirements for the data analysis and the development of papers/reports.

The Substance Abuse and Mental Health Services Administration (SAMHSA) was created in 1992 to work in collaboration with states to improve prevention, treatment, and rehabilitation services for individuals with mental and/or substance use disorders.

SAMHSA provides leadership and resources – programs, policies, information and data, funding, and personnel – advance mental and substance use disorder prevention, treatment, and recovery services in order to improve individual, community, and public health.

SAMHSA’s Center for Substance Abuse Prevention (CSAP) works with federal, state, public, and private organizations to develop comprehensive prevention systems by:

Providing national leadership in the development of policies, programs, and services to prevent the onset of illegal drug use, prescription drug misuse and abuse, alcohol misuse and abuse, and underage alcohol and tobacco use; and, Promoting effective substance abuse prevention practices that enable states, communities, and other organizations to apply prevention knowledge in an effective manner.

SAMHSA’s Strategic Plan – FY2019-FY2023, Priority 3: Advancing Prevention, Treatment, and Recovery Support Services for Substance Use, sets a goal to reduce the use of tobacco and reduce the misuse of alcohol, the use of illicit drugs, and the misuse of over-the-counter and prescription medications and their effects on the health and well-being of Americans. Among Americans under age 21, alcohol is the most frequently used substance, used more often than tobacco, marijuana, or other illicit drugs. The 2018 National Survey on Drug Use and Health (NSDUH) found that an estimated 9.0 percent of adolescents aged 12-17 were current alcohol users (2.2 million adolescents who drank alcohol in the past month). An estimated 55.1 percent of young adults aged 18-25 were current alcohol users (18.8 million young adults). While meaningful progress has been made to address underage drinking and related problems since the mid-1980s, underage drinking rates remain unacceptably high. More work remains to be done at all levels of society to sustain a national commitment to reduce underage drinking.

B. Objectives

The purpose of this contract is to fulfill a Congressional mandate, via the STOP Act, to produce an annual report on the national efforts to reduce underage drinking, and an annual state-by-state report on prevention and enforcement activities related to underage drinking. This contract continues SAMHSA’s efforts to support the HHS Secretary as required by the STOP Act, and supports the work of the ICCPUD. This contract will produce and update both of these reports specifically in the areas of data, scientific and legal research, policy development, and survey and electronic questionnaire development and maintenance. In developing the report, the Contractor shall be expected to provide workshops/briefings to the federal prevention staff, convene small meetings, support community engagement events, and coordinate work with other expert consultants to fulfill the requirements of the STOP Act.

In addition, the Contractor shall provide briefings and/or workshops that assist the federal prevention workforce in developing communication products derived from the Report to

Congress and State Reports to support the delivery of quality community engagement services to states and communities. SAMHSA/CSAP staff will provide guidance with regard to SAMHSA priorities and policy, data collection, intra and interagency information gathering and clearance, including the collection of information regarding federal programs and communication products for community engagement.

To the extent possible, the development of the above-mentioned questionnaire and the State Reports will draw on information already available from the National Institute on

Alcohol Abuse and Alcoholism (NIAAA) Alcohol Policy Information System (APIS).

C. General Requirements

The contractor shall account for project funding necessary to meet all requirements specified in Section s C, including but not limited to activities support IT security and privacy, Section 508 compliance, and web content development , management, and migration.

1. Independently, and not as an agent of the Government, the Contractor shall furnish the necessary personnel, labor, equipment, software, services, materials, and supplies, except as otherwise noted specifically herein to perform the work set forth below.

2. All work under this contract will be monitored by the Contraction Officer’s

Representative (COR).

General boilerplate requirements are the Division of Technology Management (DTM) and

Office of Communications (OC) requirements-Please see Attachment 1b.

D. Services to be performed

This contract will contain one (1) base year, with four (4) options years

Specific Requirements

The STOP Act requires the HHS Secretary, on behalf of the ICCPUD, to annually submit a report to Congress on the prevention of underage drinking [hereafter referred to as the Report to Congress (RTC)]. In addition, the STOP Act requires the “Secretary of Health and Human Services… [to] annually issue a report on each state’s performance in enacting, enforcing, and creating laws, regulations, and programs to prevent or reduce underage drinking [hereafter referred to as the State Report (SR)].”

In order to accomplish the tasks set forth in the STOP Act, SAMHSA/CSAP requires the use of specific experts. With regard to the RTC, this requires access to data and research experts with national expertise in the prevention and enforcement of underage drinking policy and research.

For example, there will be a need for individuals with expertise in designing, developing, assembling, analyzing, and presenting data from federal surveys.

With regard to development of the SR, this task specifically requires building on the NIAAA’s

APIS, conducting legal research on those topics not covered by APIS, and surveying the states to provide requisite information that is not available in the public domain. With this in mind, it is essential that the Contractor have familiarity and ready access to NIAAA’s APIS system. In addition, the Contractor shall at a minimum be responsible, either themselves or through experts identified in consultation with the Contract Officer Representative (COR), for assembling state-level data from federal data sets, for canvassing the states for additional information as needed, and for writing the SR.

The overall goal is to provide Congress, SAMHSA, the ICCPUD, and the public with current (not historical), detailed, and authoritative information as called for in the STOP Act. The COR will provide the Contractor with requirements for the data analysis, reports, papers, or documents such as topics, purpose of document, intended audience and use, style/format, and length.

Unless otherwise noted herein, all materials created in this Contract will be produced by the

Government Printing Office at no cost to the Contractor. The Contractor will be responsible for the graphic design and content of all products produced under this contract.

SAMHSA will provide the use of its teleconference and web-based conference services at no cost, for weekly calls and the production of training teleconferences that include the teleconference services (e.g., number, operated assisted, taping, archiving) and the web-based services (e.g., posting PowerPoint presentations for viewing).

Services required under this Contract include, but are not limited to the following tasks and deliverables with regard to the RTC and the SR.

NOTE TO OFFEROR: The Contractor should review the Sober Truth on Preventing Underage Drinking Act, Public Law 109-422, section (c) for specific requirements for producing the RTC and the SR.

The Contractor shall provide support in areas of specific importance to SAMHSA/CSAP including, but not limited to, the following tasks:

Task 1: Contract Management (All Years)

Task Description:

The Contractor shall provide expert advice to the COR and SAMHSA on areas of data, scientific, legal research, policy development, content and management in order to support the HHS Secretary’s requirement to produce the Annual Report to Congress in a proactive and collaborative manner.

Subtask (s):

1.1 Kick-off Meeting. Within two (2) weeks of the contract effective date (CED), the

Contractor will meet with the COR and Contracting Officer (CO), or a designated representative, to discuss the project and to review SAMHSA’s expectations of the contract, lines of communication, and reporting procedures. The Contractor shall also use this opportunity to discuss the contract transition plan.

1.2 Weekly Project Meetings. The COR will monitor all work under this contract.

Meetings shall be held between the Contractor and the COR to monitor progress and address issues and concerns weekly, or on a reoccurring basis, and no less than once a month at the COR’s discretion. Meetings with the APIS contractor may also be required. These meetings shall be held at SAMHSA, another mutually agreeable location, or by telephone conference at the discretion of the COR. Other government, contract staff, or other expert consultants may be asked to participate as appropriate. At least two (2) business days in advance of each meeting, the Contractor shall provide to the COR via email an outline of the agenda for the upcoming meeting. Within three (3) business days following each meeting, the Contractor shall provide to the COR via email a summary of discussions at the last meeting, including documentation of any decisions made at the meeting.

1.3 Annual Operational Budgets. The Contract Project Director shall prepare and submit an annual operational budget by task, listing all expenses associated in accomplishing each task. The Project Director will submit the annual operational budget via Excel

Spreadsheet at the start of each contract year, and quarterly thereafter. One (1) copy of the annual operational budget updated quarterly should be submitted to the COR and one (1) copy to the CO.

Task 2: Reporting Requirements

The Contractor shall prepare and submit written draft and final Monthly Reports, Annual Reports, and a Final Project Report. One (1) copy of each report should be submitted to the

COR and one (1) copy to the CO. Reports submitted under this contract shall reference and cite the contract number in addition to identifying SAMHSA/CSAP as the sponsoring agency.

Subtask(s):

2.1 Monthly Report: This report shall be divided by individual work order task, and include information on the overall activities performed during the reporting period, difficulties encountered during the reporting period, remedial action taken, and a statement of activity anticipated during the subsequent reporting period. The report also shall include any changes of personnel concerned with the project. The draft report shall be due at the end of each month. The final report shall be submitted electronically and the length is not to exceed five (5) pages.

2.2 Annual Report: The Annual Report shall include the results of the contract work during the reporting period for the respective year. This report shall include a summation of the work performed and results obtained over the year. This report shall be in sufficient detail to describe comprehensively the results achieved. A draft report shall be submitted within 45 days, with the final report due within 30 calendar days before the end of the period of performance.

2.3 Final Project Report: The Final Report shall include a summation of the work performed and results obtained over the entire contract period of performance. This report shall be in sufficient detail to describe comprehensively the results achieved. A draft report shall be submitted within calendar 45 days, with a final report within 30 calendar days, before termination of the contract performance period.

Task 3: Prepare and Submit an Office of Management and Budget (OMB) Clearance

Package

As directed by the COR, the Contractor shall perform all tasks associated with preparation and revision of the Federal Register Notice and necessary OMB clearance packages in accordance with the Paperwork Reduction Act of 1995 and 5 CFR 1320. The Contractor shall include a timeline for activities that incorporates at least twelve (12) months for review and approval of the evaluation plan by the Office of Management and Budget (OMB), as required by the Paperwork Reduction Act. Under no circumstances shall primary data be collected from more than nine (9) respondents without prior approval from OMB. The contractor shall provide a draft plan within

45 calendar days of CED, and a final no later than 90 calendar days after CED.

NOTE TO OFFEROR: The current OMB package for Survey of State Underage Drinking Prevention Policies and Practices (OMB No. 0930-0316) expires on November 30, 2021. The Contractor will need to follow up and produce a renewal OMB package for submission.

3.1 Review Current Requirements and Policies with SAMHSA OMB Clearance Officer within two (2) weeks of approval of the Evaluation Plan and prior to initiating work on the OMB clearance package, the Contractor shall contact the SAMHSA OMB Clearance Officer (OCO) to review current requirements and policies and to obtain a copy of

SAMHSA Instructions on How to Write and Submit Requests for OMB Approval under the Paperwork Reduction Act and 5 CFR 1320. The Contractor shall contact the OCO, through the COR, on an as-needed basis to clarify answers to any questions they have about the OMB clearance process and requirements.

First draft is due 45 calendar days of CED to the COR, and the final is due no later than 90 calendar days after CED.

3.2 OMB Clearance Package: The Contractor shall produce and submit to the COR for review and approval a complete draft OMB clearance package within 21 days of approval of the Evaluation Plan, and a final OMB Clearance Package within seven (7) calendar days following initial draft submission. The package must include a Supporting Statement, burden estimates, and complete set of exhibits, including the instruments and measures to be used.

3.3 60 Day Federal Register Notice (FRN): The Contractor shall produce and submit to the COR a draft and final 60 day FRN that indicates the need for a new data collection, and associated materials. The Draft 60 day FRN shall be submitted within 28 days of the approval date of the Evaluation Plan, and the final 60-day FRN within seven (7) calendar days following the initial draft submission.

3.4 30 Day Federal Register Notice (FRN): The Contractor shall produce and submit to the COR a draft and final 30 day FRN, and associated materials. The Draft 30 day FRN shall be submitted within 45 days of the 60-day FRN, with final 30 day FRN submitted within seven (7) calendar days following initial draft submission.

3.5 The Contractor shall provide the Final OMB Clearance Package within 30 days after the end of the 60-day FRN comment period, the Contractor shall produce and submit the final complete OMB clearance package. The Contractor will provide additional clarification in response to comments from OMB. The Contractor should allow for at least five (5) months for the complete review and approval process by OMB.

NOTE TO OFFEROR: OMB packages are currently taking up to 12 months to process.

Task 4.Annual Report to Congress on National Efforts to Reduce Underage Drinking, State Reports on the Prevention and Enforcement of Underage Drinking Activities, and the Sober Truth on Preventing Underage Drinking Act-- Public Law 109-422

This task is inclusive of certain activities specified in Section (c) of the STOP Act to include primarily: the development of the Annual Report to Congress on the Prevention and Reduction of Underage Drinking and the Reports on State Underage Drinking Prevention and Enforcement

Activities. Draft annual Report to Congress and State Reports are due 90 days prior to the projected date of publication.

4.1 The Contractor shall review the prior year’s RTC, and the prior year’s SRs and make or recommend changes as appropriate, following consultation with the COR and interested parties. After formats for the RTC and SRs have been approved by the COR, the Contractor shall immediately begin preparing for and writing the next year’s reports ensuring the currency and accuracy of the data and information contained therein. The

ICCPUD Data Committee and the ICCPUD agencies will assist in this task. The Contractor should assume one (1) format per year for the RTC and deliver one (1) final

RTC plus drafts for review. Contractor should also assume one (1) format per year for the SRs and deliver 51 (one each for every state and the District Columbia) final SRs plus drafts for review.

4.2 As part of the development of the annual RTC the Contractor, with guidance and approval from the COR, shall develop an Executive Summary that is severable.

Contractor shall deliver One (1) final and drafts for review as needed.

4.3 The contractor shall develop and revise the RTC as needed during the clearance process, as well as providing professional copyediting of the report, and ensuring it is 508 compliant. If directed to do so by the COR, the Contractor shall be prepared to use the same process for updating the format and the content of the report in subsequent years.

Contractor shall deliver one (1) final RTC and drafts for review as needed.

4.4 As identified by the STOP Act and prioritized by the COR, the Contractor shall provide accurate and detailed information for the SRs on specific and current (not historical) alcohol-related statutes and policies adopted by the states as this information becomes available, using their APIS expertise and appropriate electronic and other resources that are publicly available; information for this report shall be assembled for each state and territory individually. Contractor shall deliver 51 final SRs organized by HHS region and drafts for review as needed.

4.5 To the extent possible, the information for the SRs will be drawn from information and data that is currently available in APIS; when this information is not available in APIS, the Contractor shall assemble the additional information called for in the STOP Act, using appropriate electronic and other resources that are publicly available. For those areas not already included in the APIS database and are not available publicly, the Contractor or other expert consultant shall canvass each state and other pertinent experts as needed, for the appropriate information.

4.6 To prepare for collecting information for the SRs from the states, the Contractor, drawing on their APIS expertise and with guidance from the COR and expert consultants if needed, shall revise the proposed state questionnaires as required following the OMB clearance process within one (1) month of receiving comments.

4.7 One month after the questionnaire has received OMB approval, the Contractor shall survey all 50 states and the District of Columbia with the approved questionnaire, work with the states to ensure that the information that has been provided is consistent with the intent of the questionnaire, and begin preparation of the SRs that includes information obtained from APIS, additional legal research, and additional information gathered from the states.

4.8 Within two (2) months of receipt of all state questionnaires the Contractor, drawing on their knowledge of the APIS system, and on other expert consultants if needed, and approved by the COR, shall develop the SRs, including the format of the individual state profiles organized by HHS regions, bearing in mind the requirements for the federal government’s mandatory 508 compliance regulations.

4.9 Immediately upon award and as needed by the COR, the Contractor shall continue ongoing development of any current reports not finalized that include data obtained from

APIS or by conducting legal research on those topics not covered by APIS. As part of the legal research process, the Contractor shall develop and implement appropriate quality controls and record keeping, including independent review as needed, decision rules to govern the analysis, and documentation of the process that led to the final result to be included in the SRs.

4.10 The Contractor shall develop, revise, and provide professional copy editing and submit drafts of the individual SRs to the COR for review at various stages of the process to ensure that the requirements of the STOP Act are being met, and within two (2) months of receiving revisions to drafts the contractor shall submit the final SRs to the

COR in a format suitable for printing (and 508 compliant), after incorporating comments from the review process.

4.11 In preparation for surveying the states for the next year’s SRs, the contractor shall conduct at least one (1) of the three (3) identified meetings in Task 8 for interested parties to consider needed changes to the state questionnaire, shall prepare any additional documents necessary for OMB data collection clearance and shall provide these documents to the COR for review within 10 business days. With guidance from the COR, the Contractor shall prepare all documents for OMB clearance, modify the state questionnaire, based on comments solicited as a result of the FRN and OMB feedback. Contract deliverable within two (2) months after submission of final SRs or upon approval of COR.

4.12 If directed by the COR, the contractor shall be prepared to use the same process for updating the format and the content of the RTC and the SRs in subsequent years, and/or to amend the process as needed. In addition, the contractor shall develop and implement a process for selecting new topics for inclusion in the state report, consistent with direction from Congress and SAMHSA, and with input from interested parties. Contractor should estimate a two (2) month period for new topic selection.

4.13 Contractor is responsible for documenting all procedures employed in developing the RTC, the SRs, canvassing the states by: (1) ensuring that the process by which any particular information item was identified, acquired and processed, can be completely understood; (2) maintain a historical record of procedures and changes in procedures in format or information gathering; and (3) provide an up-to-date and transparent description of procedures that can facilitate training and help users resolve detailed questions. Maintain the documentation in a way that is usable and accessible by project staff, the COR, and others as directed.

Task 5: Develop, Maintain, and Update Web-based Questionnaire and Provide Technical

Support to the States and the District of Columbia

The Contractor shall be responsible for developing, identifying, and acquiring accurate and detailed information on underage drinking-related policies adopted at the federal and state levels through appropriate electronic and other resources on an as needed basis, and upon COR review and approval.

5.1 As noted above, the Contractor shall be prepared to use the same process for updating the format and the content of the state report in subsequent years. The

Contractor shall use the previously developed questionnaire that is housed on SurveyMonkey.com. Tasks associated with this activity include, but are not limited to providing maintenance, testing, and, as necessary, website design, revision, and repair of questionnaire website. Ensure that existing functionality incorporated in the design of the questionnaire website operates as intended, and that links (both internal and external) are operational and connect to the intended web pages. As directed, provide the COR with monthly updates to be included in the monthly report, recommend methods and approaches to resolve problems, revise features and functionality, and incorporate new features or functionality.

5.2 The Contractor shall provide and perform quality assurance procedures to document that: (1) hardware and software are functioning properly in storing policy and data information; (2) search capabilities are effective in identifying and retrieving appropriate information; (3) backup and security procedures are adequate to ensure the integrity of the information stored and near-continuous availability of the information; (4) facilities provided on the website function as intended; (5) information and links provided on the website remain up-to-date; and (6) other needs served by this Task are met. Contractor to provide an initial outline two (2) months after CED and a full report at the end of each contract year. The first report is due after one (1) full year of award is completed.

5.3 Contractor is also responsible for documenting all procedures employed in operating the questionnaire website to: (1) ensure that the process by which any particular information item was identified, acquired, processed, and incorporated into questionnaire can be completely understood; (2) maintain a historical record of procedures and changes in procedures used in operating website; and (3) provide an up-to-date and transparent description of procedures that can facilitate training and help users resolve detailed questions. Maintain the documentation in a way that is usable and accessible by project staff, the COR, and others as directed. Contractor to provide an initial outline two (2) months after start of award and a full report at the end of each contract year.

5.4 The Contractor shall develop a plan for and provide both telephone and online technical support to assist state agency staff with completing the questionnaire and will emphasize that the states are only expected to provide data that is readily available and are not required to provide data that has not already been collected.

Contractor to provide not later than three (3) months after contract awarded and COR approves a technical support plan.

5.5 The Contractor shall provide user instructions and a link to the questionnaire housed on a contractor-maintained website. States will be able to email questions to the

Contractor. Contractor to complete two (2) months after a technical support plan is approved by COR.

5.6 On an as needed basis the Contractor, in consultation with the COR, shall answer any questions and post frequently asked questions (FAQs) that may be useful for others on the website.

Task 6: Development of Analytic Papers

The Contractor shall be responsible for identifying and acquiring accurate and detailed information on underage drinking-related policies adopted at the federal and state levels through appropriate electronic and other resources.

6.1 The Contractor shall be responsible for describing underage drinking-related policies at several levels of detail, including descriptive overviews and detailed characterizations of specific policy provisions (including the specific dates on which such provisions became or ceased to be effective). These analytic papers will be used to inform both the RTC and the state reports. These papers (no more than five

(5) per year) will be due one (1) – three (3) months after identification of issue, depending on complexity and after COR approval.

6.2 The Contractor shall be expected to have access to and utilize a cross-disciplinary team of legal and social science professionals in order to provide comprehensive analysis regarding the prevention and enforcement of underage drinking at federal, state, and local levels. Experts shall be confirmed one (1) month after contract award and within two (2) weeks of need being identified.

6.3 The Contractor under the direction and approval of the COR shall prepare two journal articles, approximately 10-20 pages in length describing the current scientific trends, policy, programs and practices and the lessons learned for two peer-reviewed journals, such as the American Journal of Preventive Medicine, and Prevention Science – official journal of the Society for Prevention Research. The final manuscript shall be camera-ready and formatted for publication according to journal specifications. Two copies shall be submitted: one each to the COR and the Contracting Office.

Task 7: Concept Facilitation, Staff Development, and Expert Consultants

On occasion, SAMHSA/CSAP requires additional expert consultation and staff development to ensure the sustainability of the STOP Act and other underage drinking related projects. The

Contractor may also need additional logistical assistance in meeting/workshop planning. The Contractor shall hire consultants (on an as needed basis) specified by the COR, to speak, facilitate and/or present, prepare special reports, papers, or other documents such as training materials for use in conjunction with the projects and meetings supported by this contract. The

COR will provide the Contractor with all requirements for analysis, reports, papers or documents such as topics, purpose of document, intended audience and use, style/format, providing the Contractor with any reference materials to be used by the consultant in the preparation of the assigned analysis, reports, papers, or documents.

7.1 As directed by the COR, the Contractor shall identify national subject matter experts.

The Contractor shall be responsible for recruiting consultants with the requisite qualifications in response to the tasks of this contract. The contractor may also receive candidates identified by SAMHSA/CSAP from the COR.

Specifically, the contractor shall provide a consultant who is a subject matter expert on current and emerging data pertaining to underage drinking. The Consultant shall provide data analysis and information relevant to the development and/or updating of the RTC and SRs. The consultant should have a history of having worked closely with federal officials on, and have an extensive familiarity of data related to, underage-drinking from such data sets as SAMHSA’s NSDUH, the National

Institute on Drug Abuse’s Monitoring the Future Survey, the Centers for Disease Control’s Youth Risk Behavior Surveillance System, and the National Highway

Traffic Safety Administration’s Fatality Analysis Reporting System. In addition, the consultant shall work with and provide analytic support to the Data Committee of the ICCPUD with regard to data for the RTC. The consultant shall regularly interact with SAMHSA policy staff and the COR on this activity. The consultant shall perform writing activities that include developing memos and reports. As needed, the consultant will attend meetings via phone with the ICCPUD and the ICCPUD Data Committee.

NOTE TO OFFEROR: For budgetary purposes, this task permits up to three (3) consultants per contract year for an average of 25 days each and permits six (6) trips total averaging $1,500 per trip to include airfare, per diem, lodging, and ground transportation.

7.2 As needed and upon approval of the COR/CO, the Contractor shall negotiate a daily rate with proposed consultants on a per assignment basis. This rate should not exceed $450.00 per day unless the Contractor requests an exception and can document an approved federal rate for the consultant for similar work and the Contracting Officer approves this rate. The Contractor shall be responsible for ensuring that consultants submit requested material in accordance with the specified schedule of deliverables. The COR will be responsible for reviewing deliverables, providing substantive feedback to the consultants, and for approving final documents.

7.3 Upon approval of the COR the Contractor shall develop learning products and shall conduct no more than two (2) workshops that foster the better use of information contained within the RTC and SR, and enhance the development of the federal prevention workforce to effectively communicate key findings, elements, and information related to preventing underage drinking nationally and within local communities.

Task 8. Meeting/Workshop Facilitation

The Contractor can anticipate no more than three (3), two-day small meetings/workshops for approximately 50 “interested parties” and federal representatives who will not be the responsibility of the contractor to support travel, lodging, or per diem. At the direction of the COR, these small meetings/workshops may take place in-person or via the web.

8.1 Invitations and Correspondence with Participants:

Upon acceptance of the work plan for the meeting on surveying the states for the SR, the Contractor shall propose a list of invitees, the COR shall provide a final list of invitees and the contractor shall send a separate invitation to the members of the final invitation list, when possible six (6) weeks before the meeting.

8.2 Pre-Meeting/Workshop Support:

The following timeframe shall be followed unless there is an urgent or unforeseen need to conduct a workshop or meeting, which calls for a compressed schedule. In this event, a reasonable schedule will be negotiated.

Six (6) weeks, when possible, prior to each workshop, conference or meeting, the Contractor and the COR shall meet to discuss meeting plans, and proposed consultants in detail. The COR will submit a list of participants and/or consultants at this time.

After the planning meeting with the COR and the Contractor, the Contractor shall prepare and provide two (2) copies of a draft letter of invitation or a conference announcement (whichever is appropriate) five (5) weeks before event indicating the title, dates, purpose and location of the meeting, accommodations, travel arrangements and reimbursement procedures and submit to the COR for review and approval.

The final invitation letters will be prepared and submitted to the COR for signature of the designated SAMHSA/CSAP official two (2) days after COR comments, and four (4) weeks prior to the workshop/meeting. The Contractor shall mail or email the letter/announcement to each participant. The letter/announcement shall require the invitee to return an acceptance/registration form to the Contractor with appropriate information.

The Plan of Performance included in the proposal shall include, but not be limited to:

a. Systems or procedures for inviting and coordinating meeting/workshop participants and program presenters (including draft invitation and confirmation letters) and mechanisms or a system for handling cancellation, no shows, and partial attendance.

b. Systems or procedures for preparation and distribution of meeting agendas and other reports as necessary; systems for ensuring each meeting is conducted in a professional manner, including systems for providing visual presentation aids, if necessary, and procedures for dealing with problems.

c. Systems or procedures for recording or transcribing proceedings, when necessary, and for the flow of draft and final papers between writers, contractors, COR and others, as appropriate. The contractor shall also provide editorial assistance as requested.

d. Systems or procedures to handle logistical arrangements, duplication, and shipment of documents in a cost efficient manner.

e. Based upon advance registration forms received, the Contractor shall prepare registration packets for each meeting and each attendee.

f. A copy of the final agenda shall be submitted to the COR for review four (4) weeks before the meeting/workshop. Upon COR acceptance the Contractor shall prepare the final agenda and duplicate sufficient copies for meeting/workshop needs. The Contractor shall ensure that all registration, handout, and publication materials reach the site in a timely manner. Registrants for meeting/workshop should receive a registration packet. At minimum, this should include the list of registrants and other briefing materials as identified. All items must arrive with the Contractor's staff or shipped to the meeting/workshop site at least three (3) days prior to the meeting. If the latter materials fail to arrive on time, the Contractor shall be responsible for preparing replacements and ensuring their delivery.

8.3 Use of Consultants:

The Contractor shall hire consultants to serve as speakers and/or content experts to speak, facilitate and/or present, prepare special reports, papers, or other documents such as training materials for use in conjunction with workshops and meetings supported by this contract at least six (6) weeks before meeting/workshop when possible. The COR will provide the Contractor with all requirements for these reports, papers or documents such as topics, purpose of document, intended audience and use, style/format, length, and an outline of material to be covered, as appropriate. The COR will specify a schedule of deliverables for the requested materials and, as appropriate, will provide the Contractor with any reference materials to be used by the consultant in the preparation of the assigned reports, papers or documents. The Contractor shall identify experts in topic areas. The contractor shall be responsible for the qualifications for consultants recruited by them in response to the tasks of this

Contract. The Contractor shall also receive candidates identified by SAMHSA from the COR.

NOTE TO OFFEROR: For budgetary purposes, on an as needed basis, this task permits up to three (3) consultants to participate in up to three (3) meetings of not more than two (2) days each averaging $1,500 per trip to include airfare, per diem, lodging and ground transportation. The Contractor shall negotiate a daily rate with proposed consultants on a per assignment basis. This rate should not exceed $450.00 per day unless the contractor requests an exception and can document an approved federal rate for the consultant for similar work and the CO approves this rate. The Contractor shall be responsible for ensuring that consultants submit requested material in accordance with the specified schedule of deliverables. The COR will be responsible for reviewing deliverables, providing substantive feedback to the consultants and for approving final documents.

8.4 Arrangements for Meeting/Workshop Facilities:

Within five (5) weeks of the event, the Contractor shall work with the COR to determine if the meeting should be held virtually, or held as a face to face meeting in a government facility. If the meeting is to be held face to face (subject to COR approval) then the Contractor should assist the COR in identifying government facility for the meeting. The Contractor shall work with the COR to arrange for meeting rooms and, as required, microphones and public address systems, and any other visual equipment and services as required by the COR. Prior approval from the COR shall be obtained before the Contractor schedules any meetings at a

Government facility.

8.5 Meeting/Workshop Plan Implementation:

The Contractor is responsible for overall meeting/workshop coordination and logistics.

The Contractor shall have at least two (2) staff on site for each meeting to manage the logistical arrangements. If necessary, this shall include one (1) staff person at a registration desk on the evening before the first full day of multi-day meetings;

two (2) staff during the conference until midday the final day.

The Contractor shall assist, if necessary and as requested, in organizing and setting up of the display, materials, reports, and publications, sent by

SAMHSA/CSAP and other participants. This display area shall contain sign-up sheets for the contributor of the material, in order to mail copies to any requestors.

The Contractor shall prepare registration packets, name badges and name plates/tents for each participant including federal employees. The registration packets shall include the agenda, name badge, evaluation form and other appropriate materials as identified by the COR and the Contractor. Four (4) weeks prior to the meeting/workshop, the Contractor shall submit a sample packet to the COR for approval.

The COR’s comments will be submitted to the Contractor within five (5) working days after receipt of the packet. The Contractor shall also have at least five (5) extra badges, packets, agenda, and participant lists available on site.

As directed by the COR, the Contractor shall arrange for the proceedings of each workshop, conference or meeting to be recorded on audiotape and/or prepare meeting notes in a summary document.

NOTE TO OFFEROR: For budgetary purposes, the meeting may require or include the following as requested by the COR:

1. Storage media, photocopying capacity, LCD projector, PowerPoint capacity, white boards and paper flip charts; and

2. It is anticipated that in one or two sessions of each meeting/conference the contractor shall attend and capture the major issues, points of agreement and prepare a summary.

3. If graphic support is necessary at the conference, the Contractor staff shall work closely with speakers/presenters as identified by the COR.

The Contractor shall develop a meeting evaluation form to record comments made by participants on the meeting/workshop content and logistics and provide the results to the COR within 10 working days. The mechanism/forms to be used by the Contractor staff must be submitted for COR review at least three (3) weeks prior to the Conference.

8.6 Post-Meeting/Workshop Task:

In addition to the evaluation forms, the Contractor shall develop a mechanism to capture the number of attendees, key points raised during discussion, as well as impressionistic information on level of interest and quality of the presentations.

Within two (2) week after the end of the event, the contractor shall prepare for COR approval, a summary analysis of the meeting/workshop including but not limited to the outcome of the evaluations as well as the major recommendations and/or points made throughout the meeting/workshop.

Task 9: Transition Plan at End of Contract

In the event that a contract for future similar requirements is awarded to another contractor, the incumbent Contractor shall provide the necessary documentation, resources, and materials to ensure a smooth, orderly, and timely transition of services to the successor contractor. Transition activities that minimize any effects on producing the RTC and the SR, with an emphasis on maintaining a high level of data quality as a result of changing to a new contractor, are of the utmost importance.

9.1 The Contractor shall provide, no later than the eighth month of the final performance period, one (1) electronic copy of the plan for transfer of the project to either the government or a new contractor (as applicable). If necessary, the

Contractor shall initiate transition activities sixty (60) calendar days prior to the expiration of the contract. These activities include:

a. Continued full service to stakeholders, interested parties, and SAMHSA;

b. At the Contracting Officer’s discretion, participation in five (5) or more meetings with the new contractor to effect a smooth transition.

c. Provision of complete documentation and all hardware, software, materials and data produced or acquired with contract funds, or under the Contractor’s control as Government Furnished Property or Materials shall be turned over to SAMHSA or the new Contractor in good condition and, during a three (3) week transition period, the Contractor’s senior personnel shall train the new personnel (contractor or government) in all system operation and maintenance functions; and

d. Performance of appropriate closeout of all outstanding technical and related work.

9.2 Unless the underlying data used in the selected study analyses are leased or proprietary, analytic files where source files are reduced in volume and tailored to specific analyses, data analytic programs and the results produced under the auspices of this project will be the property of the federal government. If state data are used, the federal government shall collaborate with the participating states in planning, carrying out, and disseminating the results of such analyses.

All information and materials including data developed under this contract are the property of the government and shall be delivered as part of the turnover at the end of the contract. The Contractor, without the written permission of the government, shall not release information developed under this contract.

Options to Extend Services

Pending availability of funds and adherence to performance criteria, up to four (4) additional years beyond the Base Year (Option Years 1 through 4), as appropriate, may be exercised for the same kind of work as described for the Base Year contained in this Performance Work

Statement.

OPTION 1: Extension of the Requirement for One 12-Month Period Under this option the contract would be continued for a period of one year, upon exercising of the option by modification of the contract. Tasks to be performed would continue to be those identified in the Performance Work Statement, as noted in the Delivery Schedule and/or as modified. (Option 1 is Year 2).

OPTION 2: Extension of the Requirement for One 12-Month Period Under this option the contract would be continued for a period of one year, upon exercising of the option by modification of the contract. Tasks to be performed would continue to be those identified in the Performance Work Statement, as noted in the Delivery Schedule and/or as modified. (Option 2 is Year 3).

OPTION 3: Extension of the Requirement for One 12-Month Period Under this option the contract would be continued for a period of one year, upon exercising of the option by modification of the contract. Tasks to be performed would continue to be those identified in the Performance Work Statement, as noted in the Delivery Schedule and/or as modified. (Option 3 is Year 4).

OPTION 4: Extension of the Requirement for One 12-Month Period Under this option the contract would be continued for a period of one year, upon exercising of the option by modification of the contract. Tasks to be performed would continue to be those identified in the Performance Work Statement, as noted in the Delivery Schedule and/or as modified. (Option 4 is Year 5).