0518_Attach_02_Schedule_of_Deliverables.docx

RFP No. 280-18-0518 Attachment 2

Tribal Training and Technical Assistance Center Delivery Schedule

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

Core and/or Optional Task(s) Deliverables:

Draft Plan of Performance Revise Draft Plan of Performance Final Plan of Performance Update Plan of Performance

TBD

2 weeks after the start of contract year 2 weeks after kick-off meeting 3 weeks after feedback 1 week after feedback Upon request

Deliver GONAs Provide 2-5 page summary

TBD

In the monthly report

2.1.b TTA to a Broad Audience – Learning Community Plan and facilitate Learning Community

2.1.c TTA to a Broad Audience – TA Provide TA Review TA requests with COR/Alternate COR Submit TA requests in TTA tracker Provide summary of TA activities Conduct follow-up TA sessions via phone

110 days Ongoing

6 months after initial TA delivery

2.2.a TTA to a Focused Audience – GONAs Deliver GONAs Provide 2-5 page summary

2.2.b TTA to a Focused Audience – Learning Community Plan and facilitate Learning Community

2.2.c TTA to a Focused Audience – TA Provide TA Review TA requests with COR/Alternate COR Submit TA requests in TTA tracker Provide summary of TA activities Conduct follow-up TA sessions via phone

110 days

Weekly

In monthly report

6 months after initial TA delivery

2.3.a TTA to an Intensive Audience – Identifying and Inviting Participants Develop a strategy for identifying new participants Prepare report recommending participants Propose a method for substituting sites or revising strategy if necessary Invite communities to receive intensive TA Site visit to communities and develop a plan for leadership and oversight

Within 10 weeks of CED

Within 12 weeks of CED

Within 16 weeks of CED

Within 2 weeks of formal acceptance

2.3.b – TTA to an Intensive Audience – Readiness Assessment and Community Engagement Prepare list of 20 proposed training experts Conduct CRA for each community Conduct a GONA /CMP upon request for each community Conduct site visits to plan GONA/CMP, CRA, and TA for final CPP Submit site visit report

Within 12 weeks of CED

With monthly report

2.3.c – TTA to an Intensive Audience Infrastructure Development Assistance and Support Provide a strategy for implementing services and interventions for each community Coordinate with community to hire additional staff.

Provide virtual TA to each community Track TTA

60 days

Within 8 weeks of completing the CPP

Within 4 weeks of CPP submission

2.3.d TTA to an Intensive Audience – Monitor Community Prevention Plans Contact each site implementing a CPP to assess progress by phone Develop a process evaluation protocol that provides feedback for TTA Compile a description of each community’s progress

Monthly

12 weeks after the CED

Every 6 months

2.3.e TTA to an Intensive Audience – Sustainability and Mentorship Activities Conduct follow-up CRAs to refine TA Develop and submit an updated CPP Collaborate with each site in developing a CSP Conduct site visit to mobilize community around the CPP and CSP Assist communities with planning and adjusting for transitions

Yearly

Within 16 weeks of the CED Within 4 weeks of submitting a CPP

Draft plan for production and dissemination of findings and work products Revise plan and submit as a revision to the Plan of Performance Develop and produce work products as described in the final plan

· 1

Within 6 weeks of the start of the contract year

· 8 weeks from the start of the contract year

3.2 Web Page Maintenance, and Management

Provide content updates as needed using Develop background materials Ensure 508 compliance

3.3 Listserv Development and Maintenance

Assume management of TTA listserv

Update listserv Disseminate announcements, resources, and materials

Within 1 month of the start of the contract year Quarterly Weekly

3.4 Document Preparation – Briefings, Presentations, and Communications Prepare letters, memos, and reports Prepare briefings

· TBD

· 5-7

Collect TTA outcome data Provide GPRA measures and summary Ongoing

TBD

Every 6 months

Develop draft Annual Report

Prepare revised final Annual Report Construct and deliver a draft End of Contract Report with Executive Summary Submit Final End of Contract Report

First monthly report 30 days from CED then by the 10th workday of each month NLT 1 month from the end of the contract year NLT 1 week after feedback 8 weeks prior to end of contract

By contract expiration date

Task 6 – Transition Plan and Turnover at End of Contract

Develop Transition Plan Participate in meetings to facilitate transition to the new Contractor Deliver all publications, materials, files, in electronic format to the COR/Alternate COR Return all equipment purchased under the contract.

Deliver all software acquired, developed or altered with documentation Return all data used in the project Develop and electronic inventory list

8 weeks prior to end of contract

End of contract

Optional Task 7 Planning, Training, and Meeting Logistics and Support for SAMHSA’s Tribal Technical Advisory Committee (STTAC)

7.1 Planning Meeting with COR and Alternate COR

· Develop a schedule of TTAC and TWG Meetings

NLT 8 weeks prior to each meeting

6 weeks from start of the contract

7.2 – TTAC Meeting Preparation Provide Update on TTAC Delegates Revise TTAC Roster

Find sites for meetings

2 weeks prior to each event 8 weeks prior to each event 10 weeks prior to each event

7.3 – TTAC Work Group (TWG) Meeting Preparation Convene a virtual TWG meeting Create and maintain, and update contact list of experts Submit meeting minutes

10 days after each meeting

7.4 – TTAC Presentation Materials Develop a list of speakers

Confirm speakers

Develop agenda and speakers Maintain a resource bank

2 in person and 1 virtual meetings 2 in person and 1 virtual meetings

1 month after the start of each contract year 2 months prior to each meeting 1 month prior to each meeting

7.5 – Logistics, Audio/Visual Equipment and Supplies Make travel arrangements Make arrangements for virtual TTAC and TWG Meetings Ensure availability of AV equipment Prepare hard copy and electronic meeting packages Supply note charts, pens, and writing tablets

20 travelers

20-25

2 months prior to each meeting

1 week prior to each meeting 1 week prior to each meeting

Day of the meeting

7.6 – Debriefing/Post Meeting Tasks:

Set up debriefing

Submit meeting minutes Complete reconciliation of bills, etc. to attendee

NLT 2 weeks after each meeting NLT 2 weeks after debriefing meeting NLT 3 weeks after each meeting

Optional Task 8 – Circles of Care Grantee Technical Assistance

8.1 Individualized Technical Assistance to COC Grantees

TA for 13 grantees Maintain contact info and TA summary Coordinate resources and disseminate information to grantees from other SAMHSA contractors

· Develop grantee TTA plans and provide to COR/ACOR and CoC GPO for approval

· Conduct site visits

· Prepare and send site visit summaries

Monthly

NLT 2 weeks after each site visit

8.2 Cross-Site Group TA to COC Grantees

· Draft content for monthly webinars

· Submit topic and final contents

· Facilitate webinars

· Foster peer to peer opportunities

· Facilitate cross-site visits

2 weeks prior to first webinar 1 week prior to each webinar

TBD

8.3 – Subject Matter Expert and Grantees Materials Development

· Identify a subject matter/content specialist

· Secure the services of the subject matter/content specialist Develop TTA materials for required documents

3 weeks from start of contract year

· 3 weeks from start of contract year

8.4 - Final Circles of Care VII Report

· Produce a draft final report at the end of the last year of the grant program.

· Submit final report at the end of the last year of the grant program

· 1

· 30 days after 3 Year grant cycle ends

· 3 weeks after receiving feedback

· Draft Save the Date

· Distribute Save the Date

· Hold series of conference calls Submit draft agenda

· Submit final agenda

· Develop registration process

· Develop registration packets

· Conduct logistics and site selection

· Make travel arrangements for consultants

· Ensure availability of audio visual supplies and equipment

· Supply necessary equipment

· Provide facilitators

· Identify SMEs

· Manage consultant agreements

· Conduct conference calls with consultants

· Submit consultant materials/ presentations

· Debriefing/post training including conduct follow ups, reconcile bills, honoraria, thank you letters, meeting summaries

· Provide evaluation forms and collect completed forms from each participant at the close of the meeting

· Develop and draft meeting report

· Submit final meeting report

Ongoing

90-100

3-4

1 for each participant

· NLT 4 months prior to grantee meeting

· 4 months prior to meeting

· 3 months prior to event

TBD

· 2 months prior to meeting

· TBD

· 2 months prior to meeting

· 2 months prior to meeting

· 4 months prior to meeting 2 months prior to meeting

· 1 week prior to the meeting

Day of the meeting

· Day of meeting

TBD

3 months prior to meeting

TBD

Within 2 weeks of the end of the meetings

At close of meeting

Within 2 weeks of the meeting Within 2 days of feedback

· Prepare and submit meeting summary

· TBD

· Within 4 weeks of end of the meeting