2017_SAMHSA_IDIQ_Domain_Descriptions_final_5-18-2016_(2).docx

2017 SAMHSA IDIQ DOMAIN DESCRIPTIONS

Domain I. FEASIBILITY, PILOT, AND EVALUATION PROJECTS

Feasibility and Pilot

A feasibility study is usually done to determine whether an organizational activity, a treatment service, strategy, intervention, survey, or a statistical operation will work as intended. Feasibility studies are usually done on a small scale over a relatively brief period of time. Pilot studies are usually done to determine whether the results of a feasibility study can be successfully replicated under a broader set of circumstances reflective of the intended range of applicability.

The Contractor shall design, execute, and report results from feasibility and pilot studies and develop tools to increase fidelity to successful models. The Contractor shall identify the key components of the feasibility or pilot study, the units that will participate in the study and a procedure by which units might be sampled, invite units to participate in the study, arrange all logistics for the study, provide support to the units as the study is executed, convene the sampled units as needed throughout the study, collect both qualitative and quantitative information on unit performance in the study, prepare a summary report on the outcome(s) of the study with recommendations for next steps (including any recommended changes), and develop technical assistance resources to promote increased fidelity in the application of identified models.

Evaluation

Evaluation studies can be done at the project or program level; can be experimental, quasi-experimental or non-experimental in design; and can include a range of qualitative and quantitative data and information for numerous subject areas. Projects may include a focus on comparative effectiveness, an evaluation of the sustainability of the program, and/or an evaluation of the scalability of the program being evaluated.

The Contractor shall develop a preliminary evaluation design (including mixed methods evaluations), which will measure relevant aspects of program performance. Together with the COR and program staff, the Contractor shall revise, identify or develop evaluation instruments, data collection plan, data dictionary, and data analysis plan; identify the questions to be addressed by the evaluation study; design an evaluation study capable of successfully answering the evaluation questions; prepare and submit Office of Management and Budget (OMB) clearance package, if required; develop professionally-validated data linking algorithms to support program evaluation; invite participation in the study; arrange all logistics for the study; provide technical assistance on the evaluation as needed; develop a system for data collection tools that shall include data validation and cleaning; collect both qualitative and quantitative data and/or information as appropriate; analyze resulting data and/or information; prepare a report that details the evaluation questions, design, results, and discussion; and brief the COR and program staff on the evaluation.

The Contractor shall meet with the COR and program staff to obtain background information on the program to be evaluated (e.g., a program theory/logic model, policy or evaluation questions); review program materials; conduct interviews with program staff; review existing data on program operations; assess current research on the program to be evaluated, which may require conducting environmental scans or literature reviews; and develop and conduct performance (process and outcome) measures and assessments (e.g., effectiveness) of programs.

Domain II. STATISTICAL PROJECTS

Sampling Designs and Statistical Methods

The Contractor shall provide expertise and consultation on the design of complex survey design, sampling procedures, variance estimation, compound weights, simulation studies, and statistical methods for analyses of sample survey data with a range of complex designs. Note: Some designs may need to be suitable for generating data required by the Government Performance and Results Act Modernization Act of 2010 (GPRAMA). The Contractor shall provide expertise in evaluating data quality from censuses and sample surveys in the domains of sampling and measurement error, nonresponse and coverage bias, and the effect of data processing and statistical disclosure methods on data quality.

Acquisition and Development of Data

The Contractor shall identify and acquire federal and/or non-federal databases that can provide answers to questions posed by the government (e.g., household surveys, facility surveys, employer surveys, census data, health claims databases, etc.). Such databases may be required to respond to GPRAMA reporting requirements. When such databases are not available, the Contractor shall provide recommendations on ways alternative databases can be developed. Methods may include building databases from other pre-existing databases or recommending new data collections.

When potential databases or sets are identified, the Contractor shall determine the quality of the data, its completeness, accessibility of the data, any associated costs, use agreements and fees, required security training, etc. In some instances, a data set may need to be manipulated by imputations, weighting, and/or other methods to correct unit or item non-response. Once the government has concluded that the databases or sets are fit for use, the Contractor shall acquire and process them. In some instances, the Contractor shall process information for use by others (e.g., processing federal information for use by the states). Should these files be intended for public dissemination, the Contractor shall conduct an evaluation of the risk of disclosure, identify steps to remediate that risk, and then proceed with implementation.

When a new data collection is required, the Contractor shall perform all tasks associated with preparation of instruments or questionnaires including but not limited to an Office of Management and Budget (OMB) clearance package, sampling design and execution, field data collection and cleanup, electronic data files/public use data sets along with appropriate disclosure risk review and remediation, and tabular/graphical analyses. This work may also include background research, literature reviews, expert reviews, cognitive interviews, focus groups, and pilot tests. The Contractor shall specify methods that will be used to collect data, whether onsite (e.g., face-to-face interview) or for large-scale data collections including household or establishment surveys, whether the data would be collected through the Internet, telephone, paper forms, and/or through medical records review. The Contractor shall define site or respondent selection criteria, potential study sites or sampling units, and indicate options and relative advantages of different sampling plans. The Contractor shall conduct large scale data collections (e.g., 10,000 mental health organizations or 35,000 clients or respondents); collect data onsite or through the Internet, telephone, paper forms, and/or through medical records review; perform complex sampling and weighting procedures for probability samples; and imputation of missing data to account for non-response. The Contractor shall conduct and report on expert reviews, cognitive interviews, and focus groups.

Analyses of Complex Quantitative Data

The Contractor shall prepare and conduct analyses of complex data sets, whether for survey data derived from complex sampling designs, federal and/or non-federal databases, or for analysis of cost, service utilization, outcomes, and population distinctions. The Contractor shall be required to use appropriate statistical software (e.g., SUDAAN, Westvar, STATA) in performing analytic tasks. Analytic results may also be used to prepare variance curves or to design effect tables for inclusion in reports for users who want to interpret the statistics from a survey or study. The Contractor shall prepare a summary report that integrates findings from the data analysis and literature review, and as required, identify current gaps in knowledge and recommended solutions to gaps in knowledge.

Development, Implementation, and Testing of Quality Tools

The Contractor shall develop, test, implement, and assess tools related to clinical and system practice guidelines, outcome measures, population and service report cards, and performance indicator systems. This work may include the compilation and reporting of process and outcome data required by GPRAMA. This work may also include performance management and continuous quality improvement. The Contractor shall conduct a review of current literature and practice; develop structures, processes, measures, criteria, and benchmarks; consult with key persons and groups (e.g., a panel of experts to discuss, review, and critique indicators of mental and/or substance use disorders [SUD]); prepare summary reports for various target audiences; generate automated reports and ad hoc analysis; conduct a review of developments in parallel fields; examine new technology and its potential application to the field; and perform other tasks that promote the development, testing, implementation, and assessment of tools.

Domain III. POLICY ANALYSIS AND PROGRAM RELATED PROJECTS

Policy Analysis

The Contractor shall assess policy issues and current trends including but not limited to local, state, national, and international mental health and substance abuse policy; emerging strategies to address disparities in behavioral health access, quality and outcomes for racial, ethnic, tribal, sexual, and gender minority populations; federal and state health parity reform efforts; and financing of evidenced-based care in behavioral healthcare systems. The Contractor shall organize, convene, and conduct focus groups, technical groups, or consultations to provide information on select topics of interest. The Contractor shall, with input from the COR, identify participants. The Contractor shall make all logistical arrangements for non-federal participants, prepare meeting agendas and summaries, and conduct all follow-up activities.

The Contractor shall develop a clear statement of the issue; compile qualitative and quantitative data, available analyses, available policy/mission statements including but not limited to civil rights, language and discrimination policy, referral policies, health insurance policies, and other federal policies, and other relevant information; and prepare an analysis of policy/program alternatives, together with the pros and cons of each and a statement of their likely future success.

When quantitative analysis is involved, the project may have a systematic review of literature and development of the policy questions examined; a clear and technical description of statistical or econometric methods proposed; and identification of one or multiple national or large specialty data sources (with explanations of the strengths and limitations of the data).

The Contractor shall obtain and analyze federal and/or non-federal data sets that address topics identified by SAMHSA, undertake analysis to determine the quality and characteristics of these data sets, and conduct quantitative and qualitative analyses of the data sets to address specific questions. The Contractor shall create, manipulate and analyze data sets of varying size and complexity, and use appropriate methods/procedures to conduct and report policy analyses.

The Contractor shall prepare analyses of the data sets in the most cost-effective way and prepare appropriate frequency, percentage, and rate distributions, or other statistical measures specified by the COR. Special attention shall be devoted to economical processing of data analysis, and the Contractor shall identify shortcuts and best practices that will reduce costs when large data sets are analyzed. In some instances, the Contractor may be required to consider complete survey designs and sampling weights or to prepare complex analyses (e.g., logistical regression, hierarchical linear modeling) using these databases.

The Contractor shall develop the report or article with succinct analysis and clear graphics, and produce and present findings and recommendations. Analyses shall be presented in a report format suitable for the intended audience.

Regulatory Policy

The Contractor shall set up a process for and conduct review, categorization, and analysis of comments submitted in response to various proposed and final behavioral health rules and regulations as well as sub-regulatory guidance. In addition, the Contractor shall perform regulatory impact analyses as required by federal regulations and the Office of Management and Budget (OMB) guidance.

Developing Programs

The Contractor shall identify and develop potential approaches and deliver the needed intervention for the resolution of one or more issues identified by the government for a number of subject areas. These issues may include but are not limited to aspects of mental and/or substance use disorders (SUDs); treatment; prevention and healthy development; recovery support; promotion and adoption of evidence-based practices and practice-based evidence for targeted populations; disparities in behavioral health access, quality, and outcomes for racial, ethnic, tribal, sexual, and gender minority populations; delivery of a therapeutic intervention; system or financial organization; collection and dissemination of information; workforce development (capacity and training); issues encountered due to the interface with the larger community, including schools, rehabilitation organizations, criminal justice organizations and others; and issues related to local, state, national, and international mental and/or SUD.

In identifying and developing potential approaches, the Contractor shall, with input from the COR, identify and engage available experts in the field. The Contractor shall convene and conduct meetings, focus groups, technical groups or consultations; prepare and support federal presentations at conferences and workshops; examine solutions to parallel problems in other fields; and use available means to define appropriate structures, processes and develop products. The Contractor shall make all logistical arrangements for non-federal participants, prepare meeting agenda and summaries, and conduct all follow-up activities.

In selected instances, the Contractor shall prepare analyses in preparation for and/or from the meeting results. Analyses may include forecasts of current trends or likely future scenarios, policy issues, demographic characteristics and population projections, financial and service projections, and projections about service outcomes and system performance indicators. This task may include identifying gaps in the behavioral health workforce that impeded high quality, culturally competent care for racial, ethnic, tribal, sexual, and gender minority populations. The Contractor shall manipulate data sets of varying size and complexity and use appropriate methods/procedures to conduct and report projection analyses.

Once approaches are identified and developed, the Contractor shall propose and implement federal program and/or federal-private sector partnership scenarios for implementing the solutions. These scenarios may include grant programs, technical assistance, visits to model programs, dissemination of best practices, coordination with public awareness activities, development of innovative technologies, identification, development and/or adaptation of evidence-informed training strategies including but not limited to those that are uniquely effective for specific racial, ethnic, tribal, sexual, and gender minority populations; and other mechanisms by which the approaches can be implemented. Program development activities shall result in a coherent set of recommended federal activities with a rationale for their operation. The Contractor shall consider and incorporate linkages and complementary interactions among federal programs and policies as a key feature of program development.

Per the Digital Accountability and Transparency Act of 2014 (DATA Act) and the Government Performance and Results Act Modernization Act of 2010 (GPRAMA), the Contractor shall identify in conjunction with the COR and program staff, which SAMHSA performance measures relate to demonstrating the impact of each program’s success. In this capacity, the Contractor shall support, where necessary, the COR in meeting programmatic compliance with the DATA Act and GPRAMA once the program is implemented. The Contractor shall perform program analyses related to performance measures, among other activities. The Contractor shall utilize SAMHSA’s databases in conjunction with other survey and archival data, as appropriate.

Program Support

The Contractor shall provide program support to federal mental and/or SUD program development, treatment and prevention services, capacity building (service/infrastructure), and science to service/service to science. This support may take the form of preparing issue papers; examining specific program practices and recommending improvements; assisting with the peer review of grant applications; conducting literature searches; determining and reporting on program effects; identifying new practices and technologies; reviewing program portfolios; examining and recommending improved management techniques and staffing patterns; identifying best practices for financing and programmatic sustainability; identifying opportunities for private-public sector partnerships; consulting with program constituents at the federal, state, and local levels; and reviewing other activities necessary for program operations.

As appropriate, the Contractor shall prepare analyses and recommendations in the form of verbal and written reports, and shall consult with the COR and other federal staff to clarify any questions.

Domain IV. COMMUNICATIONS PROJECTS

The Contractor shall conceptualize, plan, research, develop, design, implement, disseminate and evaluate the effectiveness of communications projects, related materials, and dissemination tactics for awareness building, education, and knowledge transfer. The purpose of communications products is to increase awareness and to educate service providers, consumers, policy makers, the media, SAMHSA staff, and the general public about SAMHSA’s mission to reduce the impact of substance abuse and mental illness on America’s communities; its strategic initiatives, and its programs, products, and services concerning mental illness and substance abuse prevention, treatment and recovery services.

Knowledge of Communications

The Contractor shall employ the full array of cost-effective modern communications theories, practices, skills, and knowledge. These include but are not limited to print and electronic materials for traditional, online, and social media platforms; health communications, and stakeholder and public engagement. Tasks include but are not limited to strategic planning and development of tactical execution plans; conducting environmental scans, needs assessments, gap analysis, audience analysis and segmentation; storyboarding; focus group and message testing; content development to serve diverse audiences including racial, ethnic, tribal, sexual, and gender minority populations; reporting metrics and outcomes and assisting in consensus development; awareness building and promotion; public relations and stakeholder engagement; public affairs and media outreach activities; materials development, content preparation, graphics design and production for print, audiovisual, digital, and electronic media; video and audio production; pre- and post-testing, evaluation (formative, process, and outcome); production of live, satellite, and virtual conferences; development of PSAs and podcasts; understanding of communications channels in order to conduct strategic, effective, and user-centric behavioral health interventions, campaigns, and outreach; and develop web content in accordance with SAMHSA, HHS and federal digital policies.

Planning and Evaluation

The Contractor shall develop a comprehensive plan for a communications, awareness, education, and/or knowledge transfer project, utilizing the professional skills and experience described above to identify the most appropriate target audiences, determine the best evidence-based methods to reach the target audience and effect change, and utilize both conventional and innovative communications strategies and platforms when applicable, and agreed upon by the COR and program staff. The Contractor shall utilize an appropriate evaluation methodology (e.g., development of consistent metrics across platforms, development of the Office of Management and Budget (OMB) packages as needed) and address SAMHSA-specific performance measures for all projects and propose additional evaluation and communications methods. The Contractor shall conduct formative and evaluative research, conduct outcome and impact evaluation, dissemination, and implementation of research/evaluation findings. The Contractor shall develop plans documenting “success stories” from constituents and programs with concrete outcome data and reports on the most important/successful outcome data points.

Application

The Contractor shall apply appropriate communications theories and practices to achieve program goals and communications objectives, improve behavioral health and public health, increase utilization of behavioral health services and best practices, improve prevention and treatment, and improve the quality and accountability of care. The Contractor shall disseminate appropriately packaged messages, including but not limited to a vast array of print, broadcast, digital, electronic, and other media, to appropriate target audiences, and also effect appropriate change to achieve project and organization goals. Target audiences may include but are not limited to the general public racial, ethnic, tribal, sexual, and gender minority populations, geographically-specific and other diverse target audiences, healthcare providers, mental illness care professionals, substance abuse prevention/treatment/recovery professionals, peers and consumers, educators and other relevant professional disciplines, primary care and allied health professionals, educational outreach and social services groups, national and local sports leagues, private industry, and the faith community. The Contractor shall develop effective partnerships with professional and non-profit and civic organizations, and garner support and collaboration from them, private industry, and other governmental agencies. The Contractor shall develop and present educational briefings to the entertainment industry and organize recognition events for the entertainment industry for activities/campaigns such as promoting youth violence prevention and mental health promotion messages to the public. Materials shall include but are not limited to monographs, web content, infographics, video, audio, newsletters, promotional kits, booklets, flyers, promotional webinars/videos, multimedia products such as PSAs, and podcasts, etc. Methods of dissemination shall include but are not limited to websites, social media, mailings, and conferences.

Program Knowledge

The Contractor shall rapidly acquire subject matter knowledge of the program for which awareness/education activities are needed, understand the information without difficulty and distill program outcome results, and then analyze outreach potential for existing programs and new knowledge as it is acquired. This requires expertise in analyzing health problems, behavioral health issues, policies, and issues in light of mental and/or SUD, public health, and the agency’s organizational mission and goals.

Publication Development and Dissemination

The Contractor shall develop and provide publications or products as web-based and/or print-based materials, and disseminate these to the field. The Contractor shall develop materials for consumers and other key audiences as specified by the COR, and in select cases, speakers whose first language is other than English. The Contractor shall assist the COR with the content clearance process as specified in the individual task order. All web content, deliverables, and other elements generated by the Contractor intended for distribution via the web must comply with Section 508 requirements. The Contractor shall be responsible for production, layout, copy editing, technical editing assistance, and adherence to SAMHSA and Government Publishing Office requirements for preparing print packages and/or conversion to a variety of ebook formats. The Contractor shall produce drafts for review by the COR and other SAMHSA stakeholders using the current version of the Microsoft Office suite.

Domain V. TECHNICAL ASSISTANCE AND TRAINING PROJECTS

Establish and Maintain a Technical Assistance and Training Program

The Contractor shall establish and maintain a technical assistance (TA) and/or training program to provide TA and/or training in one or more of the programmatic areas targeted by SAMHSA.

The Contractor shall provide TA and/or training in a culturally appropriate manner and include bilingual trainers and TA specialists.

TA and/or training may be provided to SAMHSA grantees and sub-recipients, the behavioral health field, and the general public. Specific populations may include but are not limited to consumers of services, including families and their children, individuals in recovery, racial, ethnic, tribal, sexual, and gender minority populations, public health agencies, national organizations, providers, employer organizations, accreditation associations, the managed care industry, researchers, evaluators, business, and labor organizations, mental and SUD constituency groups, community-based organizations, states, territories, jurisdictions, sub-state (e.g., county), and local government officials, tribal serving organizations, representatives from federal agencies, schools and colleges and others.

Develop Technical Assistance and/or Training Materials and Mechanisms

The Contractor shall identify gaps in existing TA and/or training initiatives that address behavioral health issues and identify potential audiences for TA and/or training. The Contractor shall translate science, research-based and practice-based knowledge into user-friendly applications that support building organizational capacity and developing workforce skills needed by targeted audiences to do effective work to address behavioral health issues. These knowledge products, tools, and resources are intended to support and enhance the TA and/or training services and function to include but are not limited to fact sheets, electronic-based interactive and moderated training, self-paced online training courses, blended training approaches, checklists, tip sheets, guides, online and webinar presentations, interactive tools, toolkits, literature reviews, e-blasts, videos and other instructional training tools and resources that make use of the latest and most cost-effective methods for delivering content. The Contractor shall identify the TA and/or training needs of the target audience and identify materials and courses to be developed or review existing curricula and when appropriate, develop a plan for modifying existing curricula. The Contractor shall develop or adapt TA and/or training materials. This may include innovations in TA and/or training delivery to best optimize its provision. This may include developing in-person, online, and/or web-based tutorials. TA and/or training courses for a wide range of topics including but not limited to needs assessment, program planning, selection of best practices, science-based approaches to prevention and treatment, payment and financing strategies, including managed care, disparities and culturally appropriate/responsive practice, trauma, health information technology, performance measurement, and evaluation. The Contractor shall develop comprehensive resource documents to include but are not limited to in-depth literature searches on key topical areas identified. These comprehensive resources may focus on practical knowledge pertaining to selected effective intervention strategies, implementation guidance, and appropriate evaluation approaches.

Provide Technical Assistance and/or Training

The Contractor shall develop service plans and provide TA and/or training delivered through a wide variety of methods including but not limited to telephone, email, virtual, web-based, onsite at grantee’s location, or at regional or national meetings/workshops. The Contractor shall develop and implement a process to assess the TA and/or training needs of the target audience. The Contractor shall utilize a variety of methods and multi-disciplinary teams to provide TA and/or training, including Training of Trainers (TOT), TA and/or training teams, consisting of experts in the areas described herein, state to state, provider to provider, etc. TA and/or training may be provided simultaneously to multiple programs or sites through a wide range of customized virtual and in-person TA and/or consultations and services. This may include TA and/or training at grantee meetings. The Contractor shall utilize a TA and/or training approach that incorporates social marketing techniques and utilizes culturally competent health communications, which includes the potential for translation into multiple languages when appropriate.

Assess the Effectiveness of the Technical Assistance and/or Training

The Contractor shall develop and utilize data collection instruments and procedures to evaluate the effectiveness of TA and/or training efforts. The Contractor shall collect performance data on TA and/or training service provision and prepare event summary evaluations and an annual report of accomplishments and aggregate evaluation summary report. The Contractor shall develop service performance reports to meet federal accountability requirements and monitor and improve the quality of TA and/or training service provision. The Contractor shall meet with the COR and program staff to establish the types of information (e.g., customer satisfaction survey forms/instruments) that will best assess the effectiveness of the TA and/or training, develop an assessment plan and instruments, prepare documentation for the Office of Management and Budget (OMB) clearance, if necessary, implement the plan, collect the data, and report findings, including recommendations for improving TA and/or training. The Contractor shall establish and maintain a continuous performance measurement component that assesses process, capacity, and impacts of TA and/or training services. The Contractor shall collaborate with SAMHSA data contractors as specified by the COR, on the collection, analyses, and reporting of service performance data. The Contractor shall work with the COR to determine if the data collected should be included in any of the official data collection platforms used by SAMHSA and provide the data in a format that can be used by that system.

Technical Assistance and/or Training Support

The Contractor shall develop and implement a TA and/or training service request coordination mechanism and database for developing TA and/or training requests, obtaining approval by the COR before services are provided, and tracking service delivery. The Contractor shall have the capacity to receive telephonic, written, and/or e-mail requests for TA and/or training. Subsequently, after the request is received, the Contractor shall, in consultation with the COR, match the request with of the person or persons who are best able to respond to the specific request. TA and/or training may be provided over the phone, through video conferencing, in person, at a convenient meeting site, or at the project site. The Contractor shall arrange all telephone, video conferencing, internet, and travel logistics in support of the TA and/or training. The Contractor shall maintain, update, promote, and develop/enhance a website and its content to diffuse knowledge, resources, tools, toolkits, and online learning courses to the target audience and the broader field.

Domain VI. MEDICAL CLINICAL PRACTICE IMPROVEMENT PROJECTS

The Contractor shall assist in the identification, analysis, and promotion of clinical evidence-based behavioral health services with the intent to facilitate the adoption of data-informed and driven clinical expertise. These activities will support the Agency, aid in collaboration and support to other HHS Operational Divisions, and professional clinical and provider associations. These activities include but are not limited to the following tasks:

1) The Contractor shall develop clinical decision-making tools and protocols to support the further development of decision support tools for both consumers and providers of behavioral health services.

2) The Contractor shall assist in analysis of clinical developments, utilization rates, and effective practices related to pharmacotherapeutics and medical devices that improve behavioral health outcomes.

3) The Contractor shall provide medical program analysis and consultation. The Contractor shall provide support to evaluate and analyze effective clinical practice within targeted programmatic areas, and policy directives to help the Agency ensure medical research and clinically approved practices are effective and scientifically current.

4) The Contractor shall utilize scientific and medical expertise to develop recommendations of a medical perspective on the broadest possible range of medical and scientific policy questions with a specific emphasis on emerging issues.

5) The Contractor shall utilize medical/clinical, scientific, and behavioral health/public matters involving medical information, policies and activities and their application to assist in developing clinical services and programs with national efforts for prevention and treatment activities.

6) The Contractor shall provide comprehensive expertise and knowledge of clinical and treatment issues or programs related to behavioral health science and medicine sufficient to assist in developing new hypothesis and concepts in planning, conducting, and evaluating long-term projects or proposals for the solution of complex public policy questions. The Contractor shall design effective solutions that would enhance, reach, and sustain clinical practice improvement in a systematic manner.

7) The Contractor shall provide expert consultation on clinical performance and quality measurement systems (e.g., National Committee for Quality Assurance [NCQA], Physician Quality Reporting System [PQRS]) that measure or quantify health care processes, outcomes, patient perceptions, and organizational structure and/or systems that are associated with the ability to provide high-quality health care and/or that relate to one or more quality goals for health care.

Domain VII. PLANNING, IMPLEMENTATION, AND REPORT SUPPORT PROJECTS (Small Disadvantaged Business SET-ASIDE)

Planning and Implementation The Contractor shall perform a range of activities in support of planning and implementing the programmatic events of SAMHSA. The Contractor shall possess the capacity to support multiple (e.g., five-six events) concurrent activities/events.

These activities shall include but are not limited to the following tasks:

1. The Contractor shall meet with the COR to obtain relevant background information and identify any problem areas.

2. The Contractor shall consider alternate strategies for providing effective and efficient virtual events. The Contractor shall be knowledgeable about costs, implementation, and potential challenges involved in conducting virtual meetings. The Contractor shall consider social media activities, such as Twitter town hall meetings. The Contractor shall have the ability to manage social media in support of planning and implementing SAMHSA’s programmatic events.

3. The Contractor shall arrange for any pre-meeting and onsite planning meetings with the COR, task lead and/or principal meeting organizers to discuss meeting preparations and consultants. Topics may include but are not limited to attendees, sites, dates, timeline, agenda, reporting requirements, and content.

4. If appropriate, the Contractor shall convene an expert panel with members approved by the COR, to help plan the meeting, to include virtual meetings.

5. If federal space is not available or appropriate, the Contractor shall conduct a site search and produce a list of at least three choices. The site will be approved by the COR.

6. The Contractor shall negotiate and implement a contract to obtain meeting space, and if necessary, lodging, and other related services. All lodging and per diem shall be contracted at rates in accordance with Federal Travel Regulations. The government shall not provide any funds for food and beverages. Other related services may include but are not limited to audio-visual/LCD package (e.g., laptop, projector, screen, Wi-Fi, internet access, etc.), telecommunications, and recording equipment, along with supplies such as signage, easels, pointers, notepads. The Contractor shall maintain contact with representatives at the meeting site to ensure smooth operation.

7. The Contractor shall develop a final list of meeting participants and attendees. The Contractor shall prepare and distribute pre-registration materials to participants including all meeting announcements (e.g., invitation letters and save the date announcements). Save the date announcements shall include sufficient detail of the meeting logistics that participants may begin the process of making travel arrangements.

8. The Contractor shall provide a full range of logistical services for virtual events. The Contractor shall provide an online registration process, technical support, and session facilitation. Medium and large events may be recorded and should be closed captioned and 508 compliant.

9. The Contractor shall manage all aspects of the registration process, including using an online registration system. The online registration system shall include information regarding registration, hotel reservations, and general information (e.g., agendas, ground transportation, etc.). Registration booth(s) shall be staffed at the meeting site to assist participants and attendees. The Contractor shall generate meeting registration reports or other information in a timely manner as requested by the COR.

10. With the approval of the COR, the Contractor shall select, invite, and confirm meeting speakers, presenters, facilitators, trainers, and/or consultants. The Contractor shall arrange travel, hotel accommodations, and reimbursement of per diem for non-federal travelers. The Contractor shall distribute any required briefing materials.

Air travel shall be arranged early enough in advance of the meeting to take advantage of low and/or discounted air fares, unless an emergency situation arises. The Contractor shall have the capability to make arrangements for programmatic events ranging in size from 5-10 participants to 500 participants. For larger events, the Contractor shall need to arrange for a planning group of field representatives to plan for the agenda and content of the meeting. When requested, the Contractor shall have staff onsite to deal with exigencies that arise.

11. The Contractor shall develop all materials including but not limited to save the date announcement, invitation letter, agenda development, participant information packets, table tents, and name badges. If required, the Contractor shall prepare related publications, reports, websites, and/or presentations. The Contractor shall prepare and produce layouts in either a text or graphic format (e.g., charts, lists, graphs, drawings). Multiple colors or black and white shall be utilized as required by the Task Order. The Contractor shall convert information provided by the COR into electronic images (e.g., PowerPoint, PDF). The Contractor shall prepare camera-ready copy and produce additional copies as required for each presentation. The Contractor shall receive and/or provide the completed materials electronically or in hard copy.

12. The Contractor shall provide post meeting services including but not limited to timely reimbursement, invoicing, public relations, preparation of meeting transcript proceedings and summaries, video/audio recording, webinars, webcasts, and the mailing of thank you letters to the meeting speakers, presenters, facilitators, trainers, and/or consultants. The Contractor may be responsible for securing the services of a writer or notetaker.

13. The Contractor shall assist, as necessary, with any public relations activities pertaining to the meeting. This may include the development of a media strategy and assistance with press releases, all of which must meet the SAMHSA/Office of Communications requirements.

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