Attachment 1 DRAFT Statement of Work.docx

STATEMENT OF WORK

SUPPORT FOR THE GRADUATE RESEARCH FELLOWSHIP PROGRAM (GRFP)

I. PROJECT TITLE: Operational and Technical Support for the Graduate Research Fellowship Program (GRFP)

II. PERIOD OF PERFORMANCE: July 1, 2025 – June 30, 2026

III. BACKGROUND OR OVERVIEW:

The purpose of the Graduate Research Fellowship Program (GRFP) is to help ensure the vitality and diversity of the scientific and engineering workforce in the United States. The Graduate Research Fellowship Program (GRFP) is a U.S. National Science Foundation-wide program that provides Fellowships to individuals early in their graduate careers based on their demonstrated potential for significant research achievements in science, technology, engineering, or mathematics (STEM) or in STEM education.

The NSF GRFP was established in 1950 under Section 10 of the NSF Act of 1950. GRFP is led and managed by the Division of Graduate Education (DGE) in the Directorate for STEM Education (EDU) which is responsible for initiating and supporting programs to strengthen science education in the United States at all educational levels (National Science Foundation Act of 1950, as amended, 42 U.S.C. 1861-1875). DGE is responsible for leadership, implementation, management, and oversight of the GRFP. GRF Program Directors manage the annual competition, provide administrative oversight of the review process, clarify the interpretation of NSF and GRFP policies and protocols, ensure integrity in the merit review of GRFP applications, and work with the other NSF Directorates and Offices to select Fellow candidates and extend Fellowship offers. In addition, the Graduate Research Fellowship Program Directors manage the Fellowships of more than 8,800 active Fellows at over 270 institutions.

The program goals are 1) to recruit, recognize, and financially support individuals who have demonstrated the potential to be high achieving scientists and engineers, early in their careers, and 2) to broaden participation in science and engineering of underrepresented groups, including women, minorities, persons with disabilities, and veterans. GRFP is a critical program in NSF's overall strategy of developing the globally-engaged workforce necessary to ensure the Nation's leadership in advancing science and engineering research and innovation. The ranks of NSF Fellows include individuals who have made transformative breakthrough discoveries in science and engineering, become leaders in their fields, and been honored as Nobel laureates. The Foundation's investment in GRFP consists of a single program, totaling about $333 million per fiscal year. The GRF Program Solicitation (NSF solicitation 23-605) describes the program and the annual competition.

The program has offered more than 70,000 fellowships since 1952. The program currently receives about 13,000 applications and awards 2,000 fellowships annually. The services encompassed by this Statement of Work include support for the following activities: developing application materials; disseminating publicity materials and representing the program through web-based and social media outreach in coordination with NSF as appropriate; communicating with potential applicants, reference writers, and reviewers; determining that the applications are eligible for review in accordance with NSF GRFP criteria; readying the applications for review; and providing statistical summaries of data collected in the application materials and reviewer registrations. The services related to application evaluation include recruiting and maintaining a database of potential reviewers; obtaining commitments from reviewers willing to evaluate GRFP applications; providing administrative support to the program and reviewers during the review period and the entire competition; providing reports of review outcomes; and completing certain related and ancillary activities. Extensive reports and data are provided to NSF for use in selecting Fellow candidates and in assisting with NSF's post-award administration of the Fellowships.

The annual GRFP application process consists of individual submission of application materials and individual reference letter submission using a platform determined by NSF. These are consolidated into application files that are checked for compliance with the requirements described in the Program Solicitation. Each compliant application is assigned for review to an NSF-specified number of reviewers with the appropriate disciplinary expertise.

The processing of applications by the Contractor includes checking compliance with all requirements as published in the solicitation. The Contractor also analyzes and determines eligibility of all applicants according to the detailed eligibility criteria published in the solicitation and provides determination of eligibility to NSF for approval. The Contractor is responsible for checking application materials, communication with applicants and reference writers, and preparation of summary application submission reports. The Contractor receives NSF-approved application data electronically. The Contractor supports the assignment of applications to individual reviewers and assists the program during the review period and overall competition. The Contractor is responsible for preparing summary reports of the results of the annual competition.

In summary, the services that are encompassed by this Statement of Work include support for the activities of the NSF Graduate Research Fellowship Program, extending over the annual program cycle.

IV. SCOPE OF WORK, AND ACCEPTANCE CRITERIA:

(a) SCOPE OF WORK:

This section describes the proposed approach for completing the requested activities for the GRFP, with NSF guidance. It is organized around the eight major tasks:

Task 1. Develop program materials and online platforms Task 2. Conduct program publicity and outreach Task 3. Answer inquiries Task 4. Coordinate with NSF to develop the list of potential reviewers Task 5. Compliance and eligibility check of application materials Task 6. Support NSF's merit review process for the GRFP Task 7. Perform related administrative services Task 8. Ensure contract deliverables are accessible

Task 1. Develop program materials and online platforms The Contractor shall be responsible for facilitating GRFP outreach, including but not limited to designing, maintaining, and covering the cost of the NSF GRFP website and other online platforms in accordance with NSF policy, promotional materials and other documents, and report materials described in this and later sections.

Program materials, website content, online platform content and access capability, and any items used to develop deliverables to support the program shall be deliverables to NSF at the end of the contract period and at all times when requested by NSF.

Starting in 2025, the vendor will facilitate moving the www.nsfgrfp.org systems and services to a .gov domain and a site that uses the U.S. Web Design System and Drupal CMS. The contract COR may ask the Contractor to work closely with the NSF Division of Information Systems (DIS) and the Office of Legislative and Public Affairs (OLPA) to plan for and/or execute these activities. When such a transfer occurs, the Contractor will be responsible for working closely with NSF DIS and OLPA staff to effect the change and maintain the systems. This will include systems technical documentation, data flow diagram and data dictionary, etc.

1.1 The Contractor shall assist NSF, in coordination with GRFP officials and the Office of Legislative and Public Affairs, to develop and maintain a comprehensive website to expand on the current website: www.nsfgrfp.org. The website will include information on GRFP and additional NSF opportunities of interest to potential GRFP applicants and current fellows. The website will provide comprehensive information on the GRFP program, mechanisms to provide general information to applicants, reference writers, and reviewers about the program, the application process, and other aspects of the program. The Contractor shall maintain the accuracy and completeness of the publicity information and continually monitor its effectiveness and report to NSF. Contractor shall assist NSF, in coordination with GRFP officials and the Office of Legislative and Public Affairs, to ensure that all created content conforms to the NSF Policy on Brand Standards, NSF Brand Standards Manual, NSF Web Guidelines, and Federal Plain Language Guidelines and complies with accessibility requirements under Section 508. Specific Section 508 requirements applicable and relevant to this solicitation are detailed below.

1.2 Assist NSF with updating the annual GRFP solicitation and support for NSF GRFP application and reference writer submissions each year.

1.3 The Contractor shall assist in updating all application materials, including the detailed instructions for completing and submitting the application as instructed by NSF.

1.4 The Contractor shall assist NSF in testing the GRFP application in the submission platform each year.

Task 2. Conduct program publicity and outreach With direction from NSF, the Contractor shall create electronic and printed publicity materials and disseminate information about the fellowship program on the comprehensive website and online platforms described in Task 1, including social media. Electronic communications will be used whenever possible and practical.

Contractor shall assist NSF, in coordination with GRFP officials and the Office of Legislative and Public Affairs, to ensure that all online content conforms to NSF Policy on Brand Standards, NSF Web Guidelines, and Federal Plain Language Guidelines and complies with accessibility requirements under Section 508.

2.1 The Contractor shall annually prepare and submit to NSF an outreach plan to publicize the program, with particular emphasis on groups that are underrepresented in the GRF program (including institutions, potential reviewers, and applicants) and in science and engineering graduate school enrollment.

2.2 The Contractor shall perform outreach activities, including promoting the program to historically underserved institutions and to conferences for minority students in science and engineering, targeting potential applicants and reviewers from groups underrepresented in science and engineering. The Contractor shall coordinate, wherever practical, with existing NSF programs (e.g., in the Division of Human Resource Development) that include a mission to broaden participation in science and engineering.

2.3 The Contractor shall employ means to evaluate the effectiveness of its outreach activities, including recording participants when possible and assessing outreach impact in the aggregate and for various initiatives. The Contractor shall provide NSF with outreach impact analyses and, with NSF input, the Contractor shall adjust its efforts as necessary. With NSF direction, strategies to help applicants develop strong applications will be developed for dissemination. All such coordination shall be guided by NSF.

2.4 The Contractor will maintain a calendar of previous and planned outreach activities and will report monthly on the effectiveness of the website and any online platforms, including all social media campaigns for program outreach. The following site metrics should be reported: Number of visits to site; Top pages viewed; Dwell Time; Top downloads; and Device types used to access site.

Due to the nature of the application and review process and the engagement of the academic community in GRFP, contractor personnel shall have the skills, familiarity, and ability to communicate with the academic community, including undergraduate and graduate students, and university faculty and administrators.

Task 3. Answer Inquiries The Contractor is responsible for responding to all inquiries about the GRFP, and for referring individuals to NSF's Helpdesk for resolution of technical problems related to the submission modules.

3.1 The Contractor shall employ efficient and effective contact mechanisms utilizing innovative communications tools including but not limited to online/virtual chat, email addresses, toll-free telephone numbers (8 hours/day, with voice messaging for off-hours), and other mechanisms to facilitate the submission of inquiries and assure prompt (by next business day) response to inquiries.

3.2 The Contractor will assist NSF with establishing guidelines to ensure the accuracy and consistency of the information to be provided to inquirers. The Contractor will advise NSF as to the efficacy of mechanisms used to receive and reply to inquiries and requests. The Contractor will provide excellent and helpful customer service to inquirers.

3.3 The Contactor will monitor the types and topics of inquiries and report this information and timeliness of responses to NSF on at least a weekly basis.

Task 4. Coordinate with NSF to develop the list of potential reviewers.

Applications will be reviewed online and may be discussed in virtual panels of disciplinary and interdisciplinary scientists and engineers and other professional graduate education experts. The Contractor is responsible for recruiting and identifying potential reviewers that are compliant with NSF and GRFP policy and for maintaining a database of identified reviewers. The reviewers identified shall be selected on the basis of research accomplishments and expertise in graduate education. To the extent possible, reviewers should be broadly representative of the current community of academic faculty and professional scientists and engineers with regard to geographical region, gender, racial and ethnic group, disability status, professorial rank, and institution type, as well as meeting their primary requirement of accomplishments in research as appropriate. The aim is for the percentages to be comparable to the representation of these groups in the science and engineering workforce.

All disciplines and interdisciplinary areas covered by NSF GRFP must be represented. The number of reviewers will depend on the number of applications received and the disciplinary coverage required. The ratio of reviewers to applications shall be determined by NSF. The Contractor will ensure that each application receives at least three reviews. With NSF direction, the Contractor must consider factors such as the necessity of coverage of all disciplines represented in applications, the number of reviews required for each application, the time allowed for reading and rating of each application and the efficiency of the workflow during the evaluation process.

The Contractor is responsible for executing the activities connected to recruitment, nomination (selection, outreach), invitation, training, assignments, monitoring, and support of GRFP reviewers.

4.1 The list of reviewers nominated to review applications is submitted to NSF for review and approval. The list of reviewers is accompanied by reviewer summaries of characteristics (as determined under the direction of and in coordination with NSF).

Task 5. Compliance and eligibility check of application materials The Contractor shall receive applications from NSF annually, typically ranging in number from 13,000 – 15,000. The Contractor must check these applications for compliance with deadlines, content, and format in accordance with NSF policy and the Program Solicitation. The Contractor will have direct access to NSF systems as needed as determined by NSF, including the GRFP application platform/database for download to the Contractor's system as needed.

5.1 In compliance with the Privacy Act of 1974, applicant information must be protected by appropriate security procedures from unauthorized or accidental disclosure; hence, the Contractor shall process and maintain all electronic applications in secured IT systems as specified in an approved IT System Security Plan. The Contractor is responsible for collaborating with NSF IT Security Team no later than 30 days after contract award to jointly produce an NSF-approved IT System Security Plan.

5.2 Following screening and review by NSF, the Contractor shall designate incomplete and otherwise non-compliant applications as non-compliant and will notify these applicants that their applications are being returned without review. Fellowship eligibility shall be determined in accordance with NSF policy and the Program Solicitation. Following review by NSF, the Contractor shall designate ineligible applicants as ineligible and will notify these applicants that their applications are being returned without review.

5.3 At the direction of NSF, the Contractor will manage the response process for appealing eligibility determination. NSF will provide the appeals criteria to be implemented by the Contractor.

5.4 Notify NSF of final Return Without Review (RWR) determinations. Conduct supplemental compliance reviews of applications after reviewer submissions.

Task 6. Support NSF's evaluation of the applications and conduct of the reviews Assist NSF with the assignment of applications to individual reviewers according to criteria provided by NSF, avoiding conflicts of interest between reviewers, reference letter writers, and applicants.

6.1 Reviewers will access and review assigned applications using the NSF GRFP Review Site. Contractor will work with NSF to provide administrative support for the entry of reviews by reviewers. Such tasks may include answering eligibility questions, transferring applications with conflicts, etc., all in a timely manner. The Contractor will monitor and update the status of applications, identify the panel assignments listed as “Other” by the applicants, and conduct final eligibility and compliance determinations.

6.2 The Contractor will access the GRFP Review Site to complete administrative actions and monitor any issues with review submissions. The Contractor will follow up with reviewers by sending reminders during panel time.

6.3 The Contractor will provide support for communications, logistics, generating a report of ranked applicants with data, and other administrative and technical support needed to conduct the review and overall competition, with input from NSF. At the end of the competition the Contractor will produce a report by overall ranking and placing the applications into aggregated groups of substantially equal merit.

6.4 The Contactor will provide support for any panels that may be conducted as part of the review process. Activities include but are not limited to: creating the batting order/discussion list and providing prompt support during the panels; monitoring reviewer registration/meeting sign-in; and assisting during panels to demonstrate overview of process/troubleshooting issues.

6.5 The Contractor will provide adequate support during increased external community support, i.e. from the opening of the review site through the panels, to ensure inquirers receive a response within one business day. It is estimated that we will need surge support during October-January.

6.6 Using text analytic methods, the Contractor will screen review text for issues and errors per NSF’s direction and provide reports of potentially problematic reviews. The Contractor will further provide a team familiar with scientific jargon to assist with several rounds of careful screening of the reviews in the reports. Screening of reviews requires an intense time commitment, synchronous and near-constant communication with NSF staff, and quick turnaround during the surge mentioned above (6.5) and into February.

Task 7. Perform related administrative services The Contractor shall provide to NSF to aid in the selection of applicants to be awarded Fellowships. The Contractor may be required to build the necessary tools to extract information in completed applications to analyze, evaluate or otherwise utilize data as needed to prepare these reports. Any tools, algorithms and data developed to effectuate these requirements are the property of NSF and shall be made available to the agency, with training, upon request.

Electronic copies of the Reports will be delivered to NSF annually.

7.1 Selection of Fellow candidates is the responsibility of NSF. The Contractor will provide the draft recommended selection workbooks to NSF. As needed, the Contractor will provide raw applicant information for selection to NSF.

7.2 Post-selection, the Contractor will receive the list of selected applicants and the NSF-generated content of the notification letters. The Contractor will notify, via official communication, selected applicants, and honorable mention recipients as well as declination letters to all non-selected applicants.

7.3 As needed, the Contractor shall NSF and GRFP staff with data based on the information captured from the application and merit review processes, in electronic formats. As requested, the Contractor shall provide rapid report information from the database, using the data to produce new tables and charts(electronic files).

7.4 The Contractor will provide a monthly Technical and Financial Program Report due to the Contracting Officer's Representative (COR) listing staff involved in activities, deliverables, and activities undertaken by task with labor hours, and planned activities listed by task, problems and items pending.

Task 8. Ensure Contract Deliverables Are Accessible

1. The Government requires information and data developed, designed, and delivered under this contract to be accessible to and usable by individuals with disabilities comparable to access and use by individuals without disabilities. Therefore, the Contractor shall ensure all contract deliverables (e.g., online IT platforms, websites, data collection/exchange/review portals, data files, reports, training and outreach materials, and electronic documents including web and non-web content, etc.) specified within this contract scope and schedule of deliverables can be fully accessed, easily understood and used by everyone in conformance with Section 508 ICT Accessibility Standards and WCAG accessibility criteria in addition to Federal website requirements described on Digital.gov. The following accessibility technical standards, provisions and functional performance criteria have been determined to be applicable to this contract:

1. E201.1 Scope ICT that is procured, developed, maintained, or used by agencies shall conform to the Revised 508 Standards.

1. E205.1 General Electronic content shall comply with E205.

1. E205.2 Public Facing Electronic content that is public facing shall conform to the accessibility requirements specified in E205.4.

1. E205.3 Agency Official Communication Electronic content that is not public facing shall conform to the accessibility requirements specified in E205.4 when such content constitutes official business and is communicated by an agency through one or more of the following:

· A. An emergency notification,

· B. An initial or final decision adjudicating an administrative claim or proceeding,

· C. An internal or external program or policy announcement,

· D. A notice of benefits, program eligibility, employment opportunity, or personnel action,

· E. A formal acknowledgement of receipt,

· F. A survey questionnaire,

· G. A template or form,

· H. Educational or training materials, or

· I. Intranet content designed as a Web page.

1. E205.4 Accessibility Standard (WCAG 2.0) - Electronic content shall conform to Level A and Level AA Success Criteria and Conformance Requirements in WCAG 2.0 (Incorporated by reference, see 702.10.1).

1. E206.1 General. Where components of ICT are hardware and transmit information or have a user interface, such components shall conform to the requirements in Chapter 4.

1. E207.1 General Where components of ICT are software and transmit information or have a user interface, such components shall conform to E207 and the requirements in Chapter 5

1. Exception from E207.1 General: Software that is assistive technology and that supports the accessibility services of the platform shall not be required to conform to the requirements in Chapter 5.

1. E207.2 WCAG Conformance User interface components, as well as the content of platforms and applications, shall conform to Level A and Level AA Success Criteria and Conformance Requirements in WCAG 2.0 (incorporated by reference, see 702.10.1).

1. Exceptions from E207.2 WCAG Conformance:

· Software that is assistive technology and that supports the accessibility services of the platform shall not be required to conform to E207.2.

· Non-web software shall not be required to conform to the following four Success Criteria in WCAG 2.0: 2.4.1 Bypass Blocks; 2.4.5 Multiple Ways; 3.2.3 Consistent Navigation; and 3.2.4 Consistent Identification.

· Non-Web software shall not be required to conform to Conformance Requirement 3 Complete Processes in WCAG 2.0.

1. E207.3 Complete Process for Non-Web Software Where non-Web software requires multiple steps to accomplish an activity, all software related to the activity to be accomplished shall conform to WCAG 2.0 as specified in E207.2.

1. E208.1 General Where an agency provides support documentation or services for ICT, such documentation and services shall conform to the requirements in Chapter 6.

1. E301 General

1. E301.1 Scope. The requirements of Chapter 3 shall apply to ICT where required by 508 Chapter 2 (Scoping Requirements), 255 Chapter 2 (Scoping Requirements), and where otherwise referenced in any other chapter of the Revised 508 Standards or Revised 255 Guidelines.

1. E302 Functional Performance Criteria

1. E302.1 Without Vision. Where a visual mode of operation is provided, ICT shall provide at least one mode of operation that does not require user vision.

1. E302.2 With Limited Vision. Where a visual mode of operation is provided, ICT shall provide at least one mode of operation that enables users to make use of limited vision.

1. E302.3 Without Perception of Color. Where a visual mode of operation is provided, ICT shall provide at least one visual mode of operation that does not require user perception of color.

1. E302.4 Without Hearing. Where an audible mode of operation is provided, ICT shall provide at least one mode of operation that does not require user hearing.

1. E302.5 With Limited Hearing. Where an audible mode of operation is provided, ICT shall provide at least one mode of operation that enables users to make use of limited hearing.

1. E302.6 Without Speech. Where speech is used for input, control, or operation, ICT shall provide at least one mode of operation that does not require user speech.

1. E302.7 With Limited Manipulation. Where a manual mode of operation is provided, ICT shall provide at least one mode of operation that does not require fine motor control or simultaneous manual operations.

1. E302.8 With Limited Reach and Strength. Where a manual mode of operation is provided, ICT shall provide at least one mode of operation that is operable with limited reach and limited strength.

1. E302.9 With Limited Language, Cognitive, and Learning Abilities. ICT shall provide features making its use by individuals with limited cognitive, language, and learning abilities simpler and easier.

1. E503.1 General Applications shall conform to 503.

1. 503.2 User Preferences Applications shall permit user preferences from platform settings for color, contrast, font type, font size, and focus cursor.

1. Exception from E503.2 User Preferences: Applications that are designed to be isolated from their underlying platform software, including Web applications, shall not be required to conform to 503.2.

1. E503.3 Alternative User Interfaces. Where an application provides an alternative user interface that functions as assistive technology, the application shall use platform and other industry standard accessibility services.

1. E503.4 User Controls for Captions and Audio Description Where ICT displays video with synchronized audio, ICT shall provide user controls for closed captions and audio descriptions conforming to 503.4.

1. E503.4.1 Caption Controls Where user controls are provided for volume adjustment, ICT shall provide user controls for the selection of captions at the same menu level as the user controls for volume or program selection.

1. E503.4.2 Audio Description Controls. Where user controls are provided for program selection, ICT shall provide user controls for the selection of audio descriptions at the same menu level as the user controls for volume or program selection.

1. E504.2 Content Creation or Editing Authoring tools shall provide a mode of operation to create or edit content that conforms to Level A and Level AA Success Criteria and Conformance Requirements in WCAG 2.0 (incorporated by reference, see 702.10.1) for all supported features and, as applicable, to file formats supported by the authoring tool. Authoring tools shall permit authors the option of overriding information required for accessibility.

1. E504.2.1 Preservation of Information Provided for Accessibility in Format Conversion. Authoring tools shall, when converting content from one format to another or saving content in multiple formats, preserve the information required for accessibility to the extent that the information is supported by the destination format.

1. E504.2.2 PDF Export. Authoring tools capable of exporting PDF files that conform to ISO 32000-1:2008 (PDF 1.7) shall also be capable of exporting PDF files that conform to ANSI/AIIM/ISO 14289-1:2016 (PDF/UA-1) (incorporated by reference, see 702.3.1).

1. E504.3 Prompts. Authoring tools shall provide a mode of operation that prompts authors to create content that conforms to Level A and Level AA Success Criteria and Conformance Requirements in WCAG 2.0 (incorporated by reference, see 702.10.1) for supported features and, as applicable, to file formats supported by the authoring tool.

1. E504.4 Templates. Where templates are provided, templates allowing content creation that conforms to Level A and Level AA Success Criteria and Conformance Requirements in WCAG 2.0 (incorporated by reference, see 702.10.1) shall be provided for a range of template uses for supported features and, as applicable, to file formats supported by the authoring tool.

1. E602.1 General. Documentation that supports the use of ICT shall conform to 602.

1. E602.2 Accessibility and Compatibility Features. Documentation shall list and explain how to use the accessibility and compatibility features required by Chapters 4 and 5. Documentation shall include accessibility features that are built-in and accessibility features that provide compatibility with assistive technology.

1. E602.3 Electronic Support Documentation. Documentation in electronic format, including Web-based self-service support, shall conform to Level A and Level AA Success Criteria and Conformance Requirements in WCAG 2.0 (incorporated by reference, see 702.10.1).

1. E602.4 Alternate Formats for Non-Electronic Support Documentation. Where support documentation is only provided in non-electronic formats, alternate formats usable by individuals with disabilities shall be provided upon request.

1. E603.1 General. ICT support services including, but not limited to, help desks, call centers, training services, and automated self-service technical support, shall conform to 603.

1. E603.2 Information on Accessibility and Compatibility Features. ICT support services shall include information on the accessibility and compatibility features required by 602.2.

1. E603.3 Accommodation of Communication Needs. Support services shall be provided directly to the user or through a referral to a point of contact. Such ICT support services shall accommodate the communication needs of individuals with disabilities.

(b). ACCEPTANCE CRITERIA:

The acceptance criteria for contract deliverables including reports are:

The reports shall be provided on time, electronically. They shall contain accurate and complete data; revisions will be provided if updates are required. Tables and Reports shall follow NSF-approved labeling conventions and they shall be accompanied by a Table of Contents. Files provided electronically shall be encrypted or password- protected when necessary.

This includes the monthly Technical and Financial Program Report due on the 10th business day of the month, and the Annual Technical and Financial Report due the 15th business day after the anniversary date of the contract.

The acceptance criteria for website content and information provided to applicants, reference writers, and reviewers by the Contractor include but are not limited to ensuring the information is accurate, up-to-date, and communicated in a timely manner.

Prior to acceptance, the Federal government reserves the right to perform testing on required deliverables to validate the offeror’s Section 508 conformance claims. If the government determines that Section 508 conformance claims provided by the Contractor represent an inaccurate level of conformance than what is actually delivered to the agency, the government shall, at its option, require the Contractor to remediate the delivered item (s) at no additional cost to the government to align with required Section 508 conformance requirements prior to acceptance.

Summary of Deliverables:

For each program cycle, the following items are to be submitted for approval by NSF:

· Program website updates and publicity

· Dissemination and outreach plan

· Application processing plan with schedule

· Reviewer Nomination list

· Results of the evaluation of applications

· Reviewer Survey Report with summary of reviewer feedback

· Monthly Technical and Financial Program Report due the 10th business day of the month for activities associated with the previous month. The technical report must contain, at a minimum, the activities accomplished during the period and outstanding issues to be resolved. The financial portion of the report must include the detailed hours and costs expended during the report period as well as the cumulative hours and costs expended. The report must also identify the date when the funding that has been obligated to the contract is expected to be completely expended.

· Annual Technical and Financial Report due the 15th business day after the anniversary date of the contract. The report must summarize the activities accomplished during the year and the costs expended as a result of performing said activities.

· Quality Assurance plan

· IT System Security Plan

Other deliverables to be provided to NSF:

· Collaborating with DIS input in the move of www.nsfgrfp.org systems and services to a .gov domain and a site that uses the U.S. Web Design System and Drupal CMS

· Feedback from testing of NSF research.gov application and reference modules

· Feedback on the GRFP review site

· Feedback on the review process

V. TIMELINE AND PERIOD OF PERFORMANCE: The period of performance for this project will start on July 1, 2025 and the work tasks are estimated to continue through XX.

Within one week after award of the contract, the Contractor and key project staff will meet with the Contracting Officer (CO), Contracting Officer Representative (COR), and NSF staff to discuss details regarding the tasks outlined in the proposal, scheduling activities, and other issues related to the contract. The Contractor shall be prepared to identify any areas of concern not contained in the accepted technical proposal or discussed during contract negotiations, and to suggest ways to respond to these concerns. Discussions will include the overall management plan and schedule. Discussions may also include contract clarifications, project expectations, reporting and invoicing requirements, data security, and quality control and monitoring requirements. The Contractor shall prepare and submit the draft meeting agenda for the initial meeting three days prior to the meeting for review and approval by the COR. The meeting may be held at NSF Headquarters in Alexandria, VA, or virtually. Within one week following the meeting, the Contractor shall submit a memorandum summarizing the key issues and concerns raised at the meeting, and how each will be addressed.

The annual timeline is as follows:

· Quarter IV of Preceding FY – Outreach activities

· Quarter I – Applications and reviews submitted; eligibility and compliance checking, reviewer list generated

· Quarter II – Review process; eligibility checking continued; selection decisions announced.

· Quarter III – Fellowship acceptances; outreach activities; existing fellow declarations, post-award communications

VI. PLACE OF PERFORMANCE:

The primary place of performance will be at the Contractor's facility. The Project Manager shall meet virtually on a weekly basis to plan schedules and procedures with NSF GRFP staff and the COR. Other contractor personnel will participate in the meetings when necessary (e.g., the Outreach Manager will participate in the meeting when outreach planning activities are presented). NSF is currently located at 2415 Eisenhower Avenue, Alexandria, VA.

VII. SPECIAL REQUIREMENTS:

Due to the nature of the application and review process and the primary participation of the scientific academic community, contractor personnel shall have the skills and ability to communicate with academic individuals such as science faculty and students, including undergraduate students and graduate students.

The Contractor must be familiar with Section 508 accessibility technical provisions for online systems and data management and accessible communications to implement Section 508.

The tasks require intensive coordination with NSF program directors and staff, including NSF IT support staff. The Contractor is expected to respond within the same business day that the request has been received, regarding any inquiries or requests from NSF. The Contractor must be willing to communicate and work collaboratively with NSF on an ongoing basis to accomplish the tasks.

All contractor personnel shall undergo NSF security clearance procedures for onboarding and separation. Contractors shall meet at NSF at the kickoff meeting and report to the NSF ID Badge Office to provide fingerprints and identification and complete required documents. They will not be issued badges; they will need electronic access to NSF IT systems and issuance of NSF email addresses.

VIII. CONTRACTOR STAFF, ROLES AND RESPONSIBILITIES:

The Contractor shall identify a Project Director with an advanced academic degree (master’s or PhD, or equivalent years of experience), and a Project Manager (could be the same individual) with Project Management Professional Certification. This individual shall be responsible for day-to-day operations and timely completion of all tasks and deliverables. For periods of extended absence or unavailability, the Contractor shall name a backup or temporary replacement for the Project Manager.

Proposed project team should include an IT System Administrator, an Application Processing Manager, a Web designer/developer, Graphic Designer, and an Outreach Manager. Other roles and responsibilities shall be determined by the Contractor.

IX. AGENCY STAFF, ROLES AND RESPONSIBILITIES:

The agency staff involved with the Graduate Research Fellowship Program (GRFP) are as follows:

X. REPORTING REQUIREMENTS:

The following reports are to be delivered electronically by email to the COR, Lead Program Officer, and Program Manager.

1. Monthly Technical and Financial Program Report due 10th business day of the month.

2. Annual Technical and Financial Report due 15th business day after the anniversary date of the contract.

3. Quarterly Breakdown of Staff Assignments/Roles Report

XI. DELIVERABLES:

The schedule of deliverables shall, at a minimum, include the following items:

(annual, unless otherwise specified)

Communication: It is expected the contractor will acknowledge receipt of emails within one business day, response of the inquiry must be completed within two business days. If revisions of product deliverables are necessary, this must be submitted within 3 business days. During high priority times, responses to inquiries must be submitted as listed in the email from GRF staff. During surge times, it is expected that there is immediate response and follow-up to GRF staff. Both email and Microsoft Teams group chats will be used as communication channels; Teams will be used for quick, informal messages and the same communication expectation is expected at all times.

Transition Period -Transition In and Out Plan: The contractor recognizes that the services under this contract are vital to the Government and must be continued without interruption and that, upon contract expiration, a successor, either the Government or another contractor, may continue them. The contractor shall provide a detailed Transition-In and Out Plan.

· Transition-In: A smooth and orderly transition-in between the contractor, government, and predecessor contractor is necessary to ensure minimum disruption to vital government business. The Transition-In Plans shall at a minimum include a description of parallel operations, personnel on-board process tracking, and an updated list of contractor personnel with anticipated start dates and responsibilities.

· Transition-Out: A smooth and orderly transition-out between the contractor, government, and successor contractor. The contractor shall be required to submit to NSF and execute a transition-out plan 90 days prior to the end of the contract to ensure business continuity for the NSF if a new contractor is chosen. The Contractor shall, upon the Contracting Officer’s written notice, (1) furnish phase-in, phase-out services for up to 90 days after this contract expires and (2) negotiate in good faith a plan with a successor to determine the nature and extent of phase-in, phase-out services required. This will include at a minimum the following activities:

· Schedule of knowledge walkthrough sessions

· Transfer of documentation such as Standard Operating Procedures (SOPs)

· Change in roles and responsibilities

· Management transfer

The Contractor shall facilitate the transition out of development and operational and maintenance (O&M) activities. It is the responsibility of the incoming contractor to ensure a smooth transition from the incumbent (outgoing contractor). The purpose of the transition is to transfer expert knowledge, data, and artifacts that are used to support GRFP business operations, processes, activities, and applications from the incumbent contractor to the NSF (or its designated contractors) efficiently and orderly. The contractor shall develop Transition Out plans and documents.

How these Tasks will be Managed A COR from DGE will provide general oversight and management of the contract provisions and payments. The COR will provide final approval of deliverables after NSF review.