Attachment3_DRAFT_SAMPLE_TASK_Professional_and_Technical_Services_Support_NLM.docx

Community Engagement, Partnership Development, and Evaluation Support

Background

The National Library of Medicine (NLM) requires assistance in creating, organizing, promoting, and managing exhibit and training activities as well as support for outreach efforts to bring health information to the appropriate users including scientists, health professionals, health consumers, and the general public. Outreach programs encompass a wide variety of activities including: working with Native populations of the U.S.; designing and developing tailored materials for specific audiences such as minority and underserved, community, or faith-based organizations; training; working with national or local organizations or associations of minority health professionals or educational institutions.

NLM products and services can be found at: https://eresources.nlm.nih.gov/nlm_eresources.

NLM aims to help users become aware of public health resources through training and outreach activities. NLM must also carry out periodic assessments and evaluations of these exhibit, training and outreach related activities to determine the need, reach, and impact of such efforts.

Scope of Work

Task 1: Management and Staffing

The contractor shall develop methodologies for communicating with the NLM Task Order Manager via traditional methods such as telephone, email, printed reports, and in-person meetings. In additional to these traditional methods, the contractor shall provide access to and use SharePoint, or a similar tool, to store internal documents and reports and facilitate interaction between contractor staff and Government staff, as well as program staff. This electronic tool (extranet, SharePoint, etc.) shall enable information to be shared appropriately.

The contractor shall meet with selected members of NLM staff as directed by the NLM Task Manager, and on an as needed basis, to support the task order work and/or provide status updates and presentations. This includes weekly meetings at the NLM site, and/or via teleconference with the NLM Task Order Manager, that the contractor should attend and present task order status updates. Other updates and reports include:

· Monthly Reports: The contractor shall provide a narrative summary of all activities for each month. These reports shall be due no later than the 10th of each month and shall be delivered via the shared electronic platform, email, as well as in print. The report should include both status of any current or planned activities as well as a financial update. The template for these reports shall be determined within 30 days of the start of the task order award.

· Annual Report: The contractor shall provide a narrative summary of all activities for full task order year. The report shall be due no later than 30 days after the close of the task order year and shall be delivered via the email and in print.

· Ad-hoc Reports: As needed, ad-hoc reports may be requested by the Task Order Manager to provide financial and/or task updates.

The contractor shall propose and provide staff to support this task order that provide the appropriate experience and capability to implement these tasks with minimal direction, but in close collaboration with the government. This includes providing management for the overall task order as well as the embedded tasks within the task order.

Task 2: Exhibit and Training Activities

The contractor will conduct training workshops, and web-based presentations (webinars), staff exhibits at professional meetings and conferences for users to enhance NLMs work in collecting, organizing, and disseminating the information included in the databases. The contractor will provide logistical support for these activities which may include coordinating, scheduling, and hosting webinar and training activities, as well as reporting and analysis of outcomes. NLM will be responsible for obtaining any approvals required for these workshops, conferences, etc. NLM will identify in advance up-to 4 activities the contractor will be required to support in-person.

NLM products and services can be found at: https://eresources.nlm.nih.gov/nlm_eresources .

NLM Professional Meeting Exhibit Schedule can be found at: https://www.nlm.nih.gov/news/exhib-schedpub.html .

NLM Training and Outreach (Tutorials, Webinars, Courses, etc.) can be found at: https://www.nlm.nih.gov/training.html .

The contractor will assist NLM with outreach activities at professional society and scientific meetings by designing and developing materials to increase attendance at NLM exhibits during meetings and thus, inform attendees of NLM databases and resources.

The contractor shall manage all aspects of exhibit services for the division(s) of NLM. Once conference attendance is approved by U.S. Department of Health & Human Services (HHS), The National Institutes of Health (NIH) or NLM, as required, the contractor shall carry out these specific activities:

· Book exhibits for conferences and trade show exhibits/year on behalf of NLM (up to approximately 32 exhibits; if additional exhibits need to be purchased beyond 32, additional funding will be provided to the contractor).

· Coordinate with vendors to manage payment and purchase of all booth services and rentals, including booth rental, electricity, furniture and computer rentals, badge scanning capabilities, internet services, on-site labor, drayage, shipping, and maintenance of the booth.

· Manage exhibit set-up and tear-down at each exhibit. If contractor staff are not in attendance, the contractor will provide detailed instructions for NLM staff to exhibit and attend the meeting. Instructions should be provided within 6 weeks of the planned exhibit activity.

· Provide contractor to staff the exhibit booth.

· Design, develop and produce exhibit displays, posters, hand-outs, and educational/support materials tailored to specific audiences for various conference exhibits.

· Manage NLM education/support materials inventory at the contractor’s facility and distribute to exhibits.

· Ship, store and undertake quality control of all NLM exhibit displays. NLM will provide exhibit materials which include approximately 12 large displays (up to 8x10); 15 table top and pull-up displays, brochures, factsheets, resource cards, booklets, and magazines.

· Draft a recommended list of exhibits in advance of the upcoming fiscal year for consideration by NLM.

· Submit quarterly reports on individual exhibits in the NLM Outreach Evaluation Reporting System (OERS) or a specified NLM database that will capture the required data and metrics on the exhibit activities, as well as an annual report providing metrics and insight on outreach efforts at conference and trade show exhibits for effective planning of future opportunities.

The contractor will provide health education specialists, subject matter experts, graphic artists, and instructional designers to develop training, design education materials and to disseminate these resources through exhibits at national conferences, symposiums, workshops, trainings, webinars and technical meetings.

The contractor will provide training via webinar or teleconference and yearly consultation for NLM staff in the use of industry standard best practices for training evaluation, instructional design, and development of training materials as NLM transitions from traditional classroom training to web-based and self-paced formats.

The contractor will provide a comprehensive executive summary report of all trainings and related activities in the required quarterly and annual report.

The contractor will provide a Learning Management System (LMS) and provide end user technical support and multi-media expertise to develop and customize training using a variety of e-learning acceptable formats. Support will include:

· Review, edit and provide customization and branding for NLM training materials and ensure compliance with Section 508 for all online materials and resources.

· As directed by the NLM COR, import identified training courses into the LMS and provide customization and branding of the LMS interface.

· Review and update courses on a quarterly or annual basis. The NLM COR will work with the contractor to determine a schedule for course maintenance.

· Develop training and support materials for NLM using best practices for synchronous and asynchronous instructional design and course development.

· As appropriate, package individual lessons into SCORM-compliant XML packages suitable for redistributing and importing into learning management systems (e.g. Moodle).

Task 3: Evaluation Services

The contractor will support NLM in the development of evaluation designs, analysis planning, analysis and summary of quantitative and qualitative data, and delivery of exhibit training on best practices based on industry standards to NLM staff members. In addition, the contractor will provide a comprehensive evaluation summary report of exhibit activities.

The contractor will document the impact of training activities by providing evaluation reports for individual training activities and update future training courses as needed based on feedback from end users and evaluations.

Provide assessment and support to enhance evaluation capacity, including evaluation framework, and organizational evaluation plan, development of guidelines/recommendations for strengthening and maintaining evaluation capacity.

Task 4: General Support

Additional support provided across and within the above tasks may include one or more of the following:

· Community Engagement/Outreach (NLM’s efforts to improve access to and use of its information resources)

· Dissemination of specific and tailored information

· Materials development

· Data collection/environmental scans/background research

· Evaluation/Assessment/Analysis

· Web and mobile design and development activities

Anticipated Period of Performance

It is anticipated that the period of performance for this task order shall be for a 12-month period.

Deliverables

Task-specific deliverables are embedded within the requirements of the tasks. All deliverables and all electronic resources developed under this contract must comply with Federal requirements for accessibility as described by Section 508 of the Rehabilitation Act.

SharePoint shall be used to store all documents and materials related to the contract. This includes all reports, activity summaries, financial reports, copies of 508 compliant promotional materials, up-to-date exhibit schedules, etc. This resource shall be structured so that the Task Order Manager shall have access to their tasks when necessary. All resulting materials and products such as, but not limited to, training courses, exhibit materials and reports will become the property of the Government.