GRIN-Global Performance Work Statement_.pdf

Performance Work Statement

The USDA, Northeast Area (NEA), National Germplasm Resources Laboratory (NGRL) located in Beltsville, MD requires a Contractor to provide scientific software testing, technical writing/documentation, and technical/scientific training assistance to the Germplasm Resource Information Network (GRIN) Global project.

Performance Work Statement and Requirements

The Contractor Shall:

• Develop and conduct customized training to meet the needs of the USDA‐ARS National Plant Germplasm System (NPGS) staff and international partners/customers on the use of the GRIN‐Global scientific/genebank management software. The training needs will include: in-depth online training for new genebank staff, which may involve numerous sessions (group preferably, but sometimes individual) over an approximately 1–2-month period; one-on-one on genebank specific coaching or tutorial activities on specific topics as requested; regular refresher or Q&A sessions (typically 2-3 per month) to which all NPGS staff are invited.

Most sessions, regardless of audience, will generally be 60-90 minutes, although training for new staff may have several sessions per day based on their scheduling availability. The training will primarily focus on specific genebank workflows and tasks with an emphasis on best practices. Workshops typically will be held in a remote learning environment. Instructor must be able to answer questions during and after each training session to assist employees with their daily genebank and germplasm tasks. Training programs must be prepared in a timely manner, typically immediately before or after the delivery dates of the software releases. Travel for in‐person domestic workshops may be required rarely, typically no more than once per year. Such requirements are impossible to predict, and therefore will be negotiated separately and enacted as needed with contract funding modifications.

• Coordinate and lead distance learning using appropriate technologies. Develop innovative assistance learning tools (e.g. videos, self-paced exercises, user guides, cookbook‐like (“How to”) instructions, FAQs, email detailed responses, etc.) to help NPGS users and external customers achieve proficiency in using GRIN‐Global.

• Perform technical writing to develop and update documentation for each release of the software, including guides for system administrators and system users. The latter includes both internal genebank staff and external users of the public website. Besides Microsoft Office applications, especially Word and Excel, the documentation for the GRIN-Global scientific software requires use of basic website creation and management tools (HTML, CSS), query languages (SQL), software for file management (for example, Google Doc, One Drive, SharePoint), video editing (for example, Camtasia, Adobe Premier Pro), and help file creation (for example, Flare). Note: the tools parenthetically labelled “for example” may have other viable options. Depending on the content, the contractor shall develop documentation deliverables in advance of the software version releases and no later than 14 business days after each release of the newest version of the software.

• Test and document system performance and features for both technical development team and end-product users as part of a group effort to ensure the released software is functionally sound. The testing typically will determine whether enhancement and/or defect tickets (project currently uses Trac) have been resolved sufficiently for users to complete the work tasks or improve the efficiency of workflows.

• Identify use cases to improve user performance; perform business analysis functions by analyzing genebank workflows and tasks and then specifying detailed requirements in work tickets (Trac software is currently used) so that the development team understands the users’ expectations. Facilitate discussions between users and developers to ensure a smooth translation from user needs to the software development and implementation. Engage with GRIN‐Global development team members on matters that require in-depth internal review of the software code.

• Participate in and frequently host regularly scheduled GRIN‐Global meetings (typically via

Zoom) to report recent user concerns and problems and assist with the development team’s prioritization of software remedies. Explain and illustrate workflow/task issues and suggest possible software solutions. Development teams meeting are typically weekly and the user advisory committee meetings are typically bi-monthly.

• Develop and update content for the GRIN‐Global project public website with documentation, announcements, photographs, and other information that is approved for widespread dissemination.

• Answer technical inquiries, usually by email or videotelephone applications, from domestic and international customers regarding the software features and functions.

Reports/Documentation:

The Contractor shall provide all reports and documentation to the Government in the appropriate electronic and written formats. The electronic versions shall be created using Microsoft Word in a format agreed to by the Government. Some reporting may require corollary presentation formats using Microsoft Office Suite, e.g. Excel, PowerPoint, etc.

Place of Performance:

Beltsville Agricultural Research Center Building 003, 10300 Baltimore Avenue BARC-West Beltsville, MD 20705

OR

Alternative work site(s) as agreed upon with technical contact. The Performance Work is inherently amenable to remote work.

This contract is for the equivalent of a 0.70-75 FTE. This contract will cover 48 weeks to account for holidays and annual leave at the contractor’s discretion and as agreed upon with the technical contact, with an average of 28-32 hours work per week. There shall be a maximum of 1456 hours paid during the contract performance period.

The expectation is that the contractor will work a flexible schedule to meet virtually with users and attend team meetings as needed. Most work will be from 8:00 am to 7:00 pm Eastern U.S.

time, but occasionally outside this period. The ARS National Plant Germplasm System has employees in six U.S. time zones and GRIN colleagues around the world, especially in Central European time zones.

Quality Assurance Plan and Evaluation of Performance:

The Contractor shall be evaluated based on the timeliness and accuracy of the delivered products and services. The quality assurance shall be performed by the Research Leader of the National Germplasm Resources Laboratory, who is also the USDA system owner for GRIN and the COR/technical contact for the contract. The Research Leader may consult with technical development team members and/or system users at the ARS genebank locations when evaluating performance. Criteria used to assess accuracy and quality will include: technically accurate information in the documentation/absence of inaccurate information; clarity of guidance, instructions, step-wise protocols etc. to allow users to perform the task with proficiency commensurate with their experience with the system; documentation free of spelling and grammatical mistakes; avoidance of jargon or slang that may not translate accurately into languages other than English and used by international customers; feedback from participants and customers about the effectiveness of training classes and assistance/question requests and experiences; up-to-date and accurate content on the project website; creation and follow-up with Trac tickets when software defects are noted or enhancements are suggested from end-user engagement.

Government Furnished Workspace and Equipment:

The Government will provide workspace and customary office equipment in B-003, Beltsville Agricultural Research Center, as needed. The Government will provide a laptop computer with the necessary software for both on-site and off-site access to Government networks, including the Microsoft Azure cloud instance of GRIN-Global.

Security and Dissemination of Information:

The work and information the Contractor shall provide the Government will not be sensitive.

The goal is to ensure widespread and successful adoption and use of the GRIN-Global system, which is public domain software. However, all regulations, policies, and procedures pertaining to the safeguarding of government information management systems and data will apply to the Contractor.

Estimated Period of Performance:

April 3, 2023 – April 2, 2024