Attachment_3-Statement_of_Work.pdf

ATTACHMENT #3 – STATEMENT OF WORK (SOW)

No. HHS-NIH-NHLBI-CSB-RG-16-002-JF September 4, 2015

Administrative and Technology Support Services for the NIH Peer Review Program

A. PURPOSE

The purpose of this contract is to provide a wide range of technology-driven services to the Center for Scientific Review (CSR). These services range from the receipt of grant applications, processing reviewer travel, per diem, honoraria, and diverse administrative support for CSR's Division Integrated Review Groups (IRGs), the Division or Receipt and Referral (DRR), the Division of Management Services (DMS), the Office of the Director (OD), and the Scientific Review and Evaluation Activities (SREA) Program. In addition, support services shall be provided, under this contract, to senior management on issues of subject matter expertise, as well as analysis and operational expertise for the CSR management team.

B. BACKGROUND

With the advent of e-Grants electronic submittal requirements in May 2007, the National Institutes of Health (NIH), CSR performs a wide range of information technology-driven and support activities to further CSR's mission as the portal for NIH grant applications and their review for scientific merit. CSR receives approximately 100,000 grant applications per year and organizes peer review groups or "study sections" that evaluate the majority (70%) of the research grant applications submitted to NIH. CSR additionally receives and coordinates the review of grant applications of other operating divisions within the US Department of Health and Human Services

(DHHS).

CSR's mission is to ensure that NIH grant applications receive fair, independent, expert, and timely reviews, so ultimately NIH can fund the most promising research. In the last 12 months, CSR received and processed approximately 110,000 grant applications. Most of these applications are reviewed by study sections administered by CSR's 251 IRGs which are presently organized into 5 CSR Divisions. Approximately 231 Scientific Review Officers (SROs) coordinate the activities across the 25 IRGs. The SROs work in partnership with the scientific community to ensure that each scientific review group (study section) identifies the most meritorious science for recommended funding by the NIH's 27 Extramural Institutes and Centers.

Because grant applications must be processed within very specific timeframes in order to avoid missed funding opportunities by researchers, flexibility in our workforce is essential. If the applications are not processed within a timely manner, investigators may be forced to suspend projects. They may also furlough existing laboratory staff when renewal grants are not promptly funded.

To enhance our human capital capacity for workload fluctuations, we decided to increase our use of contract staff. For example, in our IRGs, the electronic receipt of grant applications reduced the amount of federal staff required, due to the elimination of manual paper processing. We filled vacancies with contract staff based on real-time workload surges. With the new initiatives, both electronic and managerial, it is essential that we maintain flexibility to increase or decrease our workforce to accommodate additional work, meet stringent deadlines, or enhance expertise on a

1 There are 25 IRGs listed in the CSR organization chart; only 24 are currently active.

project-by-project basis.

Government-Provided Information Technology Resources

The project makes extensive use of Government-provided information technology resources, and the effective use of these resources and maintenance of the data contained in them is essential to the successful performance of the contract.

• Electronic Research Administration (eRA) is the NIH infrastructure that includes front-end and back-end systems for the secure receipt, review, and administration of electronic grants. eRA provides full grant life-cycle systems, from initiative management through receipt, referrals to appropriate reviewers, electronically assisted review, flexible award processing, post award program management and oversight, fiscal administration, reporting and closeout.

• IMPAC II is the internal management information system used by CSR. IMPAC II consists of Oracle databases and query tools to support all aspects of the application review life cycle.

• eRA Commons (eCommons) is the publicly available web-based portal of eRA.

eCommons is used extensively by applicants, reviewers, CSR and other ICs.

• Query/View/Report (QVR) System is a tool that lets you search, view and retrieve detailed information about grant applications and awards.

• Secure Payee Reimbursement System (SPRS) is the payment reimbursement system implemented by NIH in 2008, which replaced the Central Contractor Registry (CCR) maintained by the Department of Treasury. SPRS is linked to eCommons and uses reviewer-entered data.

• Grants.gov allows organizations to electronically find and apply for more than $400 billion worth of federal grants. Grants.gov is the single access point for more than 1,000 grant programs offered by all federal grant-making agencies. Grants.gov serves as a portal for applicants interested in submitting grant applications in electronic form to NIH.

• Concur Government Edition is the federal travel payment reimbursement system implemented by NIH in 2014.

• Purchasing Order Tracking System (POTS) is the mechanism used by CSR to place orders for supplies and to initiate registration fee processing for scientific meetings and staff training.

• CSR Early Career Review system (ECR) is used to train and educate emerging scientists into well trained reviewers and to expand the pool of well qualified NIH reviewers. Submissions are done electronically and are housed internally in CSR databases.

• eSlate is a workflow system to help CSR staff vet and move reviewer nominations through the organization. All nominations and associated paperwork and comments are managed electronically.

• Video Assisted Meetings (VAM) is a series of systems to help facilitate videoconferencing of review meetings built on Cisco Jabber technology. In addition to a myriad of video hardware components there are web based applications to support the system.

• Telephone Access Meeting(TAM) is a system to help facilitate teleconferencing.

• Internet Assisted Meeting (IAM) is an electronic message board to help facilitate review meetings in both a synchronous and asynchronous time line.

• NIH Ethics Enterprise System (NEES) is a system that is used to track and report financial disclosures and prior approval outside activities.

• Ethics Management Information System (EMIS) is used to track and report federal ethics records.

C. Contractor Requirements

Independently, and not as an agent of the Government, the Contractor shall be required to furnish all the necessary services, qualified personnel, material, equipment, and facilities, not otherwise provided by the Government, as needed to perform the Statement of Work set forth below.

All work under this contract shall be monitored by the Contracting Officer Representative (COR), whose position is defined elsewhere in this contract.

1. Support Services for the Operation of the Division Integrated Review Groups (IRGs)

Representative activities that shall be performed by Contractor staff, under this contract, include, but are not limited to:

Operational Services for IRG Chiefs

The Contractor shall provide essential administrative and technology support to the 25 IRG Chiefs. The Contractor shall work closely with the IRG Chief to ensure a wide array of administrative and technology support services are provided, as well as the work with the chiefs’ subordinate staff of approximately 8 to 11 Scientific Review Officers (SROs). The Contractor shall learn about IRG and CSR review processes, policies, and procedures and comply with them to ensure accuracy and timeliness of work products. The Contractor shall also work closely with federal administrative staff to gain knowledge, skill, and ability to perform administrative work in compliance with CSR, NIH, HHS, and Federal rules and regulations.

Examples of support services provided to the IRG Chiefs include:

• Maintain databases of performance milestones

• Report development and data collection for peer review.

• Design and maintain databases that support specific IRG activities using desktop database software.

• Manage documentation and develop materials using software programs including but not limited to Microsoft Word, Excel and PowerPoint.

• Assist in the preparation of operational procedures.

• Schedule meetings for the IRG Chief and staff, to include maintaining electronic calendars and reserving meeting space.

• Data integrity management across multi-step work processes and multiple data repositories.

• Data quality management.

• Process completion verification.

• Large scale application research, review, and workflow activities.

• Query complex databases, organize and compile large amounts of data into a meaningful document, search for specific information within the databases, and provide recommendations based on findings.

• Use Excel spreadsheets to document and graph workload remain up-to-date on all administrative policies and procedures that affect the IRG and inform the IRG of any significant changes

• Follows the most recent policy and procedure guidance to assist with the collection, formatting, and processing of slate nominations including retrieving information from

QVR

• Tracks slate nominations from submission through approval providing updates to the IRG

• Maintains information on the IRG SharePoint site on the CSR Intranet, including current employee listings and location information

• Tracks working hours of IRG staff including meeting schedules, training dates, out-of-office and telework days

• Support of various special projects including coordinating, monitoring, analyzing and reporting of activities

• Ad hoc services for special peer review process activities, such as the NIH Challenge Grant program.

Support Services for Scientific Review Officers (SROs)

• Accurately and consistently monitor work activities, requirements, and volume.

• Work effectively with and report regularly to IRG Chiefs.

• Respond quickly and effectively to significant changes in short and long-term work volume.

• Respond quickly and effectively to changes in the characteristics of work performed to efficiently deploy and redeploy staff resources in response to short term needs.

• Quickly assign appropriate numbers of additional staff, or staff with different skill sets, as required by CSR.

• Collect pertinent data about potential review committee members by searching computer files regarding individual expertise, publication fields, and services for review committees.

• Design and implement complex database queries to ascertain the status of applications and to ensure the timely review of all applications.

• Design and build databases whose purpose is to support the timely, consistent review of applications.

• Perform broadly-based data review activities that ensure the accuracy and timeliness of information documenting review process status.

• Support an electronic, web-based review process.

• Prepare reimbursement documentation for SPRS processing.

• Coordinate review meeting site selection activities, communicate with hotels, and coordinate the implementation of automated contracts.

• Communicate and coordinate with principal investigators regarding issues related to their applications.

• Work with individual study section leaders and reviewers to prepare for review meetings.

• Assist individual reviewers in the preparation of reviews.

• Perform oversight activities that ensure all applications arc appropriately reviewed.

• Processing supply orders, travel orders, and training registrations for professional and scientific staff

• Processing of grants applications in the Dept. of Health and Human Services (HHS) and the ability to work with the Information Management Planning and Analysis and Coordination (IMPAC) QVR Systems

Support of Scientific Review Meetings:

• Create meetings in Committee Management: Include the time, place, date, type of meeting and the SRO name

• Add reviewers to the roster: As the SRO gives names for the roster, they are added to ensure that there is a good panel for the review

• Administrative Review: Ensure that all PI’s on the application are listed in Peer Review, which will allow the SRO to identify conflicts

• Create Meeting one codes for SRO, Program Officers and Reviewers

• Order Z-apps for SRO

• Prepare a rooming list to send to the hotel and once confirmation numbers are received, send them out to the individual reviewers

• Check Critiques in IAR

• Arrange the meeting’s BEO/AV information, coordinating with the hotel staff to ensure that the equipment is set up as requested according to the meeting specifications

• Ship boxes with relevant meeting materials and equipment to and from hotel

• Prepare folders for reviewers with relevant information in them such as, order of discussion, scoring sheet, travel information and a seating chart

• Print Fed Ex Labels

• Create Tent card nameplates for each meeting participant

• Prepare a seating chart according to the SRO’s instructions

• Attend Peer Review Meetings to support the SRO

• Handle setup for meeting (folders, visitors sign in, tent cards)

• Make sure all equipment is working (Microphones, Getner box, meeting one, Internet connection)

• Run Meeting One & Real Time

• Monitor conflicts

• Make sure all Pre & Post conflict of Interest forms are signed

• Make sure meeting minute is signed by SRO and Chair

• Clean up meeting room after meeting and make sure all paper is in boxes to be shredded

• Arrange FedEx to pick up boxes

• Release Scores (Enter and sweep all scores)

• Roster Updates/Generate Roster

• Macro Turbo/Clean/Edit Summary Statement: Make sure all the required information is formatted as on the template, per the SRO’s instructions, completed in a timely manner

• SREA Reports: After the meeting is completed, the report is pulled and the information is verified to ensure that the reviewers get the correct reimbursements and honorariums

• Prepare the Post-Meeting Minutes package for Committee Management – which includes the agenda, minutes, meeting one log, pre/post conflict report, and the roster and sign-in sheets

• Deliver the completed Meeting Package to CMO

• Release the meeting to finalize completion of the meeting

Support for Video Assisted Meetings (VAM)

• Data entry on the VAM Portal (pre-meeting), including the identification of the individuals that will be participating in the meeting remotely by video.

• Enabling remote participants on the VAM Portal (pre-meeting)

• Getting remote participants setup, configured, and tested (pre-meeting): Involves working with each remote participant to ensure that they have installed the appropriate hardware (video camera, microphone, speakers), have installed and configured the Cisco Jabber Video client software properly, and can successfully connect to our VAM servers.

• Managing the multimedia conferencing bridge (during the meeting): Assumes responsibility for maintaining high-quality video/audio for all participants.

• Troubleshooting video connection issues (during the meeting): Assumes responsibility for troubleshooting, which may involve a simple email exchange or possibly a phone call.

CSR VAM Support is always available to assist as needed.

• Managing video conflicts (during the meeting).Send e-mail to reviewers with a welcome greeting and information.

IRG-specific Quality Assurance Activities

The Contractor shall monitor the timeliness, consistency, and degree of comprehensiveness of the application review process. Staff serving IRGs may be tasked with complex database query functions in researching individual application status or the status of applications assigned to a given study section. They may be required to develop application tracking systems used to monitor progress against schedules, or to perform preliminary reviews of application status to ensure that the applications are complete and ready for review. These duties require a thorough understanding of:

• The peer review process, including the steps for processing different types of grant applications.

• The IMPAC II data management system.

• Federal, OHHS, NIH, and CSR grant review policies and regulations.

• The characteristics of individual grant application programs, which includes familiarity with the different types of grant application and desktop data management tools.

Ancillary Program Services: Provide Events Management Coordination:

• Manage the allocation, setup, use, and breakdown of all CSR conference/meeting rooms.

• Manage the distribution, storage, and maintenance of all technologies (audio, video, IT) used in CSR conference/meeting rooms.

• Ensure that all technologies (audio, video, IT) needed for a conference/meeting are setup and properly configured and working properly before, during, and after the meeting.

• Ensure that every conference/meeting has an assigned events manager that works proactively with the meeting organizer before, during, and after the meeting.

• Interact effectively with the Information Management Branch (IMB) to continually assess the technological capability for all CSR conferences/meetings and make recommendations for improvement.

• Interact effectively with the Administrative Services Branch (ASB) to continuously assess the non-technical capabilities and services (facility, room scheduling) for all CSR conference/meetings and make recommendations for improvement.

• Manage the Events Management System (EMS) and all digital signage content displayed throughout CSR.

• Maintain current training in the setup and deployment of all technologies used for CSR meetings/conferences.

• Develop a training plan to ensure that the CSR Events Management staff can provide effective counsel to meeting organizers on the appropriateness and use of the different technologies available for conferences/meetings.

• Develop standard operating procedures and instructional materials to improve the processes for managing CSR conference and meeting rooms.

• Provide outstanding customer service and serve as the central point of contact for all CSR meetings and conferences.

2. Support Services for the Operation of the Division of Receipt and Referral (DRR)

The DRR is the central office that receives all incoming grant applications to the NIH (approximately 100,000 annually). The Contractor shall work closely with DRR staff to learn and comply with receipt and referral rules, regulations, policies, and procedures in order to accomplish work with accuracy and integrity. The DRR works closely with CSR to route grant applications to the 25 IRGs for further processing. The Contractor shall provide direct support to the Director, DRR, senior management and other staff.

DRR operational support services include, but are not limited to;

Electronic Receipt and Processing of Grant Applications

• Receive and verify the completeness of applications.

• Cross check grant identification data, budget information, grant title, and prior grant information, as entered by the applicant in eCommons.

• Verify grant package information against information entered by the applicant in

Grants.gov.

• Sort applications by program area and store in c1ectronic folders according to DRR policy.

• Determine study section routing according to CSR policy.

• Route applications to appropriate IRG/study section.

• Track application status and report as required (including performing queries to identify specific applications and report on their status).

• Coordinate with ORR staff, IRG staff, and applicants regarding application routing and assignment.

• Track and report on work volume and other work characteristics as required by CSR.

• Change assignments of applications.

• Manage and update the status of Awaiting Receipt of Application (ARA) items.

• Identify and process fast track applications.

• Identify application errors.

• Identify and correct applications with modular budget problems.

• Update Request for Application/Program Announcement Table.

• Verify accurate and appropriate routing of applications.

• Verify accuracy of tracking and reporting data.

• Validate submissions against Federal, DHHS, NIH, and CSR policies and regulations.

• Validate grant application submissions against grant program criteria, policies, and procedures.

• Ensure applications arc rerouted and reassigned as directed by CSR.

• Ensure duplicate applications are identified and removed from the processing flow.

• Ensure grant applications arc processed in a timely manner.

• Ensure application copies are distributed and filed appropriately and according to DRR policies and procedures.

• Sort applications by grant program.

• Verify completeness and regulatory compliance of the application packet.

• Verify supporting documents are attached to the appropriate application.

• Verify the appropriate number of supporting documents are received.

• Extract and enter identifying data in IMPAC II.

• Search IMPAC II to identify related grants.

• Review and verify IMPAC II data.

• Coordinate with DRR and applicants regarding the assignment of applications to IRGs.

• Disseminate applications to appropriate IRGs.

• Report on application receipt status, including researching the status of applications and reporting as required.

• Track and report on work volume and other work characteristics as required by CSR.

DRR Quality Analytical Activities include:

• Work as team with DRR DMA to field questions by phone or e-mail

• Maintain the DRR SharePoint site

• Prepare a wide variety of monthly DRR workflow reports

• Provide analytical and administrative support for the trans-NIH ESI Extension Committee

(Anne Clark, DRR Associate Director, Chairperson)

• Work with DRR Director/Associate Directors/Assistant Directors on special projects that involve data collection and analysis

• Develop standard operating procedures and FAQs for DRR Receipt and Referral Analyst responsibilities, and for other DRR areas as requested.

3. Support Services for the Division of Management Services

Subject Matter Expert in Human Resources

The CSR requires technical assistance in the areas of human resources, ethics, and administrative office support.

• Provide expertise in the performance evaluation program, including position classification/ reclassification processes.

• Provide expertise in organizational development efforts.

• Provide expertise on recruiting and retention issues.

• Provide training expertise in human resource areas.

• Provide expertise in Government award programs.

• Answer benefit-related questions, including the expertise necessary to research benefit laws and options.

• Provide expertise in the areas of vacancy announcements, Knowledge, Skills and Abilities

(KSA) statements, and crediting plans.

• Provide expertise in responding to, researching, and answering questions related to Public

Health Service Commission Corps issues.

• Prepare reports (ad hoc and recurring) from the Human Resources Database.

• Provide expertise related to work force planning activities.

Support for the Executive Officer (EO)

Administrative and Analytical Support to the EO including, but not limited to:

• Maintain Executive Officer’s calendar.

• Provides support to various internal CSR committees

• Schedules meetings

• Prepares, receives, reviews and logs all documents received for the Executive Officer’s signature.

• Conduct research, analysis, management, and policy driven tasks in direct support of the

Executive Officer

• Study, design, develop and propose solutions to the center’s business and operations issues through the improvement of established practices and the implementation of new processes (often including IT solutions)

• Monitor performance by quantitatively and qualitatively analyzing program data in order to document trends and brief senior leadership on program efficacy and recommend strategic plans for improvement

• For major administrative programs, communicate process changes to staff and provide consequent training and advising

• Provide policy support; review and update Center Policies and support enforcement of/awareness of policies to ensure best practices and compliance.

• Design/maintain the intranet webpage related to telework; provide process training support; provide guidance, manage and support the electronic system to ensure effective compliance; manage agreement renewals and review agreements for data accuracy.

• Telework Data Analysis: As needed, conduct an analysis of telework data to study telework trends and their possible causal factors using data from the previous years for a comparative analysis

• Space Planning Audit for Hoteling: Support the Executive Office in space planning and hoteling implementation. Activities may include audit of hotel space use and analysis of data; design of compliance monitoring system/techniques. As needed, migrate Web content to the new intranet for the following:

o CSR Compass o Internal Committees o FMB MA Page o FMB Budget Page o Ethics Page o Telework Page

• The CSR Green Team: Assist the Executive Office in leading activities of the “CSR Green

Team” to include:

o Chairing Team (meetings) o Determine and prioritize goals o Determine and prioritize projects to support these goals o Assign members to teams/subcommittees to these projects o Support and promote awareness of the recycling process

Support for the Administrative Services Branch Office Support

• Serve as receptionist, greet and screen visitors, escort visitors to and from security, receive telephone calls, screen callers and take messages.

• Work with the Administrative Office on security and facility matters.

• Provide proactive customer service and independently handle all incoming requests and refer more complex matters to CSR staff members.

• Make travel arrangements and complete travel planning documentation for CSR staff.

• Assist with the assigning of controlled correspondence and monitor deadlines.

• Manage office supply inventory.

• Prepare memoranda, spreadsheets, and letters.

• Maintain office documents, such as lists, websites and contact information.

• Manage meetings - schedule meetings, draft agendas, record minutes and maintain files.

• Provide reports and participate in meetings as necessary.

Administrative Support across areas including DMS and IRG Divisions

• Maintains Division Director’s calendar.

• Maintain Division Director and RTA supplies

• Provides support to search committees by reserving meeting space, planning and vouchering travel for candidates or persons invited to attend meeting.

• Schedules SRO, ESA and Lead ESA Interviews and handles paperwork for new hires and departures.

• Prepares, receives, reviews and logs all documents received for Division Director signature.

• Maintain Nomination Slates:

o Receives, logs and returns (to IRG or CMO) nomination slates for 8 IRGs.

o Performs QVR Search/PubMed research in order to confirm information contained in slate is correct.

o Creates “check list” with quick access to important information for Division

Director including:

• Maintain Nominee information o number of professors (full/associate/assistant) o female v. minority information o checking to ensure all necessary paperwork is included o rotation chart for members o double check geographical balance o provide any additional notes for Division Director

• Collecting data on who has not yet completed mandatory training.

• Register employees for additional training.

• Serve as timekeeper

• Monitor, maintain and update SharePoint sites.

• Runs QVR Reports as needed for RTA o Workloads, weighted workloads, percentiles (temporary assignment) o Documents are updated on a weekly or daily basis, depending on preference

• Collects, reviews and submits conference attendance requests.

• Travel planning and vouchering for Division Director.

• Follows up with delinquent employees about mandatory trainings.

• Reviews purchase orders

Additional Tasks:

• Assist with any additional tasks or requests from CSR Division Management Analysts.

4. Support Services for the Office of the Director

Administrative Office Support

• Serve as receptionist, greet and screen visitors, escort visitors to and from security, receive telephone calls, screen callers and take messages.

• Work with the Administrative Office on security and facility matters.

• Provide proactive customer service and independently handle all incoming requests and refer more complex matters to OD staff members.

• Make travel arrangements and complete travel planning documentation for OD staff.

• Assist with the assigning of controlled correspondence and monitor deadlines.

• Manage office supply inventory.

• Prepare memoranda, spreadsheets, and letters.

• Maintain office documents, such as lists, websites and contact information.

• Provide reports and participate in meetings as necessary.

Ancillary OD Program Services:

Support CSR Early Career Reviewer Program:

• Serves as primary point of contact for applicants to the ECR program and facilitates communication between candidates for the ECR program, ECR program staff, SROs and Chiefs

• Receives applications for the ECR program and prepares applicant materials for vetting by SROs and Chiefs

• Coordinates the candidate vetting process by distributing workload among SROs, assigning tasks and monitoring completion of tasks

• Sends correspondence to candidates regarding their eligibility

• Screens emails for the Program Director and the ECR Point Person from ECR candidates

• Reports to the Program Director and ECR Point Person on progress of applications received, vetting of candidates, vetting outcomes, and transition of ECR data into the ECR database for SRO use

• Interacts with IMB staff to facilitate entry of new ECRs into the database

• Works with ECR Point Person to establish project priorities and timelines

• Assists in generating correspondence to ECR referral sources

Support Advisory Council to the Director on Diversity Working Group Subcommittee on Peer Review

• Provide all planning support for the Subcommittee on Peer Review

• Attend and participate in the meetings

• Prepare minutes for all meetings

• Research and compile data

• Analyze biweekly and monthly reports and approve payments for projects

• Prepare correspondence and documents needed for all Subcommittee projects

• Proof read documents

• Prepare and edit PowerPoint slide presentations

• Order and distribute supplies for Subcommittee support staff

• Prepare and process travel authorizations in Concur

• Provide support to the OD office on assigned projects as needed

• Manage Subcommittee on Peer Review Outlook mailbox

• Conduct literature reviews, prepare evidence tables for ongoing subcommittee projects

Subject Matter Expert: Operations Management Support for the Office of Planning, Analysis and Evaluation (OPAE)

• Represent CSR on the NIH Planning & Evaluation (P&E) Officers Committee.

• Provide data-science expertise by performing reverse engineering, data collection, cleansing, quality, analysis, integrity practices as well as data management system support.

• Support customers by providing subject matter expertise for technical project requirements, and mitigating identified risks.

• Build system infrastructure as well as data retrieval, verification, validation, and standardization protocol to increase data quality robustness and improve internal process flow.

• Construct Extract-Transform-Load (ETL) systems for publication data, calculates various bibliometric measures and performs citation and productivity analysis to evaluate CSR peer review quality.

• Administer group members' and collaborators' user accounts, file systems, and databases structures and privileges on the OPAE server if requested.

• Analyze and evaluate CSR peer review process by defining multiple projects’ scopes and factors, integrating various data sources, and performing descriptive and inferential statistical analysis.

• Lead, support, and collaborate with group members by providing clear guidance, schedules and deliverables for successful completion of project requirements.

Support for the Office of Planning, Analysis and Evaluation (OPAE)

• Point of contact and CSR representative of Information Quality Reporting.

• Manage and oversee OPAE projects, including risk identification, project and task status tracking, issue management, meeting materials preparations, funded PI service record project, and follow ups.

• Implement administrative tasks for the office as reporting to the Director of OPAE.

• Coordinate travel and meeting arrangements for the Director of OPAE, council members, and visiting guests.

• Coordinate with the CSR Security Officer and trans-NIH collaborators for start-up filings.

• Work with analysts/scientists on data validation, aggregation, and analysis.

Support for the Ethics Program

• Reviews HHS-520/521/717/OGE-450 forms and provides analysis of findings to CSR Ethics Coordinator (EC) or Deputy Ethics Counselor (DEC).

• Provides data entry and data analysis into EMIS, NEES and other systems necessary as requested by the EC/DEC.

• Research ethics issues and report findings to EC/DEC.

• Provide ethics briefings and develops training materials, and maintain ethics files

(electronic and hard copy).

Support to the Information Management Branch (IMB)

Support for the Director of Information Management Branch

• Write and edit technical documents for IMB, paying special attention to consistency, clarity, and technical accuracy

• Work on special IT projects including the IMB Training Program to devise training materials and using Learning Management Software (LMS) to create and manage course offerings and registration

• Research and develop new training material for COT software or IMB produced software or systems

• Provide training in classroom setting as well as produce training videos

• Create and distribute post training survey for IMB offered training classes

• Coordinate and assist with the completion of special projects, including research, documentation/communication and analysis

• Create and Manage CIO blogs

• Works on special IT projects including the IMB Training Program to devise training materials and using Learning Management Software (LMS) to create and manage course offerings and registration

• Assist the CIO and team with administrative duties including maintaining office supplies and small IT orders

• Interact with all levels of management, staff, customers, and business partners as necessary

• Prioritize, channel and facilitate communication from other departments

• Attend meetings and keep record of meeting minutes as requested

• Follow up with team members on assigned action items to ensure timely completion

• Update and manage calendar and departmental task list

• Generate reports, prepare presentation materials, and acquire documents as needed

• Update SharePoint site as needed

Support for Video Assisted Meetings (VAM)

• Develop troubleshooting instructions for VAM representatives.

• Distribute credentials to endpoints users to log in to virtual conference rooms.

• Help endpoint users configure server, audio, and video for Cisco video conferences.

• Create accounts and conferences for specific meetings and users.

• Monitor the virtual meeting room during meetings, adjust parameters in Cisco dynamic web-based user interface to make ensure meetings go smoothly.

• Troubleshoot and identify possible factors affecting quality of video conferences.

• Manage hybrid and VAM meetings for regular review and SEP review meetings.

• Manipulate the back-end architecture of Cisco Telepresence, including external and internal servers, Conference Bridges, and licensing limitations.

• Setup on site video conference equipment.

• Document Server Clustering and investigating automatic booking capability of TMS.

• Setup CSR internal streaming with Cisco content server and Windows media server.

5. Scientific Review and Evaluation Activities (SREA) Program Services

NIH/CSR Centralized SREA Program is a central service management center responsible for managing and evaluating costs associated with NIH peer review to CSR and 27 NIH Institutes and Centers. The SREA Management and Service Center (MSC) coordinate the processing of reviewer payment reimbursement for honoraria, travel, hotel lodging, meals, incidentals, and other approved costs. As part of this process, SREA staff interacts regularly with reviewers in answering questions, assisting with the submission of reimbursement documentation and the procedures that surround it, and resolving reimbursement problems.

Other SREA functions include, but are not limited to:

• Process meeting invoices sent to SREA from hotel providers.

• Coordinate handling of Blanket Purchase Agreement (BPA) invoices provided by NIH

Hotel Service providers.

• Prepare electronic spreadsheet cost analysis of NIH SREA expenditures and the comparison of trends.

The NIH SREA Centralized Program processes meeting rosters for CSR and ICs for payment reimbursement to over 35,000 reviewers per year and submits directly to the NIH Office of Financial Management (OFM) for a wireless payment. The Contractor shall coordinate, and manage and a high volume time sensitive transactions requiring detailed attention to accuracy. In addition, the Contractor shall coordinate the government fiduciary service related to non-federal reviewer travel payment to the NIH/CSR travel contractor. Ability to communicate, collaborate and coordinate with all leadership components of CSR, NIH Institute Extramural Program Officials, Administrators, and leading scientific reviewers across the country is critical.

Receipt and Processing of Payment Rosters

NIH has implemented the Secure Payee Registration System (SPRS) as its customized electronic tool for processing reimbursement payments for reviewers. CSR SROs submit approved rosters for payment to SREA where the Contractor shall review them for completeness and accuracy. The Contractor shall receive rosters, verify contents and adjust reimbursement amounts, if appropriate, and then enter information into SPRS. The Contractor shall verify that payment data from the rosters has uploaded properly to SPRS and perform related filing, coordination with SROs and

OFM.

Coordination with Reviewers

The Contractor shall frequently interact with reviewers in a variety of inquiry response and problem resolution situations. These situations include, but are not limited to:

• Research the status of reimbursement payments in process.

• Research and resolve payment problems.

• Answer questions about the reimbursement process.

• Answer questions about eCommons registration.

• Answer questions about personal data safeguarding procedures and practices.

• Coordinate responses with SROs and/or contractor staff supporting SROs.

The Contractor shall interact with reviewers and possess excellent communication and customer service skills. The Contractor shall be able to provide sufficient operational oversight to ensure:

• Communication is effective, accurate, and timely. All inquiries shall be responded to within the same business day.

• Respond to questions/inquiries in an accurate and traceable manner.

• Staff remains up to date about changes in NIH and CSR systems and procedures.

• Resources are available to undertake special projects involving coordination with CSR, NIH, and outside organizations.

Roster and Payment Status Tracking and Management

Responsive and accurate roster and payment processing are critical contract objectives for this effort. The Contractor shall implement procedures, processes, systems, and oversight mechanisms that ensure:

• Rosters are processed within 30 days of receipt manner.

• Payments are not delayed for a rosters ' slate of reviewers due to problems with one or more individual reviewer's reimbursement.

• Rosters are released for payment as scheduled.

• Reimbursements are handled within 30 days of receipt manner, in accordance with procedures and policies established by the Government.

• Accurate status reporting (both regular and ad hoc).

Roster Problem Resolution

The Contractor shall work proactively and responsively with reviewers and SROs to correct reimbursement problems whenever they arise. This may involve contact with the reviewer via telephone or email on multiple occasions, database records review, and functioning in a user support capacity to assist reviewers having problems with eCommons. As part of this process, the Contractor shall work closely with SROs and with CSR staff.

SREA Website Support

The Contractor shall provide staff with the expertise necessary to maintain and update content on the SREA web pages in both the NIH Intranet and internet domains in support of the NIH public.

The Contractor shall:

• Monitor overall site usability on a regular basis.

• Review and resolve usability questions and problems when they are received from SREA domain intranet users and/or from users of the public SREA domain.

• Design and update graphics.

• Perform HTML coding and update content.

• Update templates.

• Monitor the SREA email box, research responses to user questions, and provide users with accurate and timely responses within 3 business days.

• Take action to resolve SREA site problems within 3 business days.

Staffing Information

The following job categories are representative of the types of personnel needed to perform computer specialist functions and administrative support services assigned to the NIH SREA Management and Service Center (MSC); however, all work described in this SOW for SREA MSC functions must be accomplished by the contractor staff assigned to SREA MSC.

Overall CSR Project Manager - In addition to providing contract project management to the CSR, contractor shall also provide specific oversight to SREA contract staff in support of specific requirements under this SOW. This shall include, but not be limited to the following: direct oversight of the day-to-day SREA support functions; general oversight of staff resources;

accomplishment of performance goals; submittal of monthly status report on contract deliverables; compliance with approved SREA program, policies; SREA standard operating procedures; approval of work flow mapping processes; and availability to routinely meet with the SREA Project Officers.

SREA Program Specialist - Provides day-la-day SREA support services to CSR and 27 NIH Institutes/Centers. Services include, but are not limited to: processing meeting rosters; tracking unpaid payment or "on hold" status; tracking receipt of hotel invoices; data collection on daily services performed and cost expenditures; working with consultants in registration process;

researching customer complaints; researching and problem resolution of reviewer's unpaid payment; researching and resolving end of the year 1099 forms from OFM; word processing;

customer service communication; responding to inquiries; answering phones; delivering mail;

receiving packages; receiving and directing visitors to the SREA MSC. Provides direct computer support and services by providing monthly input of financial data into the SREA Financial Tracking Tool. This includes, but is not limited to, monthly tracking of expenditures on reviewer reimbursement payments for honorariums, flat rates, travel exceptions, and activities of open, closed, and unpaid meeting rosters.

SREA Support

These services shall include, but not be limited to, the following:

• Payment reimbursement for travel, honoraria, incidentals, lodging.

Task 1: Payment reimbursements shall be processed within 8 business days of receiving an approved roster from the Scientific Review Official (SRO).

Task 2: Reviewers shall be paid within 30 business days from the date of the grant application review meeting. Documentation shall be provided for payments exceeding 30 days which require action by the reviewer to resolve payment disbursement.

• Payment reimbursement registration guidance and one-on-one customer service assistance.

Task 1: Prior to submission of payment, the payment reimbursement NIH system (SPRS) shall be checked to assure reviewers on the roster are correctly registered. If not, the reviewer shall be contacted and registration problems resolved within 8 business days after receiving an approved roster and prior to submission of payment.

Task 2: Tracking of communications and any actions taken to resolve registration issues shall be entered daily on the "SRO Lookup" spreadsheet and approved by the SREA Contracting Officer's Representatives (COR). The spreadsheet shall be maintained, on a daily basis, on the S: drive, with read-only access by the CSR SROs.

Task 3: Provide one-on-one customer service registration guidance to reviewers to assure registration and banking problems arc corrected before payment is submitted, within 10 business days from initial communication with the reviewer.

• Data collection, tracking day-to-day performance outputs and performance goals, and tracking cost expenditures.

Task 1: Track monthly outputs and expenditures of day-to-day SREA duties and functions, as requested by the SREA COR on a pre-approved formal. The report shall be due on the 10th calendar day of every month for the preceding month.

Task 2: Input payment expenditures, meeting costs, and travel costs into IMPAC II and the Departmental Contract Information System (DCIS) on a monthly basis for end of year reporting.

This task shall be completed within 15 calendar days from close-out of the review meeting.

Task 3: Monthly payment reimbursements shall be entered into the SREA Financial Tracking Tool within 15 business days following the end of each advisory council round.

• Payment/Invoice/Problem Resolution

Task 1: By the 10th calendar day of each month, check meetings that occurred the previous month and verify whether the hotel invoice has been sent for payment. If an invoice has not been sent by the hotel, contact the hotel and request that the invoice is sent via e-fax to (301)480-2009.

Task 2: Check SREA payment system, via the SPRS, to verify the paid status of reviewer's reimbursement payments. This shall be completed within 3 business days after payment date by

OFM.

Task 3: Contact the reviewer and SRO regarding unpaid or on-hold status of payments, input status on the approved "SRO Lookup" tracking spreadsheet and track communications on how the payment issues are being resolved.

Task 4: Follow-up with SREA COR, on a monthly basis, to assure final resolution on unpaid reviewer status and that payment is made within 30 business days.

Task 5: Review each completed roster to assure paid status remains paid. At one month, and again at two months, upon close-out of the roster, the SREA COR, or designee, shall use the SREA payment system, via the SPRS, to review payment status of all reviewers, ensuring none have reverted to "HOLD", "Repayment Pending", or other unpaid status. Reviewers affected shall be added to problem resolution files for tracking and final resolution.

• Hotel contracts and hotel invoices

Task 1: Follow the approved Work flow and mapping procedures on how to process hotel contracts for meetings and receipt/filing of hotel invoices. Outputs shall be reported on the monthly status reports.

• Prepare monthly status reports on contract deliverables and performance outputs.

Task 1: A written monthly status report and charts are due to the SREA COR, on the 15th calendar day of each month, with outputs from the preceding month. Reports shall be submitted in the format approved by the SREA COR. On a monthly basis, meet with the SREA COR to discuss, in detail, the written monthly status reports on deliverables, performance outputs, and performance deficiencies, to include recommendations for corrective action.

Task 2: In order to ensure uninterrupted service and timely responses, prepare a tracking log for each CSR Division team for receipts and status of work.

• Process meeting rosters in accordance with procedures as approved by the SREA COR.

Task 1: Download roster from IMPAC and compare with approved meeting roster received from SRO. Review each roster for email attachments, checking for exceptions and if receipts are submitted that may exceed the flat rate reimbursement, or special considerations to assure that the roster received is not a duplicate to alleviate the potential for duplicate payments.

Task 2: Follow work flow and mapping processes of SREA procedures, as approved by the SREA

COR.

Task 3: On a daily basis, track rosters received from the CSR SROs to determine: the number of rosters received after 15 calendar days from the date of the meeting; those not using the approved QVR roster; those not verified by the CSR SRO; submission of incorrect format; and number of requests for after the fact exceptions.

• Administrative Support

Task 1: On a daily basis, provide clerical assistance to include, but not be limited to, answering telephones (support for other CSR/DMS, as requested); checking voice mail two times per day;

filing; faxing; data entry; generating database reports; record keeping of written and computerized communications; utilizing computer-based SREA and NIH tracking systems; and preparing and submitting other reports as requested by the SREA COR.

6. Contractor’s Monitoring Plan

The contractor shall establish and propose a Monitoring Plan for the work to be performed under the task order for each of the task levels. The Monitoring Plan must address the following:

• Who will be responsible for quality control during the performance of the task levels?

• What will that person do to ensure compliance to requirements of the task levels?

• Where will the quality control activities be performed?

• When will the quality control activities be performed?

• How will quality control inspections be performed?

• How will the quality control activities be documented and reported to the COR?

The government will use the Monitoring as the basis for t evaluating the contractor's performance over the life Contract.

7. Transition Phase-In/Out Plan

The contractor shall propose a transition phase-in/phase-out plan in its technical proposal.

Phase-in…