MPASS PWS.pdf

W81XWH22R0025

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PWS SECTION 1

SECTION 1.0: GENERAL INFORMATION

Purpose

To award a contract for meeting, programmatic, and administrative support services to the Congressionally Directed

Medical Research Programs (CDMRP) and the United States Army Medical Research and Development Command

(USAMRDC).

To support the tasks identified below requires an experienced and cohesive team of scientific, technical, and administrative personnel who can demonstrate a comprehensive understanding of the requirements to produce acceptable deliverables within the required timelines while meeting cost, schedule, and performance requirements.

The Government reserves the right to include support for other Federal agencies. These efforts may be in conjunction with tasks directed by USAMRDC or separate tasks. The Contractor shall provide all necessary qualified personnel to provide support for each of the selected organizations.

1.1 Background

The United States Congress directed the Department of Defense (DOD) to manage appropriations totaling over

$17.8 Billion, since fiscal year 1992 (FY92), for peer reviewed competitive programs directed toward targeted medical research initiatives. The USAMRDC is responsible for administering these targeted research program appropriations.

The CDMRP is an office within the USAMRDC that implements funding and serves as the executive management agent for a majority of the biomedical research programs directed by Congress, in addition to providing support for the core (presidential budget) DOD and Army medical research program areas.

The DOD Breast Cancer Research Program was established after grassroots efforts led by the breast cancer advocacy community led to a FY93 congressional appropriation of $210M for peer reviewed breast cancer research, thus launching the CDMRP.

The CDMRP sought the advice of the National Academy of Sciences Institute of Medicine (IOM) on how to best invest and manage the $210M congressional appropriation. While the IOM made several important recommendations, a pivotal one outlining a two-tier review process for evaluating and selecting research applications became a cornerstone within CDMRP. This novel two-tiered process involves reviewing every research application for scientific merit as well as programmatic relevance.

The first tier of the two-tier review process is peer review. Peer review is a criteria-based process where applications are evaluated based on their scientific and technical merit. Applications are evaluated by scientific discipline, specialty area, or award mechanism by scientific, technical and consumer peer reviewers.

The second tier of review is programmatic review. Applications are programmatically reviewed by members of the programs’ Programmatic Panel. Programmatic review is a comparison-based process in which applications from multiple research areas compete in a common pool. Programmatic review balances the potential outcomes and risks of scientifically meritorious applications to select those that have the highest potential to help achieve the vision and goals of the respective program. Support for the programmatic review is a major aspect of this contract solicitation.

For more information on the office of the CDMRP, go to https://cdmrp.army.mil and review materials provided on the website about the CDMRP program cycle.

1.2 Period of Performance

The anticipated period of performance of this contract is 60 months from date of award.

1.3 Place of Performance

The primary place of performance will be in the government-provided facility (on-site) and the contractor-provided facility, with the contractor determining an appropriate mix of contractor site work stations, government site work stations, desk sharing, and teleworking as needed to perform the tasks in this Performance Work Statement (PWS).

The Government will make available up to four (4) work stations at the CDMRP facility at Fort Detrick primarily for public affairs, science writing, and media support personnel due to the nature of the services provided as outlined in Section 4.0. However, other support staff may utilize the assigned desk space for ad hoc needs. Desk sharing and telework will be allowed. The number of work stations at Fort Detrick may be increased if additional support is needed as determined by the Government.

1.4 Hours of Operation

Contractor employees shall provide support during CDMRP’s normal business days and hours of operation.

CDMRP operates on a Monday through Friday work schedule, with normal business hours from 8:00 am to 5:00 pm (EST). Core hours of operation are from 9:00 am -3:00 pm with flexibility to adjust around that for daily schedules, excluding Government holidays and unforeseen closures. Telework is allowable and alternate work schedules may be considered; however, the contractor will be required to provide the same level of continuous support during normal business days and hours of operation. Overtime is only permitted when pre-approved by the

Contracting Officer.

1.4.1 Operation During Emergency Situations

Individual contingency operation plans shall be activated immediately after determining that an emergency has occurred, shall be operational within 12 hours of activation, and shall be sustainable until the emergency situation is resolved and normal conditions are restored or the contract is terminated, whichever comes first. A Government

Emergency point of contact (POC) will be identified at the kick off meeting. In case of a life threatening emergency, the Government Emergency POC will immediately make contact with the Contractor Project Director to ascertain the status of any Contractor personnel who were located in Government controlled space affected by the emergency, as well as the status of any Contractor personnel who hold a Common Access Card (CAC) card. When any disruption of normal, daily operations occurs, including Post closures, the Contractor Project Director (or his/her designee) shall promptly open an effective means of communication with the Contracting Officer’s Representative

(COR) and Government Emergency POC to verify:

Key points of contact (Government and Contractor)

Temporary work locations (alternate office spaces, telework, virtual offices, etc.)

Means of communication available under the circumstances (e.g., email, webmail, telephone, courier, etc.) Essential duty personnel for emergency and contingent operations

Essential work products expected to continue production by priority

The Contractor Project Director, in coordination with the COR, shall make sure the resources and tools are available to continue contracted functions to the maximum extent possible under emergency situations. The Contractor shall obtain approval from the Contracting Officer (KO) and COR prior to incurring costs above those allowed for the terms of this contract. Regardless of contract type, and of work location, Contractors performing work in support of authorized task within the scope of their contract shall charge those hours accurately and in accordance with the terms of this contract.

1.5 Key Personnel

Key Personnel will be identified at the base contract level. Substitutions of proposed Key Personnel shall not be allowed for a period of six (6) months after award, except under extreme circumstances. Any substitution or replacement of Key Personnel shall have qualifications equal to or greater than the individuals proposed. For temporary and/or permanent replacement of Key Personnel, the Contractor shall provide a resume for each individual to the COR. Resumes shall be provided at least one week (or as mutually agreed upon) prior to making any personnel changes. The Government reserves the right to pre-approve any replacement or substitutions of Key

Personnel. Contractor personnel must submit necessary information to start the clearance review process 2 weeks prior to reporting for performance.

The Government has identified the following positions to be filled by Key Personnel. The offeror may propose alternate and/or additional positions as Key personnel.

Position Title:

Project Director

Deputy Project Director

Task Order Managers (multiple)

Production /Video Manager

Science Writer

Public Affairs Specialist

1.6 Contract Kick-Off Meeting

The Contractor shall contact the base contract COR to set up a post-award conference with the base contract COR and other designated staff, within 30 business days after the start date of the contract.

1.7 Contract Description

The Government intends on awarding a single award Indefinite Delivery Indefinite Quantity (ID/IQ) requirements contract with cost plus fixed fee and firm fixed price task/delivery orders.

1.8 Travel

Travel may be required to perform tasks in Section 4.0 below. The COR is the travel order approval authority as designated in writing by the KO. All travel requirements (including plans, agenda, itinerary, or dates) shall be pre-approved by the COR and is on a strictly cost reimbursable basis. The Contractor shall be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulations (JTR) and the limitation of funds specified in the task order. Costs for travel shall be billed in accordance with the regulatory implementation of Public Law 99-

234 and Federal Acquisition Regulation (FAR) 31.205-46 Travel Costs, subject to local policy and procedures. Any

Government travel coordinated as a part of the tasks in this contract must comply with these laws and regulations as well as those of the Army Regulation (AR) 1-50 Army Conference Policy and any USAMRDC regulations or guidance.

1.9 Non-Personal Services

This award identifies services that are strictly non-personal in nature.

1.10 Severable / Non-Severable Services

This award identifies services that are severable in nature.

1.11 Inherently Governmental Functions

This requirement has been reviewed and contains no services that are Inherently Governmental functions.

1.12 Organizational Conflict of Interest (OCI) Category

OCI is categorized into three broad categories, as defined in Attachment 18 and below for purposes of identifying, avoiding or mitigating against OCIs in accordance with FAR Subpart 9.5. If the Offeror/Contractor believes that a real or apparent OCI may exist as a result of an award, the Contractor shall also submit an OCI Mitigation Plan, as necessary. Please complete Attachment 18 as appropriate.

Category 1: Internal Support: Where services which, by their very nature, give the Contractor access to non-public procurement sensitive data about the contract requirements, other contractors’ proprietary information, or put the contractor in a position to influence the award decision on a contract in which they are participating.

Services would be characterized as having access to Command-wide or CDMRP-wide procurement sensitive information.

Mitigation strategies may include: avoidance (non-participation) or firewalls between existing personnel and new requirement.

Category 2: Program and/or Administrative Support: Services which assist in planning and managing an organization’s activities and programs.

Services would be characterized as having access to only Directorate level procurement sensitive information or work that would have little influence on follow-on requirements.

Mitigation Strategies: Within the requirements office – avoidance or firewalls.

Category 3: Product Support: Services required to meet the mission requirements of the organization’s activities and programs.

Services can be characterized as having little or no access to procurement sensitive information other than the immediate requirement and little chances of follow-on work that can be influenced by the immediate requirement.

Mitigation Strategies: Contractor can provide a mitigation plan or acceptable self-certification that no OCI exists.

Contractor participation in more than one of these areas may give rise to an unfair competitive advantage resulting from access to advance acquisition planning, source selection sensitive or proprietary information. Furthermore, Contractor participation in more than one area may give rise to a real or apparent loss of Contractor impartiality and objectivity where its advisory or planning assistance in one area potentially affects its present or future participation in another area.

The purpose of this categorization is to accomplish the following three objectives: (1) to inform prospective Offerors that CDMRP/USAMRDC presumes that award of a contract or order in the subject category will give rise to real or apparent OCI’s with respect to requirements in the other two categories and or may give rise to an OCI in the same category; (2) to assist current Contractors and prospective Offerors in developing their own business strategies regarding participation in CDMRP/USAMRDC requirements and in identifying and, where possible, avoiding or mitigating against OCIs; and (3) to ensure that all current Contractors and prospective Offerors are afforded the maximum practicable opportunity to compete for all CDMRP/USAMRDC requirements consistent with the restrictions required under FAR Subpart 9.5 and sound business practices.

For purposes of identifying and/or mitigating against OCIs, CDMRP will examine all its services requirements and acquisitions regardless of the cognizant contracting activity (e.g., USAMRAA, General Services Administration

(GSA), other agency Multiple Award Schedules, etc.) or the type of contract vehicle used (e.g., Federal Supply

Schedule (FSS) order, Fair Opportunity competitive order under Multiple Award ID/IQ Contracts, competitively negotiated awards under FAR Part 15, etc.).

Each CDMRP/USAMRDC services solicitation will therefore be designated as falling within one of the three defined OCI categories. The work called for under this contract and subsequent task orders has been determined by

CDMRP to fall within the following OCI category:

Category 2: Program and/or Administrative Support

PWS SECTION 2

SECTION 2.0: GOVERNMENT-FURNISHED PROPERTY AND SERVICES

2.1 General Information

The Government will provide some equipment for personnel to complete the tasks in Section 4.0 listed below.

2.2 Government-Furnished Property

The Government will provide desk space at the Government site designated in the task/delivery order level. For positions designated as onsite, the Government will make available a personal computer, monitor, telephone, fax machine, copying and scanning machine, printer, and supplies necessary to perform the work on-site. For telework, the Government will provide a personal computer, but telephone, internet connectivity, and other equipment will not be provided and shall be the sole responsibility of the Contractor. For all other support provided under this contract, the Contractor shall provide their own facility as noted in Section 3.0 below. The Government will provide personal computers, monitors, copying and scanning machine, printer, projectors and supplies necessary to perform the work at the Contractor site. Due to the type of Government Furnished Property (GFP)/

Government Furnished Equipment (GFE) anticipated to be issued under this contract to perform the tasks within the PWS, the contractor’s facility must meet the minimum location requirements in PWS section 3.1.1 GFP/GFE shall either be returned to the Government within one business day or an onsite appointment scheduled the next business day for ad hoc maintenance.

2.3 Government-Furnished Services

The Government shall provide custodial, utility, pest control, telephone, refuse collection, and postage

(Government related materials only) services for Government provided space only.

2.4 Government-Mandated Training

All Government mandated training (partially noted in Section 3.0 below) is required for all individuals who are physically located at Fort Detrick or require network access, including Contractors. All

Government mandated training shall be Government furnished and shall be completed online or on-site during duty hours and in accordance with established timelines.

PWS SECTION 3

SECTION 3.0: CONTRACTOR REQUIREMENTS

3.1 Contractor Personnel Minimum Requirements

3.1.1 The Contractor will be required to have a facility that houses Contractor employees and associated sub-

Contractor employees no more than 10 miles from Fort Detrick because connection to the .mil network shall be required under this contract to provide access to necessary Government information systems and network resources.

To obtain this, the Fort Detrick Network Enterprise Center (NEC) must conduct a site visit of the remote contractor facility and provide approval for installation and configuration of direct .mil connectivity. If approved, the Fort

Detrick NEC will arrange for installation of a 50 MB Verizon Circuit with Verizon to the Contractor facility's communications entry point, locking switch cabinet that meets NEC specifications, and network switches. The NEC will provide any needed technical support and CDMRP will cover all associated expenses associated with maintaining provided equipment and Verizon circuit. The CDMRP will also provide all GFE and necessary technical support. The GFE currently includes laptops for all staff; docking stations, external monitors, networked copier/scanner and network printers are provided for contractor facility and staff at that location. The Contractor is responsible for providing locations close to support staff for the .mil networked copier/scanner and printers. The

Contractor shall be responsible for providing networking from all Contractor support staff work locations in the facility to a common network patch panel located in a NEC approved limited access secure location within the facility such as a lockable hub closet or server room that is also capable of housing the locking switch cabinet and network switches provided by the Ft. Detrick NEC. CDMRP will also provide required color coded network cabling to run from the Contractor provided network patch panel to the NEC provided switches. The Contractor shall be responsible for providing the required wiring to connect the 50 MB Verizon circuit from their facilities communication entry point to the designated location of the NEC provided locking server cabinet and network switches.

If Fort Detrick NEC requirements change and the distance from Fort Detrick is no longer limited to 10 miles, the

Government may re-negotiate with the contractor on an alternate contractor facility. Requirements for .mil connection are subject to change.

3.1.2 The Contractor shall accomplish the assigned work by employing and utilizing qualified personnel with skills, and when required, training, and experience. The Contractor shall match personnel skills to the work or task.

The Contractor shall ensure the labor categories as defined in the Labor Categories and Descriptions labor rates, and man-hours utilized in the performance of each task order issued hereunder will be the most appropriate to accomplish the task. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract and task orders. The Governments estimated labor categories and descriptions are provided in Attachment 6.

3.1.3 Contractor personnel shall be designated as ADP III at a minimum as defined by Department of Defense

Regulation 5200.02 DoD Personnel Security Program (for reference, review https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/520002p.pdf?ver=2018-05-11-100552-223 ).

Each employee must also be a United States citizen. This is necessary so the contractor employees may be granted access to the .Mil domain. The CDMRP will initiate the process with the appropriate personnel at Fort Detrick for the successful offeror’s employees to obtain a National Agency Clearance and Inquiries (NACI). If contractor personnel are unable to receive a favorable NACI and/or be a United States citizen, that individual may not be employed under this contract.

3.1.4 All Contractor employees, including sub-Contractor employees, requiring access to Army installations, facilities or controlled access areas shall complete Antiterrorism (AT) Level I training within (30) calendar days after contract start date or employment start date (whichever is applicable) and annually thereafter. The Contractor shall submit certificates of completion for each affected Contractor employee and sub-Contractor employee to the

COR and CDMRP Training Coordinator within five (5) calendar days after completion of training by all employees and sub- contracting personnel. AT Level I awareness training is available at https://jkodirect.jten.mil/

3.1.5 The Contractor and all associated sub-Contractor employees shall comply with applicable installation, facility, and area commander installation and facility access and local security policies and procedures. The

Contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by the installation Security Office. The Contractor workforce must comply with all personnel identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor

Personnel) as directed by DOD, Headquarters, Department of the Army (HQDA), and local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition

(FPCON) at any individual facility or installation change, the Government may require changes in Contractor http://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/520002p.pdf?ver=2018-05-11-100552-223 http://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/520002p.pdf?ver=2018-05-11-100552-223 http://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/520002p.pdf?ver=2018-05-11-100552-223 security matters or processes.

3.1.6 All Contractor employees with access to a government information system must be registered in the Army

Training Certification Tracking System (ATCTS) at commencement of services and must successfully complete the

DoD Cyber Awareness Challenge training prior to gaining access to the information system (IS) and then annually thereafter. The CDMRP Training Coordinator will register contractor employees and will be responsible for tracking and uploading all training certificates into ATCTS.

3.1.7 Per AR 530-1 Operations Security, all contractor employees and associated sub-contractor employees with access to a government information system must complete Level I Operations Security (OPSEC) Awareness training within 30 calendar days of their reporting for duty. All contractor employees must complete annual OPSEC awareness training thereafter. The contractor shall submit certificates of completion for each affected contractor and sub-contractor employee to the COR and CDMRP Training Coordinator upon completion.

3.1.8 All Contractor employees and associated sub-Contractor employees working IA/IT functions must comply with DOD and Army training requirements in DOD 8570.02, located at https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/520002p.pdf?ver=2018-05-11-100552-223 , DoD 8570.01-M located at https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodm/857001m.pdf?ver=2019-07-08-101252-253 and AR 25-2 located at https://armypubs.army.mil/epubs/DR_pubs/DR_a/pdf/web/ARN17503_AR25_2_Admin_FINAL.pdf within six months of employment.

3.1.9 All Contractor employees and associated sub-Contractor employees with access to a Government information system/resource must complete an Acceptable Use Policy (AUP) before issuance of network access. A copy of the completed AUP must be provided to the CDMRP Training Coordinator for upload to the Contractor’s

ATCTS account.

3.1.10 Ensure that all staff including sub-Contractors and consultants comply with the training requirements of the

Privacy Act of 1974 (5 U.S.C. 552a) and Health Insurance Portability and Accountability Act of 1996 (HIPAA)

(Pub. L.104-191). The training requirements are mandated by OSD Memorandum 15041-07, “Safeguarding Against and Responding to the Breach of Personally Identifiable Information;” DOD 6025.18-R, “DOD Health Information

Privacy Regulation,” January 24, 2003; and the Tricare Management Activity (TMA) Workforce Training Policy

Memorandum, dated May 28, 2008, on the subject, “Workforce Training Policy Pursuant to the Department of

Defense Privacy Act Regulations and the Department of Defense Health Insurance Portability and Accountability

Act Privacy and Security Regulations.”

All required Privacy Act and HIPAA training will be conducted online through MHS Learn at https://jkodirect.jten.mil/ to meet the requirements. The Contractor and subcontractor employees shall then complete this training annually thereafter. The contractor shall submit certificates of completion for each affected contractor and sub-contractor employee to the CDMRP Training Coordinator upon completion.

3.1.11 Per Army Regulation (AR) 381-12 Threat Awareness and Reporting Program (TARP), contractor employees must receive annual TARP training by a counterintelligence agent or other trainer as specified in 2-4b of the AR.

PWS SECTION 4

SECTION 4.0: PERFORMANCE OBJECTIVES

The Government requests the Contractor to provide scientific, technical, and administrative personnel to complete the following tasks which shall be identified at the task order level.

In addition, the Contractor shall provide a contractor-owned, contractor-operated, web-based electronic system which includes hosting of such system. The system shall support activities to include meeting facilitation, scoring, http://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/520002p.pdf?ver=2018-05-11-100552-223 http://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/520002p.pdf?ver=2018-05-11-100552-223 http://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/520002p.pdf?ver=2018-05-11-100552-223 http://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodm/857001m.pdf?ver=2019-07-08-101252-253 http://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodm/857001m.pdf?ver=2019-07-08-101252-253 http://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodm/857001m.pdf?ver=2019-07-08-101252-253 review, individual and panel voting, with capabilities to capture live notes, allow for virtual meetings, enable document sharing, and conduct a minimum of five concurrent reviews in multiple meetings and/or panels.

4.1 Key Task 1 – Provide Meeting Support

Provide onsite (i.e. in-person), video/telephonic, and online-only meeting support as requested by the Government.

4.1.1 General Program Meeting Support

The tasks listed below will not be required for every meeting. The specific meeting requirements will be identified at the task order level using a meeting assumptions page but the Contractor shall be capable of supporting all of the following tasks:

4.1.1.1 Coordinate with the meeting POC on planning for all aspects of meeting requirements, including but not limited to: utilizing a commercially available video conferencing platform, scheduling, utilizing a commercially available meeting registration website, attendees, audio/visual (A/V), computer networking, after action meetings, meeting invitations, seating arrangements, seating charts, equipment rental, presentation coordination and posting to meeting site, and internet connectivity.

4.1.1.2 Prepare, edit and distribute all meeting documents.

4.1.1.2.1 Coordinate with the meeting POC on read ahead and meeting materials such as briefings, booklets, spreadsheets, or other pre-meeting documents, funded project outcomes (publications, patents, follow-on funding, etc.), and/or global funding landscape data.

4.1.1.3 Provide support for program meetings. Unless specified, the tasks are applicable to all meeting formats including onsite, video/telephonic and online-only meetings.

4.1.1.3.1 For onsite meetings only, identify, reserve and configure meeting venues for onsite meetings. Inform the respective CDMRP program manager of planned and finalized venue when making the meeting arrangements within three business days of final venue selection. For meetings requiring meeting approval before task order award, the

Government shall reserve the meeting venue and is responsible for establishing a contract with the venue directly.

4.1.1.3.2 For onsite meetings only, reserve appropriate number of meeting rooms in support of the meeting and supply any necessary audio/visual/IT support and equipment needed to conduct the meeting.

4.1.1.3.3 For onsite meetings only, coordinate with appropriate USAMRDC personnel to ensure meeting locations meet the current Force Protection Requirements. These requirements include, but are not limited to:

Each meeting room/ auditorium/ etc. must have doors lockable from inside the room;

Each meeting room must have more than one exit;

Location hosts must agree to not advertise the meeting’s association with the U.S. Government in any manner, e.g. names on bulletin boards, signs posted in lobbies or conference room doors, internet sites, etc.;

Facility must have organic or dedicated parking areas;

If the event will start or end during the hours of darkness or low-level daylight, the parking areas and avenues to and from the facility must be well-lit;

Each meeting room must have a working land-line telephone; and;

Each meeting room must have a serviceable fire extinguisher.

Preferred / Desired attributes for meeting venues include:

Dedicated security force

Access-controlled parking areas

Access control (human, electronic, or key) at entrances to facility

Geographical separation from highly-trafficked pedestrian areas

Located in vicinity of a Level III Trauma Center

Closed-circuit television (recorded) security system

4.1.1.3.4 For onsite meetings only, arrange travel reservations for all non DOD/government peer review participants.

4.1.1.3.5 For onsite meetings only, coordinate meals for all meeting attendees, including government representatives. Meeting attendees shall pay for all meals provided in accordance with the Joint Travel Regulations.

4.1.1.4 Provide an appropriate mix of automated and live transcription of comprehensive meeting notes/minutes, edit (if requested), finalize and deliver to the appropriate meeting POC. Provide access to the Contractor’s unedited notes/minutes, files, and reviewer comments as requested by the meeting POC during the meeting and following the meeting conclusion.

4.1.1.5 Coordinate and provide a meeting facilitator (as requested).

4.1.1.6 Identify, coordinate and invite attendees, speakers, high-profile military and VIP’s.

4.1.1.7 For onsite meetings only, coordinate poster displays and presentations.

4.1.1.8 Arrange for meeting publicity (as requested).

4.1.1.9 Coordinate and schedule pre- and post-meeting teleconferences (as requested).

4.1.1.10 Communicate and enforce conflict of interest (COI) and confidentiality rules for meeting participants.

Establish robust process(es) to ensure participant’s understanding and agreement to adhere to the offeror’s policies on

COI and to maintain the integrity of confidential and proprietary information. Such agreement includes disclosure of any COIs, whether real or apparent. Participation in foreign talent programs or other sponsorships should be included in such disclosures. Provide a comprehensive COI mitigation plan and establish management approaches on enforcing policies, including reviewer confidentiality breaches.

4.1.1.11 Employ state-of-the-art strategies and/or technologies and best practices for preventing unauthorized disclosure of confidential and proprietary information. Ensure destruction of, proprietary and/or procurement sensitive documentation provided in support of this contract.

4.1.1.12 Provide the task order COR with a Cost to Complete (CTC) within 10 calendar days of each meeting completion. This report shall include total number of attendees as well as the total estimated costs broken down by labor, travel, per diem (meals and hotel costs), conference facility, A/V, moving, supplies, shuttle and security costs.

4.1.1.13 Arrange and provide support for an after-action meeting (as requested).

4.1.2 Technical Requirements

4.1.2.1 Provide a secure contractor-owned, contractor-operated and hosted web-based electronic meeting facilitation, scoring, review, and voting system(s), with capabilities to capture live notes/minutes, accommodate partial or completely virtual meetings, enable document sharing, and conduct a minimum of five concurrent meetings and/or panels consisting of approximately 15-25 participants/reviewers each. It is expected that the contractor will utilize best practices and state-of-the-art technology to execute each meeting modality as applicable.

The contractor shall be responsible for the maintenance, operation, and hosting of the system. Additional 3rd party applications that may be used to augment meetings whether onsite, video/telephonic, or online must meet security standards to ensure protection of procurement sensitive and government data.

At minimum, the system(s) must incorporate the following capabilities:

Display meeting documents (e.g. agenda, forms, briefings, booklets, graphs, documents, etc.)

Display application review documents (e.g. application, summary statement, budget, abstracts, statement of work, etc.)

Display application information (e.g. title, org, PIs, Partnering PIs, budget, assigned reviewers)

Capture COIs for each reviewer and block viewing of specific applications by reviewers who have a COI

Capture reviewer demographics and panel makeup views (demographics may include but not limited to professional affiliations (Government, Foreign, etc.), panel member biosketch, as requested.

Provide for real time and standard reporting capabilities (e.g. import, export)

Provide configurable scoring ranges, scoring capabilities and voting capabilities by panel and program for pre-application and full proposal scoring (to include numeric and adjectival scores) e.g. invite/not invite, fund, alternate, not fund lists, 1-5, 1-3, 1-10

Provide the ability to manage multiple concurrent breakout groups at a single meeting for various modalities (in person and video/teleconference)

Capture pre-meeting and in meeting reviewer comments (public, private and administrative) comments/votes/scores. Public meaning other reviewers, private meaning the assigned reviewer and administrative meaning review administrators and government staff.

Capture meeting comments/votes/scores

Share panel comments with other attendees

Real time viewing (visible for in person and video/telephonic participants), sorting, and ordering of interim and final recommendations– invite/not invite, fund, alternate, not fund lists

Real time viewing (visible for in person and video/telephonic participants) of active documents, spreadsheets, or other files used to facilitate the conduct of the meeting. (e.g. live notes, investment strategy table)

Access by CDMRP Program Manager (PM) and other designated individuals to input notes and view progress, reports, and reviewer comments.

Data protection and security of application information

Capability to import application data from Government systems such as the Electronic Grants System

(EGS) via flat file or web services

Instructions for technical support for all users

4.1.2.2. The contractor will be expected to abide by an Interconnection Security Agreement (ISA) for exchange of data/files between the contractor owned system and Electronic Grants System (EGS) (or other Gov.

application/resource as needed). Agreement will specify details to include security considerations, documentation, technical controls and standards, configuration control, communication plans, and roles and responsibilities. A template ISA and Data Use Agreement has been provided (Attachment 13). Final language will be determined based on the contractor’s specific processes and systems within 30 days of contract award.

4.1.2.3 The contractor must agree to a Data Use Agreement which will define and limit how application/proposal data/files may be used and how long application/proposal data will be retained in the contractor-owned and contractor-operated system. A template ISA and Data Use Agreement has been provided

(Attachment 13). Final language will be determined based on the contractor’s specific processes and systems within

30 days of contract award.

4.1.2.4 The contractor shall establish quality control processes to ensure that data/files delivered to the government meet standards of accuracy, integrity and consistency. Issues found with data after delivery must be corrected and redelivered.

4.1.3 Other Business Meeting Support

Plan other business meetings with no more than 1,000 attendees. The Contractor shall provide support services in addition to those listed above, including, but not limited to:

4.1.3.1 Organize and implement a Technical Planning Committee when requested.

4.1.3.1.2 Coordinate abstract acquisition when requested.

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4.1.3.1.3 Arrange for Continuing Medical Education/Continuing Education Units as requested by the meeting point of contact.

4.2 Key Task 2 – Provide Programmatic Support Services

Support shall be provided to the individual biomedical research programs within CDMRP and/or USAMRDC and in collaboration with the respective Integrated Program/Project/Process Team’s (IPT) Leaders as specified in each individual task order. For CDMRP, this is the Program Manager (PM) unless otherwise specified. Program cycle support shall be integrated with the following tasks:

4.2.1 General Programmatic Support

4.2.1.1 Provide funding opportunity announcement (FOA) development support, including maintaining and updating a program announcement template, General Application Instructions and associated forms in coordination with the Government POC(s). Attend review board meetings as requested.

4.2.1.2 Provide tasker support.

4.2.1.3 Provide content review and editing support

4.2.1.4 Assist in the creation of data collection instruments. Coordinate, conduct, collate data and analyze results.

4.2.1.5 Conduct topic area, program, or product-related analyses and prepare summary materials.

4.2.1.6 Develop content for program related materials for distribution, such as research highlights.

4.2.1.7 Coordinate with the appropriate PM to identify, recruit, train and retain Programmatic Panel members and ad hoc Programmatic Panel members for each research program.

4.2.1.7.1 The contractor may recruit individuals serving as active duty military or civilian federal employees with the requisite expertise to serve as programmatic panel members or ad hoc members in an official Government capacity or in an “outside employment” capacity.

In an official Government capacity, Federal employees must obtain approval by their organization to participate as part of their official duties. A consultant fee will not be allowed. Travel costs and per diem will be at the expense of

CDMRP through official Government travel orders.

In an “outside employment” capacity, Federal employees are in an approved leave or other unofficial status and participate as a reviewer outside of their official Government capacity. A consultant fee will be allowed. Travel costs and per diem will be compensated through the contract task order. The contractor shall notify the individual of the following: 1) they are responsible to adhere to all Federal ethics laws and should coordinate with an appropriate

Government Ethics Counselor about “outside employment;” and 2) they are required to be in a leave or other unofficial status in order to receive compensation for participating. The contractor shall document that these notifications were provided in the summary report.

4.2.1.7.2 Coordinate with the appropriate PM to conduct Programmatic Panel chair nominations and election, as requested.

4.2.1.8 Participate on the research program’s Integrated Program Team to support the program cycle and activities.

4.2.1.9 Provide presentation support (prepare draft content, edit, distribute, etc.).

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4.2.1.10 Provide support to the research program IPT during site visits, teleconferences, or other meetings to include taking notes pertaining to the findings of the meeting. Edit, finalize, and deliver minutes/notes as appropriate. Provide access to raw notes as requested by the PM and/or research award Grants Officer’s

Representative.

4.2.1.11 Attend designated meetings and conferences to gather information relevant to CDMRP program operations and to support CDMRP outreach efforts.

4.2.1.12 Provide note taking support to working groups as requested by the COR. Minutes from each working group meeting are due within three (3) business days after the meeting.

4.2.1.13 Provide technical support to program IPTs for program evaluation projects by researching and preparing source materials, documents and briefings. Participate in program evaluation projects, including data analysis and summary. Such projects may be utilized for program cycle support.

4.2.1.14 Provide technical support to the IPT for portfolio coding and analysis.

4.2.2 Program Cycle Support

4.2.2.1 Conduct Stakeholders Meeting

Coordinate with the PM to identify and invite scientists, clinicians, consumer advocates, and other stakeholders to provide input to determine the current state of the research and clinical care, if applicable, in a particular field as well as identify research gaps in that particular field as requested.

4.2.2.1.1 Prepare stakeholders meeting materials, such as read-ahead documents and slides.

4.2.2.1.2 Prepare a post-stakeholders meeting summary.

4.2.2.2 Conduct Vision Setting

Coordinate with the PM to conduct a Vision Setting to develop a program strategic plan, identify program-specific goals and focus areas, and define an annual investment strategy for each research program with input from the respective, program-specific Programmatic Panel members.

4.2.2.3 Conduct Pre-Application Screening (as applicable)

4.2.2.3.1 Coordinate with the PM to conduct Pre-Application Screening for each research program funding mechanism to determine which pre-applications will be invited to submit full applications (as applicable; note: not all research program funding opportunities require pre-application screening). This review process may be completed with recommendations by the research program’s Programmatic Panel and may also involve ad hoc reviewers as requested by the PM. The meeting modality will be specified at the task order level.

4.2.2.3.2 Prepare pre-application materials for the Programmatic Panel members.

4.2.2.3.3 Assign pre-applications to Programmatic Panel members.

4.2.2.3.4 Ensure Programmatic Panel members utilize specified pre-application screening criteria outlined in the

FOA to evaluate each pre-application.

4.2.2.3.5 Collate votes and create invite and not invite final lists of pre-applications in coordination with the PM.

4.2.2.3.6 Coordinate with PM and USAMRAA to prepare notification letters for invitation to submit full applications.

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4.2.3 Conduct Programmatic Review

Coordinate with the PMs to conduct Programmatic Review for each research program each fiscal year.

Programmatic Panel members and any additional ad hoc members providing programmatic review support (as applicable) shall discuss and recommend which applications should be selected for research funding. The number of

Programmatic Reviews for each program may vary each fiscal year and will be determined at the task order level.

4.2.3.1 Coordinate with the PM to identify, recruit, and train ad hoc reviewers as requested

4.2.3.2 Prepare review materials for Programmatic Panel members

4.2.3.3 Assign applications to Programmatic Panel members. Manage and mitigate COIs as appropriate.

4.2.3.4 Ensure Programmatic Panel members utilize specified programmatic review criteria outlined in the FOA to evaluate each application.

4.2.3.5 Coordinate with the PM to complete a recommended for funding list (RFFL), alternate funding list

(AFL), and not recommended for funding list (NRFFL) as appropriate and identified in the program-specific task order.

4.2.3.6 Provide a list of draft snippets for individual applications to include in notification letters based on major programmatic review discussion points. The PM shall determine the final draft snippets for approval by the Grants

Officer.

4.2.3.7 Coordinate with USAMRAA and the PM to prepare and provide fund/alternate/not-fund letters.

4.2.3.8 Provide funding decision memos and briefing preparation support as requested.

4.2.3.9 Provide an alphabetical listing of Programmatic Panel reviewers, including ad hocs, and their organizational affiliations as required by the PM.

4.2.3.10 Conduct Other Program Meetings (as requested). Coordinate with the PM to identify and invite attendees and develop the agenda and materials for other program meetings such as Milestone, In-Progress Review, Government Steering Committee, and External Advisory Board meetings.

4.2.4 Reporting Requirements

Coordinate with the PM within 10 days of the start date of each task order to develop a Deliverables / Receivables

Tracking Sheet (D/RTS) with dates of key program deliverables, milestones and receivables by research program and by FOA, to be updated as requested. The format of the D/RTS will be developed in collaboration with the

Government to ensure consistency across programs. Any exceptions to the outline deliverable timelines are to be determined in consultation with the PM and COR.

At a minimum, each outline must include the following program deliverables:

4.2.4.1 Investment Strategy - Draft version at the conclusion of vision setting meeting; final version one (1) business day after vision setting meeting.

4.2.4.2 Vision Setting Meeting Summary Report - Draft version five (5) business days after vision setting meeting. Final version 10 business days after vision setting meeting.

4.2.4.3 FOA Initial Template Draft – Initial drafts of four (4) announcements within 10 business days of Vision

Setting Meeting or request by the PM, with exceptions for complex announcements to be determined in consultation with the PM. All initial drafts for programs that require more than four (4) FOAs shall be delivered within 15 business days, with four (4) FOA’s delivered within 10 business days, and the remaining FOA’s within a total of 15

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4.2.4.4 Edited FOA for Grants/Solicitation Review Board – Edited versions of four (4) FOAs within five (5) business days of the request by the PM.

4.2.4.5 Final FOA – Delivery of final announcements will be dependent on review and approval by either the

Grants Review Board (GRB) or the USAMRAA Grants Officer. The PM will provide confirmation to the Contractor of USAMRAA approval for announcements not requiring formal GRB review and approval. Four (4) announcements, including those reviewed during GRB and those approved by USAMRAA but not requiring formal

GRB, will be delivered in four (4) business hours following the convening of the Grants Review Board (GRB). All remaining announcements will be delivered no more than eight (8) business hours following the convening of the

GRB.

4.2.4.6 Pre-application invite / not invite lists – One (1) business day after completion of pre-application screening.

4.2.4.7 Pre-application invitation letters – Final draft versions after conclusion of pre-application screening due no later than two (2) business days for 200 pre-applications or less; three (3) business days for 201-500 pre-applications; four (4) business days for greater than 500 pre-applications. Final deliverable no later than one (1) business day after approval by the Grants Officer or Contracting Officer.

4.2.4.8 RFFL/AFL - Draft versions at the conclusion of programmatic review meeting; final version two (2) business days after programmatic review meeting.

4.2.4.9 NRFFL (if applicable at the task order level) – Final list due five (5) business days following the conclusion of the programmatic review meeting.

4.2.4.10 Programmatic Review Meeting Summary Report – Draft version seven (7) business days after programmatic review meeting or as specified in task order. Final version two (2) business days after PM approval.

4.2.4.11 Principal Investigator (PI) Information Paper – Final draft no later than five (5) business days after programmatic review meeting. Final version one (1) business day after PM approval.

4.2.4.12 Draft snippet list – Final draft list of snippets no later than three (3) business days after programmatic review meeting.

4.2.4.13 PI Funding Notification Letters – Final drafts no later than five (5) business days after receipt of final draft snippets from PM or no later than two (2) business days after requested for individual letters. Final deliverable no later than two (2) business days after approval by the Grants Officer.

4.2.4.14 List of each Programmatic Panel member by research program documenting each individual’s expertise each fiscal year as required by the PM as applicable.

4.2.4.15 Meeting notes and/or transcripts within three (3) business days after the meeting, with exceptions to be noted in the meeting task order or determined in consultation with the PM. Provide access to raw notes as requested by the PM and/or research award Grants Officer’s Representative.

4.2.4.16 Meeting cost to complete (CTC) estimate – Estimate of costs at completion due 10 business days of meeting conclusion. Final task order CTC due 45 days before the end of the task order period of performance for all task orders.

4.2.4.17 Items for review requested by PMs to include but not limited to meeting materials such as draft briefings, draft and final agendas, seating charts, meeting attendee reports, program announcement summaries, database reports preview; preview of meeting database with appropriate documents.

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4.2.5 Training

Furnish a coordinated training and orientation plan for all new Programmatic Panel members and ad hoc reviewers, including scientist/technical and consumer reviewers.