Attachment4-SampleTaskOrder#1SOW.pdf

Page 1 of 5 RFP # N02PC75001-34 February 6, 2017 Attachment 4

Sample Task Order #1 SOW

Attachment 4: SAMPLE TASK ORDER #1 STATEMENT OF WORK

Independently and not as an agent of the Government, the Contractor shall 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.

Sample Task Order #1 - Core Support Activities: Scientific writing, technical and logistic support services to TCRB and DCCPS

Background: Tobacco use exacts an enormous toll on our Nation's health and economy. Smoking causes approximately 440,000 total deaths each year, and over one-third of all cancer deaths are caused by tobacco use. The Tobacco Control Research Branch (TCRB) leads and collaborates on research and disseminates evidence-based findings to prevent, treat and control tobacco use. The TCRB administers an aggressive extramural, interdisciplinary research program to investigate interventions and treatments that can successfully modify tobacco use behavior. Branch staff participate in a variety of scientific activities to support national and international tobacco control efforts.

Statement of Work Scope: The Contractor shall provide scientific writing, technical and logistical support services to the Tobacco Control Research Branch and the Division of Cancer Control and Population Sciences (DCCPS) in the conduct of 1) writing, editorial, and graphic services; 2) data management, tracking, and coordination; 3) coordination of scientific conferences and meetings; 4) liaison and communication assistance; 5) programmatic support for Tobacco Regulatory Science Program (TRSP) tasks; 6) programmatic support for behavioral research tasks; and 7) support for consortia development.

A. General

The Contractor shall perform the following tasks:

Task Area 1. Writing, Editorial, and Graphic Services for the Preparation of Scientific, Technical, and Consumer Presentations and Documents:

a) Develop and produce scientific, technical, and consumer presentations and documents, based upon information provided by the Contracting Officer's Representative (COR), as well as the Contractor's specific tobacco control knowledge.

b) Develop and produce consumer, technical, and scientific documents ready for publication or website posting, including those that result from workshops, conferences, and meetings.

c) Assist in preparing, editing, and reproducing scientific reports and/or technical and consumer program materials, including necessary graphics and art work, such as slides, tables, graphs, PowerPoint presentations, posters, infographic fact sheets, on a rapid response basis; and distributing the materials as instructed by the COR.

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Sample Task Order #1 SOW

Task Area 2. Support for Data Management, Tracking, and Coordination of TCRB Projects:

a) Develop and update TCRB’s long-range and operational plans, mechanisms to track data, budgets, and projects, and forecast the preparation of concept papers on topics selected by TCRB staff, and convene planning meetings.

b) Develop informational databases to compare and contrast various funding mechanisms, such as grants, contracts and agreements with other agencies, by type of mechanism, levels of approval, levels of funding limits, and time lines.

c) Provide support as directed by the COR for maintaining administrative/fiscal and programmatic information databases on TCRB programs/projects and related activities.

Task Area 3. Coordination Support of Scientific Meetings and Conferences:

a) In consultation with program staff, the Contractor shall establish scientific strategy and technical plans for program-hosted meetings and conferences. This shall include, but not be limited to, defining: 1) meeting agenda and related products; 2) meeting format; 3) candidate participants;

4) meeting dates; 5) meeting website development and maintenance; and 6) requirements for and sources of scientific/technical orientation/background materials for participants.

b) Prepare and distribute letters of invitation to all proposed participants, as directed by the COR.

Prior to the conference or meeting, prepare, compile, and distribute to attendees and presenters all necessary background materials, such as registration information (including website registration development) agenda, visual aids, scientific articles, program reviews, abstracts, and other program materials, as specified by the COR and program staff conference/meeting leader. Registration websites shall not be used to collect or store credit card information.

c) Communicate and coordinate with presenters concerning abstracts, audiovisual needs, presentations, travel, and any other needs, as specified by the COR and program staff conference/meeting leader.

d) In consultation with the COR, the Contractor shall assist in identifying a range of suitable conference locations and facilities. Final site selection will be the responsibility of the COR. The Contractor shall prepare all needed documentation necessary to submit request for meeting approvals.

e) The Contractor shall provide travel support for presenters, participants, and editors for various projects, meetings, and conferences in each contract year.

f) Provide sufficient professional staff for performing all on-site conference services. This may include facilitation services of the meeting.

g) As required by COR, the Contractor shall prepare transcriptions or summaries of the proceedings, and/or synthesize scientific and technical documents for dissemination of conference findings.

h) Prepare, reproduce, and distribute post-conference materials in multiple formats.

Task Area 4. Liaison and Communication Assistance:

a) Assist in establishing and maintaining liaison with organizations and individuals involved and interested in tobacco use prevention and control, including but not limited to developing and maintaining appropriate resource lists (e.g., mailing lists, inventories of programs and resources).

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Sample Task Order #1 SOW

b) Ensure quick response capability in preparing responses to external information requests.

c) Provide liaison, coordination, and communication assistance for current and future TCRB and

NCI global or international research initiatives and activities.

d) Assist with collaborative activities related to the diffusion, dissemination and delivery of TCRB research.

Task Area 5. Programmatic Support for Tobacco Regulatory Science Program Tasks:

a) Manage daily Tobacco Regulatory Science Program operations within TCRB, including but limited to: 1) maintaining shared calendar 2) organizing and prioritizing tasks 3) coordinating periodic TRSP scientific training meetings and 4) responding to written communications.

b) Serve as a secondary point of contact, to include: 1) attending reviews, scientific and in-house meetings and distribute official summaries of those meetings to TCRB staff, as appropriate 2) attend TRSP-related activities including nominating; approval; and funding meetings and 3) act as secondary point of contact for communications from potential TRSP principal investigators;

TCRB program directors; grants management staff, NIH-TRSP staff, and/or Food and Drug Administration/Center for Tobacco Products staff.

c) Compile and maintain TRSP-related scientific portfolio.

d) Develop, maintain and update spreadsheets for TCRB-TRSP budget, timekeeping, and deliverables.

e) Facilitate NCI sign-on to funding opportunity announcements (including organizing TCRB staff feedback on draft funding opportunity announcements).

f) Compile and analyze data and prepare graphs and slides for presentations.

g) Prepare reports, letters, and other documents for review and input for programs, policies, and activities.

h) Work with Behavior Research Program (BRP) and Division of Cancer Control and Population

Sciences web points of contact to optimize and update content for websites and monitor for currency and accuracy of information.

i) Gather information about TRSP-related programs and TCRB or BRP standard operating procedures; work with staff to identify and recommend opportunities to improve processes and workflow.

j) Work with TCRB staff to plan scientific and/or training meetings; prepare and distribute meeting agendas and meeting minutes.

Task Area 6. Programmatic Support for Behavioral Research Tasks:

a) Work with TCRB and/or Division of Cancer Control and Population Sciences staff to complete portfolio analyses or trend analyses to determine the state of the science for behavioral research. This may include an examination of informational databases to compare and contrast various funding mechanisms, such as grants, contracts and agreements, with other agencies, by type of mechanism, levels of funding limits, timelines, funders, applicants, content areas, and other criteria.

b) Perform literature reviews to identify research gaps and note areas that could guide future research in behavioral science.

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Sample Task Order #1 SOW

c) Convene up to two (2) focus groups per year of researchers, providers, policymakers and others in behavioral health to increase the scope, quality, dissemination and impact of DCCPS-supported research.

Task Area 7. Support for Consortia Development:

a) Work with TCRB and/or Division of Cancer Control and Population Sciences staff to establish consortia to translate and disseminate topical behavioral discoveries to advance cancer care.

This may include stimulating novel scientific concept development, fostering innovative collaborations between disciplines, and disseminating relevant findings through major scientific conferences.

b) Host up to two (2) consortia per year of members to leverage and integrate the continuum of behavioral research to its impact on cancer outcomes.

B. Transition

Initiation of Project Within twenty (20) calendar days of contract award, the Contractor shall establish a plan for transfer of contractual activities and products from the previous TCRB support contract (HHSN261201000043C). The Contractor, along with the COR, shall establish a schedule, with appropriate priority assigned, for developing general project assignments for new and ongoing work during the transition period. The Contractor shall receive delivery of appropriate contract materials, electronic and paper documents, working papers, and original copies of slides and graphics from the previous contractor(s). The transition period shall be completed within sixty

(60) days of Task Order award.

Conclusion of Project Sixty (60) calendar days prior to completion of this Task Order the Contractor shall provide a detailed transition plan for contract closure and/or transition to a new contract. The Contractor shall develop this plan in collaboration with the COR and the Contracting Officer. The plan shall provide for delivery of appropriate contract materials, electronic and paper files (in formats identified by the COR), documents, working papers, and original copies of slides and graphics for the completed projects and for the continuation of on-going projects.

Transition Activities The Contractor shall:

1. Prepare an initiation transition plan outlining processes for commencement of operations, including specifically the scale-up of staffing (including key personnel) and operational resources, the incorporation of data, standard operating procedures, materials and other necessary information to begin work on the requirements of the Statement of Work.

2. Attend a conference meeting with key personnel from TCRB and key personnel from the previous TCRB contractor to ensure that all necessary hard copy and electronic files are properly transitioned.

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Sample Task Order #1 SOW

3. Prepare a conclusion transition plan for the end of the Task Order. The plan shall include mechanisms to ensure the secure and easy-to-locate transmission of data and materials to all parties designated by the Contracting Officer’s Representative or as contractually obligated.

C. Section 508 Standards

The following Section 508 Standards are applicable to this procurement:

o Software Applications and Operating Systems (1194.21) o Web-based Intranet and Internet Information and Applications (1194.22) o Functional Performance Criteria (1194.31) o To ensure that developed systems will work for persons with disabilities or with assistive technologies.

o Information, documentation, and support (1194.41) o Information, documentation, and support (1194.41) include SOPs, documentation, reports, manuals, etc.

https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/guide-to-the-section-508-standards/software-applications-and-operating-systems-1194-21 https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/guide-to-the-section-508-standards/web-based-intranet-and-internet-information-and-applications-1194-22 https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards#subpart_c https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards#subpart_d