Attachment5-SampleTaskOrder#2SOW.pdf

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

Sample Task Order #2 SOW

Attachment 5: SAMPLE TASK ORDER #2 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 #2 - Monographs: Development, Production, and Dissemination of a NCI Monograph

Background: Tobacco use, and in particular cigarette smoking, remains the leading cause of premature, preventable death in the United States, and is also responsible for an estimated one-third of all cancer deaths. Indeed, between 1964 and 2014, an estimated 20 million premature deaths in the U.S. were attributed to cigarette smoking. Although tobacco use has declined substantially over time, in 2014, an estimated 16.8% of Americans were current cigarette smokers. However, rates of use vary substantially among different sub-populations, and tobacco use is now recognized as an important cause of health disparities. Additionally, new challenges to the field continually arise. At present, these include the diverse and changing tobacco product landscape, the ongoing revolution in communications technologies, and changes in tobacco control policies and other policies at the local, state, and federal level.

Because of the critical importance of preventing and reducing tobacco use, and the large knowledge gaps that remain, the National Cancer Institute (NCI) conducts and supports a broad and robust program of tobacco control research, focusing on the diversity of tobacco products, changing patterns of product use, etiology and prevention of tobacco use by youth and young adults, individual and population based tobacco cessation, health communication strategies, effective tobacco control policies, and international tobacco control prevention, among others. NCI also strives to disseminate research findings to the broad scientific community, health care professionals, scientists, public health officials, policy-makers, and the general public, including cancer patients, tobacco users and their families, and other stakeholders in the U.S. and other countries.

The NCI Monograph Series, established in 1991, has served as an important mechanism for dissemination of cutting-edge research findings to many audiences. As of 2016, 20 volumes have been published on a wide range of topics, often emphasizing topics of high public health significance. Each monograph is led by one or more senior scientists with expertise in the chosen content area, with scientific and technical assistance provided by NCI. After the scope of the volume is determined, appropriate chapter authors are chosen; individual chapters and the volume as a whole are subjected to rigorous and extensive peer review. The entire volume is also reviewed by NCI and other relevant HHS components for scientific rigor and comprehensiveness before publication. The completed volume, together with an Executive Summary, is disseminated to the public by posting on the NCI website, presentations and distribution at conferences, and through other means. The production of each monograph volume encompasses approximately 24 months.

Statement of Work:

Objective: The overall objective of this Task Order shall be to oversee the development, production and dissemination of a NCI Monograph, focused on a topic to be determined by NCI. The Contractor shall

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Sample Task Order #2 SOW provide a list of potential candidates to the COR for a senior volume editor and all other volume editors.

The COR will provide final written approval of all volume editors.

Note: For this Sample Task Order, the Offeror should assume that the topic of the Monograph should be on the health effects of secondhand smoke. Assume the Monograph will consist of eight (8) chapters.

The Monograph also include an Executive Summary. Graphics and design personnel will be utilized as needed.

A. General

Task Area 1. Development and Production of the Tobacco Monograph Series and Other Scientific Publications

The Contractor shall perform the following tasks:

1. Development Phase

The Contractor shall:

a) Coordinate support for volume editorial team in developing, writing and editing each monograph. Support includes, but is not limited to, conference call support and disbursement of consultant fees.

b) Meet with editors to identify and coordinate the selection process for authors and reviewers.

Contact authors identified with prior written approval by the COR.

c) Develop an outline for each monograph based on previous monographs in the series. Materials and formatting samples will be provided by the COR.

d) Provide general management activities associated with supporting the monograph series development, including maintaining the operational procedures manual, file and materials maintenance.

2. Review and Edit Phase

a) Receive first draft of chapters from authors, develop document tracking for each, and provide the COR with progress and files for review.

b) Work with editorial team to review the chapters for return to authors within 21 business days of receipt.

c) Receive the reviewed and corrected chapters from the COR/editorial team, place in tracking database, and disseminate back to authors for requested revisions.

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Sample Task Order #2 SOW

d) Receive the final drafts from authors, then track and prepare for dissemination to the peer review panel.

e) Manage the peer review process on the draft chapters, including selection of the experts for the review panels, in accordance with the operational procedures manual.

f) Manage volume review process, including but not limited to:

i. identify and invite volume reviewers, in collaboration with the COR

ii. coordinate the documents to be reviewed,

iii. send drafts to the reviewers with directions on how to direct their responses,

iv. coordinate and organize volume reviewer comments, and

v. work with volume editors/authors to revise and finalize the drafts.

3. Clearance and Printing Phase

a) Manage NCI, NIH, and Health and Human Services (HHS) clearance review processes, including but not limited to:

i. provide final draft to the COR for review of the contents of the monograph,

ii. document changes requested from each organization, and

iii. revise the draft appropriately.

b) Copy edit the final draft monograph.

c) Verify references and prepare copyright permission requests.

d) Prepare draft for layout, including, but not limited to:

i. Verify listings in the acknowledgment section

ii. Incorporate and edit final revisions from the COR

iii. Number all references

iv. Provide final drafts to the COR

v. Prepare figures and graphics

vi. Perform table layout

e) Layout and proofread the complete monograph.

f) Coordinate printing requests with the COR for the NIH Printing Office.

g) Prepare files for printing, including color proof.

h) Prepare Section 508 compliant files of the monograph for posting on the monograph website.

4. Dissemination and Post Production Phase

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Sample Task Order #2 SOW

a) Develop executive summary from the monograph text, which incorporates illustrations from the monograph.

b) Identify intermediaries to help disseminate the monograph to organization memberships.

c) In collaboration with the COR, create fact sheets, as well as editing and formatting a slide presentation about the monograph.

d) Develop an online package of related communications products about the monograph, including addresses for email announcements and drop-in articles.

e) Analyze and report on results of dissemination activities.

Task Area 2. 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.

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Sample Task Order #2 SOW

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.

B. 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