PWS PEER REVIEW SERVICES DRAFT.pdf

Performance Work Statement

1. Title:

Pilot Project Peer Review Services

2. Purpose:

The Airborne Hazards and Burn Pits Center of Excellence (AHBPCE), War Related Illness and Injury Study

Center (WRIISC) at the VA NJ Health Care System (East Orange, NJ) requires research administrative services for Pilot Project Peer Review Program. The Contractor shall facilitate its Pilot Project Program

(PPP) and support internal investigators’ applications through peer review services.

Facilitation of the PPP includes development of a framework and process to solicit proposals from VA and VA affiliated researchers. Identify external subject matter experts to provide technical peer review.

Summarizing and synthesizing the results of peer review.

In addition, this procurement will allow for internal proposals from AHBPCE investigators and their collaborators to undergo a peer review process for the purposes of improving their grant submissions.

3. Background:

The Airborne Hazards and Burn Pits Center of Excellence (AHBPCE) seeks to provide Veterans with an accelerated timeline to address their health concerns. Hence, AHBPCE has developed and internally supported a Pilot Project Program (PPP) to foster new ideas and attract new researchers regarding the study of health effects related to military environmental exposure. In order to keep pace with current interest and expand opportunities for investigators AHBPCE requires specialized research support to

1) minimize any potential biases and conflicts of interest associated with an internal process,

2) expand pool of eligible investigators,

3) facilitate recruitment of expert peer reviewers, and

4) formalize a robust review process that ensures integrity and fidelity of the program.

Securing external research support services will serve to minimize AHBPCE administrative burden allowing us to shift attention to our other programmatic efforts.

4. Scope:

The Contractor must have the following:

i. Key Requirements:

1) Experience (> 5 years) conducting scientific peer‐review of research proposals and summarizing discussions.

2) Secure web‐based platform to support peer‐review to ensure confidentiality of research submissions and the reviewers’ critique.

3) Access to a large pool of multi‐disciplinary expert reviewers (> 250 doctorate level trained) to ensure a comprehensive review.

4) Timely management of peer‐review process and summarizing results

ii. Preferred Attributes:

1) Prior experience working with federal agencies in managing peer‐review of research proposals.

Required tasks/deliverables:

Project management including development of a project plan

Shared (web‐based) database set‐up with tutorial for staff and safeguarding procedures

Review of all Pilot Project Program proposals for annual announcement (up to 20 per year)

Review of internal AHBPCE‐affiliated investigators’ proposals for critique prior to grant submission

(up to 5 per year)

Recruitment of expert peer reviewers with subject matter expertise in submissions, and coordination of honorariums as necessary

5. Period of Performance:

The period of performance shall be a Base Year and the provision of three option years.

6. Place of Performance:

Work will be performed virtually and/or offsite at the contractor’s facility for successful completion of required deliverables. Virtual meetings will be held at least monthly, along with a project kick‐off and close‐out meetings, lasting approximately 60 minutes each. Additional and more frequent meetings must be held around designated peer review times and cycles. Any additional meetings will be scheduled as needed. Meetings will be virtual using the Microsoft Teams or similar platform. Sharing of confidential materials (e.g., research proposals) must be safeguarded and accessible on the VA network (e.g., web portal with username/password access, VA Box, etc.).

8. Other Direct Costs (ODCs):

The Government does not anticipate that ODCs will be utilized to address the requirements.

9. General Requirements:

The deliverables specified herein include all tasks outlined in section 10.

The contractor shall coordinate with the Contracting Officer Representative (COR) to schedule a Project Kick‐Off Meeting with key staff and the VA Project Manager (PM) and advisory group prior to commencing work. The contractor personnel shall also complete standard administrative tasks (e.g., background investigation forms, staff roster, mandatory training) as required.

The contractor shall prepare and submit progress reports to the COR and the VA PMs. Monthly status reports shall be accompanied by a copy of that month’s invoice itemized by deliverable, as applicable.

Progress reports shall include a narrative review of work accomplished during the reporting period itemized by project, significant events, problem areas, anticipated activity for the next reporting period, description of any travel or unique services provided, and other relevant information.

The contractor shall regularly participate in contract management meetings at least monthly (e.g., Monday or Tuesday mornings), but could increase in frequency to bi‐weekly around certain times of the year (i.e., during grant review cycle). The contractor shall work with the VA COR to prepare the meeting agenda and prepare summary notes. Meetings will also be held to gather input from subject matter experts (SME), identify their needs, and translate the strategic communication plan into action. Reports, meeting agendas, and draft/final deliverables will be saved and tracked on a secure location accessible on the VA network (e.g., VA Box, password access web portal).

The contractor shall provide the specific deliverables described below within the performance period of the resulting contract. Where review is required, content shall be provided in draft and subject to two rounds of approval. The VA COR and lead technical contact will complete a review of the draft deliverable and provide feedback within ten business days from date of receipt. The VA COR will provide approval for each final deliverable, or rejection of the final deliverable with summary reasons in writing within five business days.

10. Tasks:

10.1 Task 1: Project Management

10.1.1. The vendor shall develop a project plan that outlines the overall strategic approach to the requested work. The plan is due within two (2) weeks of the kickoff meeting and should address:

Deliverables and deadlines

Resources needed

Roles and responsibilities

Monthly progress reports

Weekly teleconferences VA will review the proposed project plan and return it to the contractor within two weeks with comments and any adjustments that might need to be made. For initial drafts of other deliverables, VA will provide comments within 10 days of draft receipt.

10.2 Task 2: Database set‐up

10.2.1. Vendor shall set up a database which contains information on all submitted proposals, external reviewers, status of reviews, and rating of proposals.

10.2.2. Vendor shall provide a tutorial to AHBPCE staff regarding proper access and use of the shared database.

10.2.3. Vendor shall ensure access to the database is limited to certain users and safeguarded by password.

10.3 Task 3: Proposal review

10.3.1. Vendor shall review all pilot research project proposals to ensure compliance with submission guidelines.

10.3.2. Vendor shall determine which kind of expertise is required in order to effectively complete independent proposal reviews.

10.4 Task 4: Peer reviewer recruitment

10.4.1. Vendor shall identify and contact expert peer reviewers, at least two per PPP proposal.

10.4.2. Vendor shall offer honorariums to each reviewer as necessary and appropriate.

10.5 Task 5: Review monitoring

10.5.1. Vendor shall establish deadlines for completion of proposal reviews and will monitor progress of each.

10.5.2. Progress reports for each review milestone will be provided to AHBPCE.

11. Key Personnel:

Certain skilled experience professional and/or technical personnel are essential for accomplishing the work to be performed and provide the greatest value. These are defined as key personnel and are those persons the contractor identifies and those whose résumés are submitted. The Contractor agrees that the key personnel roles shall not be removed, diverted, or replaced from work without coordination with the CO and COR. The following titles are defined as Key Personnel Roles:

a. Project Manager: Experienced project management professional; ≥ 4 years managing a multidisciplinary team; ≥ 2+ years working with clinical/scientific subject matter experts

b. Peer Review Manager: Experienced management professional;

≥ 2 years managing peer review processes

*Additional titles to be utilized but not identified as key personnel:

c. Administrative Support Professional(s): The support professional may serve to facilitate meetings, prepare invoices, procure products and other associated administrative tasks.

12. Substitution of Key Personnel:

All Contractor requests for approval of substitutions hereunder shall be submitted in writing to the COR and the Contracting Officer at least thirty (30) calendar days in advance of the effective date, whenever possible, and shall provide a detailed explanation of the circumstances necessitating the proposed substitution, a complete resume for the proposed substitute, and any other information requested by the Contracting Officer necessary to approve or disapprove the proposed substitution. New Key Personnel shall not commence work until resumes are provided and accepted. The COR and the Contracting Officer will evaluate such requests and promptly notify the Contractor of approval or disapproval in writing.

The Contractor shall be responsible for managing and overseeing the activities of all Contractor contracted personnel, as well as sub‐contractor efforts used in performance of this effort. The Contractor’s management responsibilities shall include all activities necessary to ensure the accomplishment of timely and effective support, performed in accordance with the requirements contained herein.

13. Information Security:

The Contractor will not require access to VA Information and VA Information Systems.

14. Security:

Connection to VA network is not required; therefore, certification and accreditation (C&A) requirements are not applicable nor is a Security Accreditation Package required.

15. Government‐Furnished Information, Equipment, and Facilities:

The Government will provide access to information necessary for the execution of each task.

16. Security Requirements:

The C&A requirements do not apply, and a Security Accreditation Package is not required.

17. Other Related Services (Not Included in the Scope of Work):

Any services not expressly stated in the performance work statement are not authorized. Additional services deemed vital to the continued functioning of the systems or performance of the work herein may be added only after written modification from the Contracting Officer unless they are inclusive to the requested services. No other person, including the COR or other VA personnel are authorized to request additional work be performed by the contractor. Any additional services performed that are not authorized by the contracting officer will be considered inclusive.

18. Organizational Conflict of Interest and non‐disclosure requirements:

If the Contractor is currently providing support or anticipates providing support to the VHA that creates or represents an actual or potential organizational conflict of interest (OCI), the Contractor shall immediately disclose this actual or potential OCI in accordance with FAR Part 9.5. The contractor is also required to complete and sign an Organizational Conflict of Interest Statement in which the Contractor (and any sub‐contractors, consultants or teaming partners) agree to disclose information concerning the actual or potential conflict with any proposal for any solicitation relating to any work in the contract. All actual or potential OCI situations shall be handled in accordance with FAR Subpart 9.5.

19. Task Order Quality Assurance Surveillance Plan (QASP):

The Government shall evaluate the contractor's performance in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the government must do to ensure the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rates.