RFQ Attachment 1 SOW.pdf
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- Solicitation number
- HT942524R0142
- Issued by
-
Defense Health Agency
About this file
This document is a Statement of Work (SOW) for a Request for Quote (RFQ) to publish a special issue of non-trauma research articles from the Military Health System Research Symposium (MHSRS) in a peer-reviewed medical journal.
The key requirements include: 1) Maintaining a secure online system to collect, process, and track manuscripts, 2) Providing instructions to authors and reviewers on formatting and using the system, 3) Ensuring manuscripts meet the journal's format requirements, 4) Performing layout, formatting, copy editing, and publishing of the special issue, 5) Providing an open access online version of the special issue, 6) Indexing the special issue in relevant bibliographic databases, and 7) Providing information on any requirements to distribute print copies to the journal's subscribers. The special issue will be published on behalf of the U.S. Army Medical Research and Development Command (USAMRDC).
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RFQ ATTACHMENT 1: STATEMENT OF WORK (SOW)
Publication of the Military Health System Research Symposium (MHSRS), Non-Trauma Research Articles as Special Issue to a Peer-Reviewed Medical Journal
1.0. Overview and Objectives:
1.1. The MHSRS is a mission essential symposium, sponsored by the Office of the Assistant Secretary of Defense for Health Affairs and managed by the US Army Medical Research and Development Command (USAMRDC), in conjunction with the other Military Services. It is a premier scientific conference designed to address the unique medical needs of the Warfighter, and provides a collaborative environment for military medical care providers with deployment experience, Department of Defense (DoD) scientists, academia, and industry in the primary areas of Combat Casualty Care, Military Operational Medicine, Clinical and Rehabilitative Medicine, Medical Information Sciences, and Military Infectious Diseases Research Programs. The MHSRS provides an opportunity for the Services to share advancements and identify critical research needs essential to the mission. This collaborative environment for DoD scientists, academia, and industry, precludes duplicative efforts, and fosters rapid advancement and evaluation of research and development activities through a constant exchange of medical research information.
1.2. The USAMRDC requires the services of a peer-reviewed medical journal to publish, as a special issue, a subset of MHSRS research articles focused on non-trauma medical research for dissemination among MHSRS participants, the USAMRDC, and the community of Military healthcare professionals and medical scientists, academia, and industry.
2.0. Tasks: The USAMRDC will solicit the manuscripts for the special issue in association with the MHSRS annual meeting, which is traditionally held in late summer/August-September.
2.1. The Contractor shall maintain a centralized, secure online communication and tracking system to collect, process, and house manuscripts for the peer reviewed special issue.
2.1.1. This system will have the ability to:
2.1.1.1. Assign a unique identifier to each manuscript to enable tracking of all manuscript versions/revisions.
2.1.1.2. Maintain all manuscript versions.
2.1.1.3. Assign manuscript reviewers.
2.1.1.4. Maintain a database of subject matter expert technical reviewers by specialty to review submitted manuscripts.
2.1.1.5. Track author due dates (e.g., suspense date for manuscript revisions).
2.1.1.6. Track status of reviews.
2.1.1.7. Release delinquent emails when author revisions and reviewer reviews are not submitted by the suspense date.
2.1.1.8. Collect and house forms that are required for publication (e.g., Guarantee of Veracity and Copyright Release agreements).
2.1.2. This system will enable:
2.1.2.1. Authors/designees to upload initial manuscripts and revised manuscripts.
2.1.2.2. Reviewers to access manuscripts for review and upload reviewed manuscripts and recommendations.
2.2. The Contractor shall provide online instructions to authors on how to:
2.2.1. Format manuscripts in the style required by the peer reviewed journal.
2.2.2. Upload manuscripts into the online communication and tracking system.
2.3. The Contractor shall provide online instructions to reviewers on how to:
2.3.1. Retrieve manuscripts assigned for review from the online communication and tracking system.
2.3.2. Upload reviewed manuscripts and associated review comments to the online communication and tracking system.
2.4. The Contractor shall ensure uploaded author manuscripts conform to the peer reviewed journal’s format requirements. The Contractor/designee shall be responsible for contacting the author/designee to correct formatting issues related to any uploaded manuscripts that do not satisfy format requirements.
2.5. The Contractor shall be responsible for layout, formatting, copy editing, and publishing of the special issue.
This includes interacting with the authors on the final proofs.
2.6. The Contractor shall interact with the Government on additional articles and the Table of Contents required for the special issue. The Contractor shall produce the front and back covers in color using graphics provided by the Government. The ability to provide graphic support is optional. The Government will review and approve the final proof of the special issue.
2.7. The Contractor shall provide an online, open access version of the special issue through the peer reviewed journal’s website.
2.8. The Contractor shall ensure that the special issue is indexed in online bibliographic databases of life sciences and biomedical information (e.g., MEDLINE) that can be accessed through search engines such as PUBMED.
2.9. The Contractor shall provide information to the Government regarding any requirements to provide a copy of the special issue to their print subscribers.
2.10. The Contractor shall cite the Journal impact factor.
3.0. Task Deliverables:
3.1. Online open access version of the special issue on the peer reviewed journal’s website.
3.2. Indexing of the special issue in online bibliographic databases of life sciences and biomedical information (e.g., MEDLINE) accessible through search engines such as PUBMED.
4.0 Quality Assurance Surveillance Plan (QASP):
This Quality Assurance Surveillance Plan (QASP) defines the performance standards and performance measures of deliverables indicated in the Contract. The QASP also describes the procedures that the USAMRDC will use to monitor the Contractor’s contract performance. The QASP focuses on examining the products and services provided by the Contractor and not the processes used to produce them. It is intended that the QASP be a tool to guide the Contracting Officer and the Contracting Officer’s Representative (COR) in assessing Contractor performance. In most cases, subjective judgment and evaluation by USAMRDC personnel will be the determining criteria. This plan describes the methodology utilized to evaluate Contractor performance under this Contract.
Standard Acceptable Quality Level Surveillance Method
Maintain a centralized, secure online communication and tracking system to collect, process, and house manuscripts for the peer reviewed special issue
Meet Industry Standard for Peer- Reviewed Medical Journals
COR reviews deliverables for compliance with PWS and monitors contractor performance.
Customer feedback.
Provide online instructions to authors on formatting and uploading manuscripts into the Contractor’s centralized, secure online communication and manuscript tracking system
Meet Industry Standard for Peer- Reviewed Medical Journals
COR reviews deliverables for compliance with PWS and monitors contractor performance.
Customer feedback.
Maintain a database of subject matter expert technical reviewers by specialty to review submitted manuscripts.
Meet Industry Standard for Peer- Reviewed Medical Journals
COR reviews deliverables for compliance with PWS and monitors contractor performance.
Customer feedback.
Provide online instructions to reviewers on retrieving assigned manuscripts from the Contractor’s centralized, secure online communication and manuscript tracking system, and on uploading reviewed manuscripts and review comments into the online communication and manuscript tracking system
Meet Industry Standard for Peer- Reviewed Medical Journals
COR reviews deliverables for compliance with PWS and monitors contractor performance.
Customer feedback.
Ensure uploaded author manuscripts conform to the peer reviewed journal’s format requirements
Meet Industry Standard for Peer- Reviewed Medical Journals
COR reviews deliverables for compliance with PWS and monitors contractor performance.
Customer feedback.
Provide layout, formatting, copy editing, printing, binding, and publishing of the special issue
Meet Industry Standard for Peer- Reviewed Medical Journals
COR reviews deliverables for compliance with PWS and monitors contractor performance.
Customer feedback.
Interact with the Government on additional articles and the Table of Contents required for the special issue; produce the front and back covers in color using graphics provided by the Government
Meet Industry Standard for Peer- Reviewed Medical Journals
COR reviews deliverables for compliance with PWS and monitors contractor performance.
Customer feedback.
Provide an online, open access version of the special issue through the peer reviewed journal’s website containing the same content as the hard copy version
Online Version of the Special Issue Provided Free to the Public on the
Journal Website that Meets Industry Standard for Peer-Reviewed Medical
Journals
COR reviews deliverables for compliance with PWS and monitors contractor performance.
Customer feedback.
Ensure that the special issue is indexed in online bibliographic databases of life sciences and biomedical information
Meet Industry Standard for Peer- Reviewed Medical Journals
COR reviews deliverables for compliance with PWS and monitors contractor performance.
Customer feedback.
Provide information to the Government regarding any requirements to provide a copy of the special issue to their print subscribers
Meet Industry Standard for Peer- Reviewed Medical Journals
COR reviews deliverables for compliance with PWS and monitors contractor performance.
Customer feedback.
Provide Journal Impact Factor to Government
Provide the Peer-Reviewed Journal’s Published Impact Factor for the Current Year to the Government
COR reviews deliverables for compliance with PWS and monitors contractor performance.
Customer feedback.
Ensure that the special issue does not include advertisements of any kind
Meet Industry Standard for Peer- Reviewed Medical Journals
COR reviews deliverables for compliance with PWS and monitors contractor performance.
Customer feedback.
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