SOW Science Management and Research Administration example.pdf

Statement of Work, November 2022

STATEMENT OF WORK

GENERAL INFORMATION

Title of Project:

Science Management and Research Administration Support Services

Statement of Need and Purpose:

The Division of Behavioral and Social Research (BSR) at the National Institute on Aging (NIA) has a requirement for high-quality Science Management and Research Administration Support Services, which may include support for: program development; program management; science management, research, evaluation and analysis activities; scientific writing, editing and document production; website management; information and data management; meeting planning, organization, and logistics; etc., in the furtherance of BSR’s scientific priority areas and in furtherance of trans-NIH and other initiatives, as assigned.

Background Information and Objective:

The Division of Behavioral and Social Research (BSR) supports basic and translational social, behavioral, psychological, and economic research and research training on the processes of aging at both the individual and societal levels, all with a strong focus on health disparities.

BSR fosters cross-disciplinary research, at multiple levels from genetics to cross-national comparative research, and across stages from basic science to applied science and translation in line with the NIH Stage Model for Behavioral Intervention Development. BSR supports transdisciplinary research networks that develop infrastructure and tools to support this science.

BSR also supports research and initiatives on the social, behavioral, and economic factors pertaining to cognitive health and Alzheimer's disease and Alzheimer's disease related dementias (AD/ADRD) at both the population and individual levels. BSR-supported research ranges from large scale observational studies to mechanistic investigations that leverage new behavioral and biological assessments in order to characterize individual differences and disparities in risk and protective factors for AD/ADRD, and to better understand disease etiology. BSR also supports translational research that explores the malleability of factors at the individual, systems, and social levels to design interventions for AD/ADRD prevention, to support caregivers, and to improve approaches to dementia care.

BSR is administratively organized into two branches, Individual Behavioral Processes (IBP) and Population and Social Processes (PSP), and two offices, the Office of Data Resources and Analytics (ODRA) and the Office of Behavioral and Social Clinical Trials, with substantial collaboration and scientific integration among the four components. BSR also supports small business activities, such as Small Business Innovation Research (SBIR) and Small Business Technology Transfer (STTR) Grants.

Period of Performance:

It is anticipated that an IDIQ contract with a 5-year ordering period will be awarded.

SCOPE OF WORK

Requirements:

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 tasks such as those described in this Statement of Work.

The NIA Contracting Officer’s Representative (COR), through the Contracting Officer (CO), will periodically provide a list of anticipated tasks to the contractor that will serve as a guide for workload planning purposes.

This requirement will support various Science Management and Research Administration support tasks such as program development; program management; science management, research, evaluation and analysis activities; scientific writing, editing and document production;

website management; information and data management; meeting planning, organization, and logistics; etc., all of which require close interaction and communication with the NIA COR and with BSR Program Staff throughout the life of each task.

The Contractor shall provide services which may include, but are not limited to, activities such as the following:

1. Program development tasks such as assisting with new initiatives, assisting with further development of existing initiatives, conducting literature reviews, developing slide presentations, assisting in drafting Funding Opportunity Announcements (FOAs), etc.

2. Program management tasks such as conducting external concept clearance of proposed activities, assisting in review of grant progress reports and competing applications, drafting funding justification memos, tracking and administrative management of Clinical Trials, responding to routine inquiries from inside or outside NIA, supporting Program Officials to manage large data infrastructure projects, fully handling the logistics of in-person and virtual Data Monitoring Committee meetings for BSR’s large cooperative agreement infrastructure projects, communicating with Principal Investigators to gather needed information, etc.

3. Science management, evaluation and analysis tasks such as tracking progress and outcomes of scientific initiatives and funded grants, conducting portfolio analyses and documenting findings, coding grant awards by BSR priority research areas, conducting literature reviews, etc.

4. Scientific writing, editing, and document production tasks such as drafting internal memos and reports, writing NIA Science Advances and other documents that summarize progress and research findings of grants and initiatives, assisting in developing journal articles based on BSR-sponsored workshops, developing slide presentations, etc.

5. Website content maintenance and update tasks such as reviewing and editing NIA/BSR website content, identifying areas that need improvement, developing and drafting new content, etc.

6. Information and data management support tasks such as assisting in organizing BSR’s SharePoint Online filing structure, assisting with SharePoint Power Automate and/or Power Apps, Assisting with data visualization projects, such as Power BI or Tableau, etc.

7. Support in preparing for and reporting on the next review of the BSR Program (likely in 2024) by the National Advisory Council on Aging (NACA). Such support may include, but may not be limited to, the following:

Prepare background materials for the Review Committee, in collaboration with BSR staff.

Organize virtual and/or in-person meetings of the Review Committee including:

preparing call or meeting summaries; preparing agendas and meeting binders;

reserving meeting spaces and lodging; handling all aspects of virtual meeting platforms; assisting BSR administrative staff with travel arrangements; etc.

Create and monitor an online system or website for collating, reviewing and summarizing input from stakeholders outside the NIH.

Work with the Review Committee to develop and finalize the Report of the Review of BSR by NACA.

Work with the Review Committee to develop report slides for presentations to

NACA.

8. Meeting planning, organization, logistics and support for virtual, in-person, or hybrid meetings, including tasks such as:

Schedule meetings

Develop participant lists, agendas, and meeting materials

Create meeting registration websites

Issue and track invitations and registrations

Reserve meeting space

Arrange on-site and/or virtual platform technical support

Arrange travel and lodging for participants

Arrange pre- and post-meeting support such as practice sessions for virtual meetings, A/V, closed captioning

Create and distribute virtual meeting links

Monitor virtual meetings, providing technical support and assistance with tracking and responding to participant chat messages

Record proceedings, take notes, and produce meeting summaries that will be posted on the NIA website; ensure compliance with Section 508 of the Rehabilitation Act

Issue appropriate travel reimbursements, pay honoraria, reimburse hotels, etc.

As appropriate, arrange the services of other vendors prior to or during a meeting or conference (e.g., transcription, science writer services, photography, or video recording).

OTHER CONSIDERATIONS:

A. Estimated Contractor Hours

NIA estimates average annual contractor hours at about 10,707. Number of hours may fluctuate to meet NIA’s needs during each year. The estimates are provided for use when estimating the cost proposal only.

Period of Performance Estimated Hours Year 1 11,030 Year 2 10,760 Year 3 10,825 Year 4 10,460 Year 5 10,460 Total 53,535

Minimum and Maximum Hours

The minimum number of labor hours expected to be used for this requirement is 5,000.

The maximum number of labor hours expected to be used for this requirement is 60,000.

B. Transition of Activities

If a task is transitioned from the predecessor to the incumbent, the assignment shall clearly state expectations and responsibilities of the incumbent contractor. At minimum, the contractor shall be expected to:

1. Prepare and submit a detailed cost proposal and milestone schedule for the work assigned for the transition; and

2. Prepare any completion status reports.

GOVERNMENT RESPONSIBILITIES

NIH ID badges required for contractors who are on-site or pay regular visits to campus.

NIH-issued laptops for contractors who need access to NIH systems and grants analysis tools.

REPORTING REQUIREMENTS AND DELIVERABLES

Deadlines and deliverables will be task dependent but will include written documentation of completion.

Contractor shall provide a written progress report quarterly and a spending status monthly.

Contractor should report when 25%, 50% and 75% of the spending limit is reached. Quarterly report should cover work accomplished, problems identified, problems resolved, outstanding problems, and work to be accomplished in the next reporting period.

Travel:

We anticipate that only local travel will be required. However, if travel is deemed necessary by the Government Project Officer, approval by the Contracting Officer’s Representative is required.

Key Personnel:

The contractor shall assign personnel, qualified by education and experience, appropriate for each task.

Information System Security Plan:

Contractor will require access to NIH systems and grants/portfolio analysis tools.

Data Rights:

Government data will be used in performance of the Statement of Work. Contractor will have no rights to disclose the data used or reports created using the data.

Publications and Publicity:

Contractor may assist the Project Officer or designee in publication of article(s). Contractor shall have no rights to data produced under the contract.

Confidentiality of Information:

It is not anticipated that Contractor will receive any sensitive or PII data other than NIH grant applications/progress reports and unpublished research findings or unpublished scientific publications. Contractor shall not disclose, disseminate, or publish any information or data received or produced under this contract without the express and specific authorization of the Government. Contractor will need to access NIH grant application/award data, which contain proprietary information.

Section 508—Electronic and Information Technology Standards:

This language is applicable to the Statements of Work (SOW) generated by the Department of Health and Human Services (HHS) that require a contractor or consultant to (a) produce content in any format that could be placed on a Department-owned or Department-funded Web site; or

(b) write, create or produce any communications materials intended for public or internal use; to include reports, documents, charts, posters, presentations (such as Microsoft PowerPoint) or video material that could be placed on a Department-owned or Department-funded Web site.

Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) requires Federal agencies to purchase electronic and information technologies (EIT) that meet specific accessibility standards.

This law helps to ensure that federal employees with disabilities have access to, and use of, the information and data they need to do their jobs. Furthermore, this law ensures that members of the public with disabilities have the ability to access government information and services.

There are three regulations addressing the requirements detailed in Section 508. The Section 508 technical and functional standards are codified at 36 CFR Part 1194 and may be accessed through the Access Board’s Web site at http://www.access-board.gov. The second regulation issued to implement Section 508 is the Federal Acquisition Regulation (FAR). FAR Part 39.2 requires that agency acquisitions of Electronic and Information Technology (EIT) comply with the Access Board’s standards. The entire FAR is found at Chapter 1 of the Code of Federal Register (CFR) Title 48, located at http://www.acquisition.gov. The FAR rule implementing Section 508 can be found at http://www.section508.gov. The third applicable regulation is the HHS Acquisition Regulation (HHSAR).

Regardless of format, all Web content or communications materials produced for publication on or delivery via HHS Web sites - including text, audio or video - must conform to applicable Section 508 standards to allow federal employees and members of the public with disabilities to access information that is comparable to information provided to persons without disabilities. All contractors (including subcontractors) or consultants responsible for preparing or posting content intended for use on an HHS-funded or HHS-managed Web site must comply with applicable

Section 508 accessibility standards, and where applicable, those set forth in the referenced policy or standards documents below. Remediation of any materials that do not comply with the applicable provisions of 36 CFR Part 1194 as set forth in the SOW, shall be the responsibility of the contractor or consultant retained to produce the Web-suitable content or communications material.

The following Section 508 provisions apply to the content or communications material identified in this SOW:

36 CFR 1194.21 (all) 36 CFR 1194.22 (all)

References:

HHS Policy for Section 508 and Accessibility Technology:

https://www.hhs.gov/ocio/policy/508_policy.html

HHS Section 508 Web site: https://webstandards.hhs.gov/guidelines/28 HHS ASPA Web Communications Division Web site: http://www.hhs.gov/web/section-

508/index.html US General Services Administration (GSA) Section 508 Web site:

https://www.section508.gov/