W81XWH-17-R-0036_Solicitation.docx

W81XWH-17-R-0036

Section B - Supplies or Services and Prices

Job

Base Period Cost Plus Fixed Fee Services

CPFF

Contractor shall provide support services in accordance with (IAW) the Performance Work Statement. This CLIN shall cover all services associated with this requirement.

FOB: Destination

PURCHASE REQUEST NUMBER: 0010945886

ESTIMATED COST

FIXED FEE

TOTAL EST COST + FEE

Job

Other Direct Costs and Travel

COST

Other Direct Costs and Travel

ESTIMATED COST

Job

Contractor Manpower Reporting

FFP

The Contractor, in accordance with USAMRAA Clause 52.004-4000, CMR (Accounting for Contractor Services), shall report ALL Contractor Manpower (including subcontractor manpower) required for performance of the contract. The reporting period shall be the period of performance not to exceed 12 months ending 30 September of each Government fiscal year and shall be reported by 31 October of each calendar year.

Contractor shall provide the estimated total cost (if any) incurred to comply with annual CMR requirement.

The Unit Identification Code (UIC) and the Department of Defense (DoD) Activity Address Code (DoDAAC) for USAMRAA is as follows:

UIC: TBD

DoDAAC: TBD CMR Reporting Certification. The contractor shall provide evidence of compliance with the CMR requirement no later than 15 November of each Government fiscal year to the Contracting Officer’s Representative (COR) and the Contract Administrator.

NET AMT

Job

CPFF

Contractor shall provide support services in accordance with (IAW) the Performance Work Statement. This CLIN shall cover all services associated with this requirement.

ESTIMATED COST

FIXED FEE

TOTAL EST COST + FEE

Job

COST

ESTIMATED COST

Job

FFP

The Contractor, in accordance with USAMRAA Clause 52.004-4000, CMR (Accounting for Contractor Services), shall report ALL Contractor Manpower (including subcontractor manpower) required for performance of the contract. The reporting period shall be the period of performance not to exceed 12 months ending 30 September of each Government fiscal year and shall be reported by 31 October of each calendar year.

Contractor shall provide the estimated total cost (if any) incurred to comply with annual CMR requirement.

The Unit Identification Code (UIC) and the Department of Defense (DoD) Activity Address Code (DoDAAC) for USAMRAA is as follows:

UIC: TBD

DoDAAC: TBD CMR Reporting Certification. The contractor shall provide evidence of compliance with the CMR requirement no later than 15 November of each Government fiscal year to the Contracting Officer’s Representative (COR) and the Contract Administrator.

NET AMT

Job

CPFF

Contractor shall provide support services in accordance with (IAW) the Performance Work Statement. This CLIN shall cover all services associated with this requirement.

ESTIMATED COST

FIXED FEE

TOTAL EST COST + FEE

Job

COST

ESTIMATED COST

Job

FFP

The Contractor, in accordance with USAMRAA Clause 52.004-4000, CMR (Accounting for Contractor Services), shall report ALL Contractor Manpower (including subcontractor manpower) required for performance of the contract. The reporting period shall be the period of performance not to exceed 12 months ending 30 September of each Government fiscal year and shall be reported by 31 October of each calendar year.

Contractor shall provide the estimated total cost (if any) incurred to comply with annual CMR requirement.

The Unit Identification Code (UIC) and the Department of Defense (DoD) Activity Address Code (DoDAAC) for USAMRAA is as follows:

UIC: TBD

DoDAAC: TBD CMR Reporting Certification. The contractor shall provide evidence of compliance with the CMR requirement no later than 15 November of each Government fiscal year to the Contracting Officer’s Representative (COR) and the Contract Administrator.

NET AMT

Job

CPFF

Contractor shall provide support services in accordance with (IAW) the Performance Work Statement. This CLIN shall cover all services associated with this requirement.

ESTIMATED COST

FIXED FEE

TOTAL EST COST + FEE

Job

COST

ESTIMATED COST

Job

FFP

The Contractor, in accordance with USAMRAA Clause 52.004-4000, CMR (Accounting for Contractor Services), shall report ALL Contractor Manpower (including subcontractor manpower) required for performance of the contract. The reporting period shall be the period of performance not to exceed 12 months ending 30 September of each Government fiscal year and shall be reported by 31 October of each calendar year.

Contractor shall provide the estimated total cost (if any) incurred to comply with annual CMR requirement.

The Unit Identification Code (UIC) and the Department of Defense (DoD) Activity Address Code (DoDAAC) for USAMRAA is as follows:

UIC: TBD

DoDAAC: TBD CMR Reporting Certification. The contractor shall provide evidence of compliance with the CMR requirement no later than 15 November of each Government fiscal year to the Contracting Officer’s Representative (COR) and the Contract Administrator.

NET AMT

Job

CPFF

Contractor shall provide support services in accordance with (IAW) the Performance Work Statement. This CLIN shall cover all services associated with this requirement.

ESTIMATED COST

FIXED FEE

TOTAL EST COST + FEE

Job

COST

ESTIMATED COST

Job

FFP

The Contractor, in accordance with USAMRAA Clause 52.004-4000, CMR (Accounting for Contractor Services), shall report ALL Contractor Manpower (including subcontractor manpower) required for performance of the contract. The reporting period shall be the period of performance not to exceed 12 months ending 30 September of each Government fiscal year and shall be reported by 31 October of each calendar year.

Contractor shall provide the estimated total cost (if any) incurred to comply with annual CMR requirement.

The Unit Identification Code (UIC) and the Department of Defense (DoD) Activity Address Code (DoDAAC) for USAMRAA is as follows:

UIC: TBD

DoDAAC: TBD CMR Reporting Certification. The contractor shall provide evidence of compliance with the CMR requirement no later than 15 November of each Government fiscal year to the Contracting Officer’s Representative (COR) and the Contract Administrator.

NET AMT

CONTRACT STRUCTURE

All services to be ordered under this contract shall be set forth in individual task orders. The base contract is not funded. Funds will be obligated on task orders written against this contract. Some task orders under this contract may be incrementally funded pursuant to the Limitation of Funds clause, FAR 52.232-22. If the order is incrementally funded, the FAR clause shall be included in each order as applicable and an incremental funding schedule will be provided.

MINIMUM AND MAXIMUM

The minimum guarantee is $2,500.00 over the life of the contract. The anticipated maximum ceiling amount for the base contract is $98,450.474.02 inclusive of the base and any option periods exercised. The Government is not obligated to issue orders up to the maximum amount under this contract. The maximum value for individual task orders will be capped at $12,000,000.00.

TASK ORDER LABOR RATES

No task order will be awarded with labor rates higher than those approved in the base contract. Rates approved in the base contract are the maximum labor rates the Government will allow on task orders. These rates may not be re-negotiated

Section C - Descriptions and Specifications

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT

Meeting, Scientific, and Administrative Support Services

SECTION 1.0: GENERAL INFORMATION

Purpose To award a contract for meeting, scientific, and administrative support services to the Congressionally Directed Medical Research Programs (CDMRP) and the United States Army Medical Research and Materiel Command (USAMRMC).

To support the tasks identified below requires an experienced and cohesive team of junior and senior level scientific, technical, and administrative personnel who can demonstrate a comprehensive understanding of the requirements to produce acceptable deliverables within the required timelines while meeting cost, schedule, and performance requirements.

The Government reserves the right to include support for other Federal agencies. These efforts may be in conjunction with tasks directed by USAMRMC or separate tasks. The Contractor shall provide all necessary qualified personnel to provide support for each of the selected organizations.

1.2 Background

The United States Congress directed the Department of Defense (DOD) to manage appropriations totaling over $10 Billion, since fiscal year 1992 (FY92), for intramural and extramural programs directed toward targeted medical research initiatives. The USAMRMC is responsible for administering these targeted research program appropriations.

In January 2014, CDMRP was assigned as the lead office to consolidate all execution management for the USAMRMC as part of a USAMRMC Headquarters multi-year reengineering effort. The CDMRP worked with the Telemedicine and Advanced Technology Research Center and the Joint Programmatic Committees to consolidate all execution management into one Execution Management Agency for USAMRMC.

The DOD Breast Cancer Research Program was established in FY92 by Appropriations Conference Committee Report No 102-328, which provided $25 Million (M) for research on breast cancer screening and diagnosis for military women and their family members. In 1993 grassroots efforts by the breast cancer survivors and advocacy communities led to a FY93 congressional appropriation of $210M for peer reviewed breast cancer research.

The CDMRP sought the advice of the National Academy of Sciences Institute of Medicine (IOM) on how to best invest the $210M congressional appropriation. While the IOM made several important recommendations, a pivotal one outlining a two-tier review process for evaluating and selecting research applications has become a cornerstone within CDMRP. This novel two-tiered process involves reviewing every research application for scientific merit as well as programmatic relevance.

The first tier of the two-tier review process is peer review. Peer review is a criteria-based process where applications are evaluated based on their scientific and technical merit. Applications are evaluated by scientific discipline, specialty area, or award mechanism by scientific, technical and consumer peer reviewers.

The second tier of review is programmatic review. Applications are programmatically reviewed by members of the programs’ Programmatic Panel. Programmatic review is a comparison-based process in which applications from multiple research areas compete in a common pool. Programmatic review balances the potential outcomes and risks of scientifically meritorious applications.

This support is currently performed by an external support Contractor because the CDMRP office does not have the capability or the expertise to perform these duties in-house.

For more information on the office of the CDMRP, go to http://cdmrp.army.mil and review materials provided on the website.

1.3 Period of Performance

The anticipated period of performance of this contract is date of contract award for 12 months. There will also be four (4) one-year renewable options to be exercised at the discretion of the Government (total potential of a five [5] year contract). The Contract Specialist will notify the Contractor of the intent to exercise an option year 30 calendar days before the option is to be exercised.

1.4 Place of Performance

The primary place of performance will be in the Contractor-provided facility. However, the Government will make available up to five (5) work stations at the CDMRP facility at Fort Detrick for administrative and meeting support personnel due to the nature of the services provided as outlined in Section 4.3 of this PWS.

1.5 Hours of Operation

The Government site Contractor employees shall provide support during normal business hours of operation (typically 0730 to 1630 hours Monday through Friday) excluding Government holidays and unforeseen closures. All Government site Contractor employees must present themselves professionally and dress in business casual attire for the office environment. Overtime is only permitted when pre-approved by the Contracting Officer (KO). Overtime typically occurs during business travel.

1.5.1 Operation During Emergency Situations

Individual contingency operation plans shall be activated immediately after determining that an emergency has occurred, shall be operational within 12 hours of activation, and shall be sustainable until the emergency situation is resolve and normal conditions are restored or the contract is terminated, whichever comes first. In case of a life threatening emergency, the base contract Contracting Officer’s Representative (COR) will immediately make contact with the Project Director to ascertain the status of any Contractor personnel who were located in Government controlled space affected by the emergency. When any disruption of normal, daily operations occur, including Post closures, the Contractor Project Director (or his/her designee) shall promptly open an effective means of communication with the COR/Task Order COR (TOCOR) to verify:

Key points of contact (Government and Contractor) Temporary work locations (alternate office spaces, telework, virtual offices, etc.)

Means of communication available under the circumstances (e.g., email, webmail, telephone, FAX, courier, etc.)

Essential duty personnel for emergency and contingent operations Essential work products expected to continue production by priority

The Contractor Project Director, in coordination with the COR and TOCORs, shall make sure of the resources and tools available to continue contracted functions to the maximum extent possible under emergency situations. The Contractor shall obtain approval from the KO and COR/TOCOR prior to incurring costs above those allowed for the terms of this contract. Regardless of contract type, and of work location, Contractors performing work in support of authorized task within the scope of their contract shall charge those hours accurately and in accordance with the terms of this contract.

1.6 Key Personnel

Key Personnel will be identified at the base contract level. Substitutions of proposed Key Personnel shall not be allowed for a period of six (6) months after award, except under extreme circumstances. Any substitution or replacement of Key Personnel shall have qualifications equal to or greater than the individuals proposed. For temporary and/or permanent replacement of Key Personnel, the Contractor shall provide a resume for each individual to the base contract COR. Resumes shall be provided at least one week (or as mutually agreed upon) prior to making any personnel changes. The Government reserves the right to pre-approve any replacement or substitutions of Key Personnel. Contractor personnel must submit necessary information to start the clearance review process prior to reporting for performance.

1.7 Contract Kick-Off Meeting

The Contractor shall contact the base contract COR to set up a post-award conference with the base contract COR and other designated staff, within 30 business days after the start date of the contract.

1.8 Contract Description

The Government intends on awarding an Indefinite Delivery Indefinite Quantity requirements contract with cost plus fixed fee task/delivery orders.

1.9 Travel

Travel may be required to perform tasks in Section 4.0 below. The TOCOR is the travel order approval authority as designated in writing by the Contracting Officer. All travel requirements (including plans, agenda, itinerary, or dates) shall be pre-approved by the COR and is on a strictly cost reimbursable basis. The Contractor shall be authorized travel expenses consistent with the substantive provisions of the JTR and the limitation of funds specified in the task order. Costs for travel shall be billed in accordance with the regulatory implementation of Public Law 99-234 and FAR 31.205-46 Travel Costs, subject to local policy and procedures. Any Government travel coordinated as a part of the tasks in this contract must comply with these laws and regulations as well as those of the AD 2015-01 Army Conference Policy and any MEDCOM or USAMRMC regulations or guidance which can be found on USAMRMC’s SharePoint site. The site will be accessible once the contract is awarded and access to the .mil domain is granted.

1.10 Non-Personal Services

This award identifies services that are strictly non-personal in nature.

1.11 Severable / Non-Severable Services

This award identifies services that are severable in nature.

1.12 Inherently Governmental Functions

This requirement has been reviewed and contains no services that are Inherently Governmental functions.

1.13 Organizational Conflict of Interest (OCI) Category

OCI is categorized into three broad categories, as defined in Attachment 6, for purposes of identifying, avoiding or mitigating against OCIs in accordance with FAR Subpart 9.5. If the Offeror/Contractor believes that a real or apparent OCI may exist as a result of an award, the Contractor shall also submit an OCI Mitigation Plan, as necessary. Please complete Attachment 6 as appropriate.

Contractor participation in more than one of these areas may give rise to an unfair competitive advantage resulting from access to advance acquisition planning, source selection sensitive or proprietary information. Furthermore, Contractor participation in more than one area may give rise to a real or apparent loss of Contractor impartiality and objectivity where its advisory or planning assistance in one area potentially affects its present or future participation in another area.

The purpose of this categorization is to accomplish the following three objectives: (1) to inform prospective Offerors that CDMRP presumes that award of a contract or order in the subject category will give rise to real or apparent OCI’s with respect to requirements in the other two categories and or may give rise to an CCI in the same category; (2) to assist current Contractors and prospective Offerors in developing their own business strategies regarding participation in CDMRP requirements and in identifying and, where possible, avoiding or mitigating against OCIs; and (3) to ensure that all current Contractors and prospective Offerors are afforded the maximum practicable opportunity to compete for all CDMRP requirements consistent with the restrictions required under FAR Subpart 9.5 and sound business practices.

For purposes of identifying and/or mitigating against OCIs, CDMRP will examine all its services requirements and acquisitions regardless of the cognizant contracting activity (e.g., USAMRAA, GSA, other agency Multiple Award Schedules, etc.) or the type of contract vehicle used (e.g., FSS order, Fair Opportunity competitive order under Multiple Award ID/IQ Contracts, competitively negotiated awards under FAR Part 15, etc.).

Each CDMRP services solicitation will therefore be designated as falling within one of the three above defined categories. The work called for under this contract / order has been determined by CDMRP to fall within the following OCI category:

Category 2: Program and/or Administrative Support

SECTION 2.0: GOVERNMENT-FURNISHED PROPERTY AND SERVICES

2.1 General Information

The Government will provide some equipment for personnel to complete the tasks in Section 4.0 listed below.

2.2 Government-Furnished Property

The Government will provide office space at the Government site designated in the task/delivery order specific to Section 4.3 below or up to five (5) work stations. For those positions, the Government will also make available a personal computer, telephone, fax machine, copying and scanning machine, printer, and supplies necessary to perform the work on-site. If the employee is a teleworker, the Government will provide required Government furnished equipment, but telephone, internet connectivity, and other equipment will not be provided and shall be the sole responsibility of the Contractor’s employee. For all other support provided under this contract, the Contractor shall provide their own facility as noted in Section 3.0 below. The Government will provide personal computer, telephone, fax machine, copying and scanning machine, printer, web cameras, projectors and supplies necessary to perform the work at the Contractor site.

2.3 Government-Furnished Services

The Government shall provide custodial, utility, pest control, telephone, refuse collection, and postage (government related materials only) services for Government provided space only.

2.4 Government-Mandated Training

All Government mandated training (partially noted in Section 3.0 below) is required for all individuals who are physically located at Fort Detrick or require network access, including Contractors. All Government mandated training shall be Government furnished and shall be completed online or on-site during duty hours and in accordance with established timelines.

SECTION 3.0: CONTRACTOR REQUIREMENTS

3.1 Contractor Personnel Minimum Requirements

3.1.1 The Contractor shall have a signed letter of commitment from the proposed Key Personnel employees in response to this solicitation and must be available to begin work immediately upon award (as outlined in section 2.2 above).

3.1.2 The Contractor must have a facility that houses all Contractor employees and associated sub-Contractor employees with access to a Government information system no more than 10 miles from Fort Detrick because connection to the .mil domain shall be required under this contract. To obtain this, the Ft. Detrick Network Enterprise Center (NEC) must conduct a site visit and then approve the installation of direct .mil connectivity from any remote Contractor facility. If approved, the Ft. Detrick NEC arranges the installation of a 50 MB Verizon Circuit with Verizon to the Contractor facility's communications entry point, locking switch cabinet that meets NEC specifications, and network switches for direct connectivity from a Contractor's remote facility to the .mil network here at Ft. Detrick. The NEC then provides any needed technical support and CDMRP pays for all associated expenses associated with maintaining this equipment and Verizon circuit. The CDMRP will also provide all Government Furnished Equipment (GFE) needed and technical support for the GFE. The GFE includes laptops, docking stations, and monitors for all staff, networked copier/scanner and network printers. The Contractor is responsible for providing locations close to support staff for the .mil networked copier/scanner and printers. The Contractor shall be responsible for providing networking from all Contractor support staff work locations in the facility to a common network patch panel located in a NEC approved limited access secure location within the facility such as a lockable hub closet or server room that is also capable of housing the locking switch cabinet and network switches provided by the Ft. Detrick NEC. CDMRP will also provide required color coded network cabling to run from the Contractor provided network patch panel to the NEC provided switches. The Contractor shall be responsible for providing the required wiring to connect the 50 MB Verizon circuit from their facilities communication entry point to the designated location of the NEC provided locking server cabinet and network switches.

3.1.3 The Contractor shall accomplish the assigned work by employing and utilizing qualified personnel with skills, and when required, training, and experience. The Contractor shall match personnel skills to the work or task. The Contractor shall ensure the labor categories as defined in the Labor Categories and Descriptions labor rates, and man-hours utilized in the performance of each task order issued hereunder will be the minimum necessary to accomplish the task. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract and task orders. The Governments estimated labor categories and descriptions are provided in Attachment 3.

3.1.4 All Contractor personnel requiring access to a Government information system who are proposed on this contract shall be designated as ADP III at a minimum as defined by Department of Defense Regulation 5200.2R (for reference, review http://www.dtic.mil/whs/directives/corres/pdf/52002r_0187/p52002r.pdf). Each employee must also be a United States citizen. This is necessary so the contract employee may be granted access to the Fort Detrick domain. The CDMRP will initiate the process with the appropriate personnel at Fort Detrick for the successful offeror’s employees to obtain a National Agency Clearance and Inquiries (NACI). If Contractor personnel are unable to receive a favorable NACI and/or be a United States citizen, that individual may not be employed under this contract.

3.1.5 All Contractor employees, including sub-Contractor employees, requiring access to Army installations, facilities or controlled access areas shall complete AT Level I training within (30) calendar days after contract start date or employment start date (whichever is applicable) and annually thereafter. The Contractor shall submit certificates of completion for each affected Contractor employee and sub-Contractor employee to the COR and CDMRP Training Officer within five (5) calendar days after completion of training by all employees and sub-contracting personnel. AT Level I awareness training is available at https://atlevel1.dtic.mil/at.

3.1.6 The Contractor and all associated sub-Contractor employees shall comply with applicable installation, facility, and area commander installation and facility access and local security policies and procedures. The Contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by the installation Security Office. The Contractor workforce must comply with all personnel identity verification requirements as directed by DoD, HQDA, and local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in Contractor security matters or processes.

3.1.7 All Contractor employees and associated sub-Contractor employees with access to a Government information system must register in the Army Training Certification Tracking System (ATCTS) once they receive their Common Access Card (CAC). The CDMRP Training Officer will register Contractor employees in ATCTS and will be responsible for tracking and uploading all training certificates and other required documents into ATCTS.

3.1.8 All Contractor employees and associated sub-Contractor employees with access to a Government information system must complete Level I Operations Security (OPSEC) training within 30 calendar days of their reporting for duty. All Contractor employees must complete annual OPSEC awareness training thereafter.

3.1.9 The Contractor shall develop an OPSEC Standing Operating Procedure (SOP)/Plan within 180 calendar days’ after contract award, to be reviewed and approved by the base contract COR and OPSEC Officer, per AR 530-1, Operations Security. This SOP/Plan shall specify the Government’s critical information, why it needs to be protected, where it is located, who is responsible for it, and how to protect it. In addition, the Contractor shall identify an employee who will be the OPSEC Coordinator. The Contractor shall ensure that this individual becomes OPSEC Level II certified in accordance with AR 530-1 within 60 calendar days of notification of this requirement and provide a copy of the training certificate to the base contract COR and Training Officer.

3.1.10 All Contractor employees and associated sub-Contractor employees with access to a Government information system must complete the DoD Cyber Awareness Challenge training before issuance of network access and annually thereafter. All Contractor employees working IA/IT functions must comply with DoD and Army training requirements in DoDD 8570.02, DoD 8570.01-M and AR 25-2 within six months of employment.

3.1.11 All Contractor employees and associated sub-Contractor employees with access to a Government information system must read, fill out, and sign an Acceptable Use Policy (AUP) before issuance of network access. A copy of the completed AUP must be provided to the CDMRP Training Officer for upload to the Contractor’s ATCTS account.

3.1.12 All Contractor employees and associated sub-Contractor employees with access to a Government information system must complete the annual Health Insurance Portability and Accountability Act (HIPAA) and Privacy Act Security Training annually. The Contractor and sub-Contractor employees shall complete this required non-residential initial core training course and annual refresher training thereafter.

3.1.13 Per Army Regulation (AR) 381-12 Threat Awareness and Reporting Program (TARP), contractor employees must receive annual TARP training by a CI agent or other trainer (in person or web-based as required at the time of training) as specified in 2-4b of the AR.

SECTION 4.0: PERFORMANCE OBJECTIVES

The Government requests Contractor to provide junior and senior level scientific, technical, and administrative personnel to complete the following tasks which shall identified at the task order level. In addition, the Contractor shall provide a contractor-owned, contractor-operated, web-based electronic system which includes hosting of such system. The system shall support activities to include meeting facilitation, scoring, review, individual and panel voting , with capabilities to capture live notes, allow for virtual meetings, enable document sharing, and conduct a minimum of five concurrent reviews in multiple meetings and/or panels.

4.1 Task 1 – Provide Program Meeting Support

Provide all meeting support as requested by the Government. Either meeting approval or a meeting exemption must be received before a task order can be awarded to support meetings (meeting approval or exemption to be identified by the Government). The Contractor shall abide by all policies in order to support the meeting approval/exemption process as referenced in USAMRMC Command Policy Memorandum 2016-19 (and any future policy updates) [Attachment 4]. The Contractor is also responsible for supporting the process of completing the approval/exemption packages, completing and submitting the final packages, facilitating and tracking the packages through the approval process, following up as appropriate, receiving and distributing as appropriate, and completing after action reports as appropriate.

4.1.1 General Meeting Support

The tasks listed below will not be required for every meeting. The specific meeting requirements will be identified at the task order level using a meeting assumptions page (Attachment 5) but the Contractor shall be capable of supporting all of the following tasks:

4.1.1.1 Prepare, edit and distribute all meeting documents.

4.1.1.2 Identify, reserve and configure meeting venues when appropriate. For meetings requiring meeting approval before contract award, the Government shall reserve the meeting venue and is responsible for establishing a contract with the venue directly.

4.1.1.3 Coordinate all travel for meeting attendees.

4.1.1.4 Take comprehensive meeting minutes/notes and edit, finalize and deliver to the appropriate meeting POC. Provide access to the Contractor’s raw notes and reviewer comments as requested by the meeting POC during the meeting and immediately following the meeting conclusion.

4.1.1.5 Coordinate registration website, attendees, audio/visual (A/V), computer networking, after action meetings, meeting invitations, seating arrangements, seating charts, equipment rental, presentation coordination and uploading, and internet connectivity.

4.1.1.6 Coordinate read ahead meeting materials such as booklets, spreadsheets, or graphics describing portfolio topic distributions, funded project outcomes (publications, patents, follow-on funding, etc.), and/or global funding landscape data.

4.1.1.7 Provide a contractor-owned, contractor-operated and hosted web-based electronic meeting facilitation, scoring, review, and voting system, with capabilities to capture live notes, allow for virtual meetings, enable document sharing, and conduct concurrent reviews in multiple meetings and/or panels. Such a system will have accessibility for the Program Manager (PM) and Government observers/representatives. At minimum, the system must incorporate the following capabilities:

Input data from the electronic Biomedical Research Application Portal (eBRAP ) and Electronic Grants Management System (EGS) Display meeting documents (e.g. agenda, forms, briefings, booklets, graphs, documents, etc.)

Display application review documents (e.g. application, summary statement, budget, abstracts, statement of work, etc.)

Display application information (e.g. title, org, PIs, budget, assigned reviewers) Block viewing of specific applications by reviewers who have a conflict of interest (COI) Capture COIs for each reviewer Capture pre-meeting comments/votes/scores Capture meeting comments/votes/scores Share panel comments with other attendees Capture meeting notes from multiple sources Real time viewing, sorting, and ordering of interim and final recommendations – fund, alternate, not fund lists Access to PM and other designated individuals to input notes and view progress, reports, and notes

4.1.1.8 Provide a business office at the meeting.

4.1.1.9 Coordinate and provide a meeting facilitator.

4.1.1.10 Coordinate and schedule pre- and post-meeting teleconferences.

4.1.1.11 Coordinate meals and morning/afternoon refreshments for all meeting attendees, including Government representatives. All meeting attendees shall pay for all meals provided in accordance with Section 1.8 above.

4.1.1.12 Arrange and provide support for an after-action meeting.

4.1.1.13 Identify, coordinate and invite attendees, speakers, high-profile military and VIP’s.

4.1.1.14 Coordinate poster displays and presentations.

4.1.1.15 Arrange for meeting publicity.

4.1.1.16 Communicate and enforce conflict of interest (COI) and confidentiality rules for meeting participants. Ensure destruction of, proprietary and/or procurement sensitive documentation provided in support of this contract.

4.1.1.17 For meetings which required meeting approval (not exemption), provide the task order COR with an Estimate at Completion within 10 calendar days of meeting completion. This report shall include total number of attendees as well as the total estimated costs broken down by labor, travel, per diem (meals and hotel costs), conference facility, A/V, moving, supplies, shuttle and security costs.

4.1.2 Conduct Stakeholders Meeting

Coordinate with the PM to identify and invite scientists, clinicians and consumer advocates to determine the current state of the research in a particular field as well as identify research gaps in that particular field for each new research program to be managed by the CDMRP.

4.1.3 Conduct Vision Setting

4.1.3.1 Coordinate with the PM to conduct a Vision Setting to define an annual investment strategy for each research program using the respective, program-specific Programmatic Panel every fiscal year.

4.1.3.2 Coordinate with the appropriate PM to identify, recruit, train and retain Programmatic Panel members and ad hoc Programmatic Panel members for each research program.

4.1.3.3 Coordinate chair nominations and election.

4.1.4 Conduct Pre-Application Screening (as applicable)

4.1.4.1 Coordinate with the PM to conduct Pre-Application Screening for each research program funding mechanism to determine which pre-applications will be invited to submit full applications (note: not all research program funding mechanisms require pre-application screening). This review process is completed by the research program’s Programmatic Panel; however, on occasion, the COR may identify a different group to perform the review of pre-applications.

4.1.4.2 Coordinate with the appropriate PM to identify and recruit, ad hoc Programmatic Panel members for each research program if needed

4.1.4.3 Coordinate with the PM to train Programmatic Panel members (and ad hocs if applicable).

4.1.4.4 Prepare pre-application packets for the Programmatic Panel members (and ad hocs if applicable).

4.1.4.5 Assign pre-applications to Programmatic Panel members (and ad hocs if applicable).

4.1.4.6 Ensure Programmatic Panel members utilize specified voting criteria outlined in the funding opportunity announcement (FOA) to evaluate each pre-application.

4.1.4.7 Collate votes and create invite and not invite final lists of pre-applications.

4.1.4.8 Prepare documents for invitation and no invitation to submit full applications.

4.1.5 Conduct Programmatic Review

4.1.5.1 Coordinate with the PM to conduct Programmatic Review for each research program each fiscal year. The Programmatic Panel is to discuss and recommend which applications should be selected for research funding.

4.1.5.2 Coordinate with the appropriate PM to identify, recruit, and train ad hoc Programmatic Panel members for each research program if needed

4.1.5.3 Prepare programmatic review materials for Programmatic Panel members

4.1.5.4 Assign applications to Programmatic Panel members (and ad hocs if applicable) – managing conflicts of interest as appropriate

4.1.5.4 Ensure Programmatic Panel members utilize specified voting criteria outlined in the FOA to evaluate each application

4.1.5.6 Coordinate and complete fund/not-fund letters, recommended for funding list (RFFL), alternate funding list (AFFL), order of merit list (OML) and not recommended for funding list (NRFFL) as appropriate.

4.1.5.7 Provide SF540 briefing preparation support.

4.1.5.8 Provide an alphabetical listing of Programmatic Panel reviewers, including ad hocs, as required by the PM.

4.1.6 Provide Other Business and Planning Meeting Support

Meeting or conference (herein referred to as “meeting”) is required for meetings with no more than 1,000 attendees. The Contractor shall provide additional support services to those listed above, including, but not limited to:

4.1.6.1 Organize and implement a Technical Planning Committee when requested.

4.1.6.2 Coordinate abstract acquisition when requested.

4.1.6.3 Arrange for Continuing Medical Education/Continuing Education Units as requested by the meeting point of contact.

4.1.7 Reporting Requirements

4.1.7.1 Coordinate with the PM at the beginning of each task order to develop an outline/tracking sheet with dates of key program deliverables, milestones and receivables by research program and by FOA and update as requested. The format of the outline/tracking sheet will be developed in collaboration with the Government to ensure consistency across programs. At a minimum, each outline must include the following reporting requirements:

Investment Strategy - Draft version at the conclusion of vision setting meeting; final version one (1) business day after vision setting meeting

Vision Setting Meeting Summary Report - Draft version five (5) business days after vision setting meeting. Final version 10 business days after vision setting meeting.

FOA Initial Template Draft – Initial drafts of four (4) announcements within 10 business days of Vision Setting Meeting or request by the PM, with exceptions for complex announcements to be determined in consultation with the PM.

Final FOA – three (3) announcements in four (4) business hours following Assistance Review Board approval.

PI Pre-Application Notification Lists – one (1) business day after completion of pre-application screening.

RFFL/AFL/OML - Draft version at the conclusion of programmatic review meeting; final version two (2) business days after programmatic review meeting.

NRFFL – Final list due five (5) business days following the conclusion of the programmatic review meeting.

Programmatic Review Meeting Summary Report – Draft version seven (7) business days after programmatic review meeting. Final version 15 business days after programmatic review meeting.

PI Funding Notification Letters – Final draft no later than eight (8) business days after programmatic review meeting or five (5) business days after requested for individual letters; final deliverable one (1) business day after approval of the RFFL/AFL/OML/NRFFL .

Items for review requested by Program Managers to include but not limited to meeting materials such as draft briefings, seating charts, meeting attendee reports, program announcement summaries, database reports preview; preview of meeting database with appropriate documents.

4.1.7.2 Provide a list of each Programmatic Panel member by research program documenting each individual’s expertise each fiscal year as required by the PM as applicable.

4.1.7.3 If note taking is provided for a meeting, minutes are due within three (3) business days after the meeting, with exceptions to be noted in the meeting task order or determined in consultation with the task order COR.

4.2 Task 2 – Provide Scientific Support Services

Support shall be provided to the individual research programs within CDMRP and/or USAMRMC and in collaboration with the respective Integrated Program/Project/Process Team’s (IPT) Leaders as requested on the following tasks:

4.2.1 Provide FOA support, including General Application Instructions and associated forms.

4.2.2 Provide tasker support.

4.2.3 Provide content review and editing support.

4.2.4 Assist in the creation of data collection instruments. Coordinate, conduct, collate data and analyze results.

4.2.5 Conduct topic area, program or product-related analyses and prepare summary materials.

4.2.6 Develop content for program related materials for distribution, such as research highlights.

4.2.7 Create, edit and finalize press releases.

4.2.8 Provide presentation support (draft, prepare content, edit, distribute, etc.).

4.2.9 Provide support to the research IPT during site visits and teleconferences to include taking notes pertaining to the findings of the meeting. Edit, finalize and deliver minutes/notes as appropriate. Provide access to raw notes as requested by the PM and/or research award Grants Officer’s Representative.

4.2.10 Attend designated meetings and conferences to gather information and provide CDMRP program-specific expertise.

4.2.11 Provide Inquiry Review Panel (IRP) support by preparing minutes of meeting deliberations and coordinating with administrative component for documents and votes as needed. Provide IRP minutes within three (3) business days after each IRP meeting.

4.2.12 Attend internal business meetings as requested by the PM.

4.2.13 Provide note taking support to working groups as requested by the COR. Minutes from each working group meeting are due within three (3) business days after the meeting.

4.2.14 Provide Program Evaluation Support to the IPT.

4.2.14.1 Provide technical support for program evaluation projects by researching and preparing source materials, documents and briefings.

4.2.14.2 Participate in program evaluation projects including data analysis and summary.

4.2.14.3 Provide technical support to the IPT for portfolio coding and analysis

4.3 Task 3 – Provide Administrative Support Services to CDMRP

4.3.1 Provide editing support for documents produced under this contract, abstracts for web posting and also for documents as requested.

4.3.2 Provide IRP support including but not limited to collecting documents for IRP review for each inquiry received, scheduling IRP meetings, and tabulating votes at IRP meetings, preparing letters, and tracking all inquiries received and the results. Provide IRP Packets at least 10 business days before each IRP meeting.

4.3.3 Coordinate CDMRP booth logistics, including assembling/disassembling and organization of the display materials at meetings and conferences as requested by the COR/TOCOR.

4.3.4 Administrative Support

The Contractor shall provide general administrative support to the CDMRP office located at Fort Detrick. The Contractor shall provide for CDMRP main telephone line coverage, receive visitors and ensure visitors sign-in on the Official Visitor Register, provide general administrative support to PMs and Science Officers, provide general administrative tasker support, receive and distribute mail, schedule and maintain the CDMRP conference room calendars, post conference room calendars and ensure conference rooms are neat and orderly, organize teleconferences, coordinate FedEx shipments, provide SF540 preparation and distribution, update CDMRP phone lists and other similar documents on a monthly basis, and provide general administrative support to working groups within CDMRP.

4.3.5 Provide support for DTIC submissions (record creation and update as requested).

4.3.6 Provide travel coordination support to Government travelers to contractor-supported meetings.

4.3.6.1 Provide all local and non-local travel coordination support to Government travelers (including Public Health Service Officers and Federal civilian personnel). Quantity of travelers shall be identified at the task order level.

4.3.6.2 Prepare all documentation necessary for staff to travel including but not limited to Program and Budget and Advisory Council approval forms, travel orders, amendments, vouchers, etc.

4.3.6.3 Using the Defense Travel System (DTS), coordinate all travel arrangements (air/train/car, hotel, and miscellaneous travel arrangements). Coordinate with Carlson Travel and USAMRMC’s DTS Administrator to resolve issues.

4.3.6.4 Process all travel claims so travelers are able to be reimbursed. Coordinate with DFAS to resolve issues.

4.3.6.5 Prepare fund cite memos, coordinate cross-organization funding, prepare Military Interdepartmental Purchase Requests, and process Invitational Travel Orders as requested. Quantity of travelers will be identified at the task order level.

4.3.5.6 Assist with responses to taskers related to travel and maintain a spreadsheet of all CDMRP travel including the status of each travel approval, order, and voucher in process.

4.4 Task 4 – Provide Publicity Services

4.4.1 Design and provide graphic and image support for all CDMRP publication materials.

4.4.2 Provide publication support, such as the CDMRP annual report, program books, brochures, story boards, press releases, etc.

4.4.3 Coordinate, design, update, and print CDMRP displays (large, small and window shades) for each research program as requested.

4.4.4 Print and distribute CDMRP publication materials, consistent with Government regulations.

4.4.5 Identify and coordinate appropriate sites for program advertisement to include scientific journal sites or online newsletters.

4.4.6 Coordinate, produce and edit videos in a format suitable for use on the current CDMRP website, in various briefings, small screens, large screen monitors, projection screens, cellular telephones and other formats as identified by the COR. Acquire the appropriate permissions for filming and release as appropriate.

SECTION 5.0: QUALITY ASSURANCE SURVEILLANCE PLAN (QASP):

5.1 The COR shall inspect the services performed by the Contractor by reviewing work products on a random sampling basis and by obtaining regular customer feedback.

5.2 The Contractor shall contact the base contract COR to set up quarterly evaluation meetings to discuss the status of the contract, deliverables, contract performance and results of the QASP evaluation. Prior to meeting, the base contract COR will coordinate schedules for Government staff (Contract Officer, Contract Specialist, COR and other technical personnel) to receive input for the evaluation of the performance of the Contractor.

5.3 Additional specific QASP surveillance items shall be negotiated at the task order level. A QASP is provided with the minimum requirements and additional items shall be added per the task order performance work statement. Attachments 6, 7 and 8 are sample QASP documents provided for this requirement.

SECTION 6.0: DELIVERABLES

6.1 Delivery Address

All deliverables shall be submitted to the COR and/or TOCOR designated in the COR/TOCOR appointment letter.

6.2 Method of Delivery:

Electronic copies shall be delivered using Microsoft Office suite of tools (for example, MS Word, MS Excel, MS PowerPoint) or in Adobe PDF format, unless otherwise specified by the COR. Electronic submission shall be made via email, unless otherwise agreed to by the COR/TOCOR.

6.3 Deliverables

6.3.1 Incoming Transition Plan (Applicable at the Base Contract Level)- Deliverable 1 The successful Offeror shall provide an incoming transition plan (ITP) for 60 calendar days incoming transition from contract to contract in accordance with the Deliverable Table in Section F of the RFP. The plan shall initially be submitted with the Offeror’s proposal and finalized after award.