SPECIAL NOTICE
R -- Drug Free Communitites Support
- Notice Date
- 3/29/2011
- Notice Type
- Special Notice
- NAICS
- 541611
— Administrative Management and General Management Consulting Services
- Contracting Office
- Department of Health and Human Services, Program Support Center, Division of Acquisition Management, Parklawn Building Room 5-101, 5600 Fishers Lane, Rockville, Maryland, 20857
- ZIP Code
- 20857
- Solicitation Number
- SAM59800
- Archive Date
- 4/26/2011
- Point of Contact
- Dormey Blankmann, Phone: 3014437078
- E-Mail Address
-
dormey.blankmann@psc.hhs.gov
(dormey.blankmann@psc.hhs.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- The Program Support Center, division of Acquisitions Managements, intends to award a sole source contract using the Simplified Acquisition Procedures to Dixie Butler of Butler Consulting. Statement of Work BACKGROUND The Division of Community Programs (DCP) is a component of the Substance Abuse and Mental Health Services Administration (SAMHSA), the lead Federal agency providing substance abuse and mental health services. DCP is a part of SAMHSA's Center for Substance Abuse Prevention (CSAP) which provides national leadership in the Federal effort to prevent alcohol, tobacco, and other drug problems. CSAP's mission is to improve the accessibility and quality of substance abuse prevention services nationwide. CSAP discretionary grant programs and services to communities are intended to strengthen the quality and availability of prevention services throughout the nation. OBJECTIVE The objective of this purchase order is to obtain administrative and data support for DCP's discretionary grant activities of the Drug Free Communities (DFC) Support Program to enable timely completion of the 2011 grants process. DCP seeks assistance in data-related activities of extracting information from grant applications and data systems to prepare documents and reports sent to ONDCP and congressional staff; data entry; and performing quality control checks of data and information. The Drug Free Communities (DFC) Support Program is a complex grant program which has unique requirements beyond Federal SAMHSA grant program requirements. It is a large program that receives and processes a high volume of grant applications and must meet the quick turnaround mandatory deadlines of the Federal HHS grant process to issue grant awards in a timely manner. In addition, since the DFC is an ONDCP program which is jointly managed by ONDCP and SAMHSA, it also has unique quick turnaround reporting requirements, mandatory deadlines and sudden shifting deadlines to meet ONDCP and Congressional staff time frames. The objective of this purchase order is to obtain a consultant who has knowledge of the processes, requirements and challenges of the DFC program and expertise in using SAMHSA's Grants Information Management System (SGIMS). LOCATION The consultant shall perform the majority of their work at the SAMHSA building, 1 Choke Cherry Rd., Rockville, MD. SCOPE OF WORK This Scope of Work (SOW) seeks the services of a consultant to provide administrative, data and quality control support to CSAP that will enable SAMHSA to support ONDCP in jointly making FY 2011 discretionary grant awards in a timely manner. The consultant will provide DFC data support of grant systems, most notably the SAMHSA Grants Information Management System (SGIMS) to carry out the work requirements outlined in this SOW. The consultant shall perform work outlined in the SOW to meet deadlines established by the Division of Community Programs. The consultant shall perform a range of duties related to the administrative processing of each grant application including providing onsite data support (i.e., data entry, validation, reconciliation, quality control and modifications); interface with systems including SAMHSA's Grants Information Management System (SGIMS); prepare status, progress and ad hoc reports including reports that document the data support and quality control processes; and the reconciliation of grant application data. A. General Requirements 1. Independently, and not as an agent of the Government, the consultant shall exert its best efforts and furnish the necessary personnel, facilities, equipment, materials and supplies, and perform the work set forth below. 2. All work under this project shall be monitored by the Government Project Officer (GPO). 3. All reports and materials produced under this project shall be the property of the Federal Government, which includes SAMHSA. SAMHSA may utilize, print, or disseminate such material without further charge. 4. The consultant shall establish a file system to maintain all source documents obtained and produced, i.e., grant applications. B. Specific Requirements The Government at its discretion may request the optional tasks be performed, as needed to satisfy program needs. Task 1 Congressional notification documents: • The consultant shall extract information from grant applications, SGIMS and spreadsheets and use the approved template from the 2011 Request for Grant Application (RFA) to prepare a one page congressional notification summary in Microsoft Word, for each grant application (approximately 90 applications). Some information may be available in scanned PDF or Microsoft Word format to be edited and reformatted, and some pages may need to be re-typed into electronic format. The summaries shall be sorted by state and congressional district for DFC & Mentoring grants, and provided in two electronic files (Microsoft Office Word version used by SAMHSA) for transmission to the Office of National Drug Control Policy (ONDCP). • Quality control: The congressional notification information shall be reviewed for accuracy and edited. Accuracy shall be checked against source documents. • Required knowledge: The consultant must have knowledge of Federal Government grant applications, how to extract the information, and how to enter data from the applications into a database. • Desired knowledge: Knowledge of source documents; knowledge of DFC grant applications to extract the correct information; how to correctly interpret DFC information; and how to resolve conflicting information in applications to ensure accuracy. Task 2 (optional) Data Entry/Database maintenance: • Task 2A: New grants data entry - The consultant shall input approximately 20 fields of data (i.e., coalition name, contact, city, state, zip code) from approximately 100 new grant applications into the SGIMS data system and/or Excel spreadsheets, and as necessary, input revised data from two Excel spreadsheets into SGIMS. This task also includes data validation, reconciliation, modification and interfacing with staff to resolve data issues. The consultant may also be requested to prepare progress and ad-hoc reports documenting the data support and quality control processes; reconciliation of grant application data; and information about using SGIMS such as data entry cautions, lessons learned, problems identified and root causes of problems. • Task 2B: Continuation grants data entry - The consultant shall input approximately 20 fields of data (i.e., coalition name, contact, city, state, zip code) from approximately 600 continuation grant applications into the SGIMS data system and Excel spreadsheets, and as necessary, input revised data from eight (continuation and quarterly) Excel spreadsheets into SGIMS. This task also includes data validation, reconciliation, modification and interfacing with staff to resolve data issues. The consultant may also be requested to prepare progress and ad-hoc reports documenting the data support and quality control processes; reconciliation of grant application data; and information about using SGIMS such as data entry cautions, lessons learned, problems identified and root causes of problems. • Task 2C: Other DFC data entry - The consultant shall establish a database, possibly using Microsoft Access, Excel or SGIMS, to enter DFC data from paper copy (e.g., Department of Justice grant award spreadsheet of approximately 6,000 cells of data). • Quality control: The consultant shall implement data entry quality control procedures to ensure data accuracy and consistency with SGIMS and source documents. The consultant shall perform data validation and reconciliation among all source and output documents. • Required knowledge: The consultant must have knowledge of Federal Government grant applications, how to enter data from the applications into a database, and how to extract the data/information. • Desired knowledge: Knowledge of source documents; knowledge of DFC grant applications to extract the correct information; how to correctly match data from applications to the correct fields in SGIMS to enable accurate reporting; how to correctly interpret DFC information; how to resolve conflicting information to ensure accuracy; and knowledge of how to use SGIMS and knowledge of SGIMS fields. Task 3 (optional) Notification letters/mailing labels (unfunded grants): • Task 3A: Prepare letters - The consultant shall prepare approximately 450 notification letters (unfunded grants) in Microsoft Word, using approved templates. • Task 3B: Prepare mailing labels - The consultant shall use SAMHSA's SGIMS data system to prepare, edit and produce approximately 450 mailing labels of business official addresses. This task requires collaboration with SAMHSA's Division of Grants Management (DGM), by email and in person, to ensure correct addresses are obtained. This task may include data entry of addresses if necessary. • Task 3C: Prepare envelopes - The consultant shall stuff and prepare envelopes for mailing. • Quality control: The consultant shall implement data entry quality control procedures to ensure data accuracy and consistency with SGIMS and source documents. The consultant shall perform data validation and reconciliation among all source and output documents. The consultant shall review and edit letters and addresses for accuracy. Accuracy shall be checked against source documents. • Required knowledge: The consultant must have knowledge of Federal government grant applications, how to enter data from the applications into a database and how to extract the data/information. • Desired knowledge: Knowledge of DFC grants applications and SGIMS to extract the correct information; how to correctly interpret DFC information in applications and SGIMS; and how to resolve conflicting information to ensure accuracy. Task 4 (optional) Scanned documents: • Task 4A: Scanning - The consultant shall scan paper copy grant applications containing text and tables into electronic format (PDF) (approximately 90 grant applications; approximately 50-100 pages in each application). Each scanned grant application shall be in a separate electronic file named with the grant number noted on each application. • Task 4B: Quality control checking documents - The consultant shall check accuracy of scanned documents provided (PDF or Word) to ensure they match the contents and format of the paper copies scanned. The electronic format of the scanned documents should be of sufficient quality to enable cutting and pasting into other electronic documents, i.e., Microsoft Word. Task 5 (optional) Reporting/spreadsheet development: • The consultant shall extract information from SGIMS and approximately 100 grant applications to input into Excel spreadsheets and other reports (approximately 5 spreadsheets with approximately 900 cells of data each and approximately 5 spreadsheets with approximately 26,000 cells of data each). • Quality control: The consultant shall perform quality control checking of data extractions and data on spreadsheets. Quality control checks include data validation and reconciliation of data among current and past source documents and output documents. • Required knowledge: The consultant must have knowledge of data run and reporting techniques to extract data from a database and knowledge of how to develop Excel spreadsheets. • Desired knowledge: Knowledge of DFC and SGIMS to use appropriate reporting techniques and data runs; ability to accurately extract appropriate data fields from SGIMS and other related data systems to develop funding spreadsheets; and expert knowledge of Excel for developing and maintaining large spreadsheets. Task 6 (optional) Prepare funding package documents and other documents: • The consultant shall provide data support in preparing documents for two funding packages and prepare other miscellaneous documents as needed using Word, Excel and Government electronic forms. The consultant shall extract information from spreadsheets and SGIMS to input information into approved templates. Types of documents include memos, letters, summaries, tables, spreadsheets, status reports, ad-hoc reports and Government forms (approximately 25 documents, approximately 1 to 7 pages each). • Quality control: The consultant shall review and edit documents for accuracy. Accuracy shall be checked against source documents. • Required knowledge: The consultant must have knowledge of Federal Government grant applications, how to enter data from the applications into a database and how to extract the data/information. The consultant must have knowledge of Microsoft Word, Excel and electronic forms. • Desired knowledge: Knowledge of the DFC grant program and SGIMS to know where to extract the correct information from; how to correctly match data to the correct places in the documents; how to correctly interpret DFC information; how to resolve conflicting information to ensure accuracy; knowledge of Government electronic forms; and expert knowledge of Microsoft Word and Excel. SCHEDULE OF DELIVERABLES Congressional notification documents (Task 1) DUE 8/12/11 * New grants data entry (Task 2A) DUE APPROXIMATELY TWO WEEKS AFTER RECEIPT OF GRANT APPLICATIONS (approx. 6/30/11)* Continuation grants data entry (Task 2B) DUE APPROXIMATELY FOUR WEEKS BEFORE SPREADSHEETS ARE DUE (approx. April-May, 2011) * Other DFC data entry (Task 2C) DUE APPROXIMATELY FOUR WEEKS AFTER CONTRACT AWARD * Prepare letters (Task 3A) DUE APPROXIMATELY ONE WEEK AFTER ONDCP GRANT ANNOUNCEMENTS (approx. 8/26/11) * Prepare mailing labels (Task 3B) DUE APPROXIMATELY ONE WEEK AFTER ONDCP GRANT ANNOUNCEMENTS (approx. 8/26/11) * Prepare envelopes (Task 3C) DUE APPROXIMATELY ONE WEEK AFTER ONDCP GRANT ANNOUNCEMENTS (approx. 8/26/11) * Scanned documents (Task 4A) DUE APPROXIMATELY ONE WEEK AFTER RECEIPT OF MATERIALS (approx. 6/30/11) * Quality control checked documents (Task 4B) DUE APPROXIMATELY THREE WEEKS AFTER RECEIPT OF MATERIALS (approx. 6/26/11) * Spreadsheets (Task 5) DUE APPROXIMATELY TWO WEEKS AFTER DATA ARE AVAILABLE * Funding package documents (Task 6) APPROXIMATELY 5/19/11; 8/8/11* * Deadlines of deliverables are subject to change based on completion dates of process tasks related to the above deliverables.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/HHS/PSC/DAM/SAM59800/listing.html)
- Place of Performance
- Address: SAMHSA Building, 1 Choke Cherry Road, Rockville, MD, Rockville, Maryland, United States
- Record
- SN02412037-W 20110331/110329234841-0f691305a2ce359909b39b3116d75682 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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