HIV/AIDS Community Information Outreach Program Post Award Orientation Webinar October 5, 2016 ACIOP

Purpose Explain and/or clarify contract requirements Allow both NLM staff and Awardee to: Achieve a clear and mutual understanding of all contract requirements Identify and resolve potential problems Clarify the roles of the US Government personnel and the procedures that will be followed in administering the contract

Introduction Individual Role Andrew Plumer Contracting Officer’s Representative (COR) Nicole Scott Alternate Contracting Officer’s Representative (COR) Gregory Benedict Contracting Specialist Keturah Busey Contracting Officer Organizations State your name, organization, and title/role

2016 ACIOP Awardees Black Girl Health Comunidas Unidas/Communities United D’Vinic Interactive El Centro De Educacion De Trabajadores Norfolk State University Proactive Community Services YI Advisors Youth Technology Health (YTH)

Points of Contact Role Responsibility Contact Contracting Officer’s Representative (COR) Monitor the technical progress, including technical management, evaluation, and acceptance Andrew Plumer Contract Specialist (CS) Expert authority on interpreting acquisition statutes, regulations, policies and guidelines. Responsible for contract compliance and policy formation. Administers contract documentation to be authorized by the CO. Gregory Benedict Contracting Officer (CO) The only person allowed to: change any terms and conditions of this contract, including the Statement of Work, period of performance, and delivery schedule Keturah Busey

Points of Contact (continued) If there is a change in… Then… Personnel / point of contact Notify Andrew Plumer and Keturah Busey via e-mail Site location or banking information Contact Andrew Plumer and Keturah Busey to update the information in www.sam.gov

Contract Administration Contract vs. Grant Budget Modifications/No Cost Extensions Travel Promotion of Projects and Websites Approved Use of Funds

Billing Instructions Step Action Submit invoices to Andrew Plumer and NIH Commercial Accounts = PROMPT PAYMENT Step Action 1 Submit invoices monthly and/or quarterly 2 Attach any receipts for reimbursement to the invoices (e.g., equipment receipts) 3 Mail one copy of the invoice to: National Institutes of Health, Office of Financial Management, Commercial Accounts 4 E-mail one copy of the invoice to Andrew Plumer (Approving Official)

NIH Commercial Accounts Billing Instructions Invoice Format Returned Invoices Payment Inquiries: NIH Commercial Accounts 301.496.6088

Equipment Purchases Contracting Officer Approval (COA) Letter is required before equipment is purchased Step Action 1 E-mail the following to Gregory Benedict: Three price quotes Memo noting the name, type, and total cost of the equipment, justification for selected equipment 2 After COR and CO approve, organizations will receive a COA letter to purchase equipment 3 Attach equipment receipt(s) to invoice(s)

Reporting Requirements Five reports must be prepared and submitted online: Quarterly Report: Each quarter of the contract period Final Report: Completion of project

Quarterly Reports Summary of contract activities during the four quarters of your ACIOP contract Period of Performance: 9/30/16 – 9/29/17 Quarter Due Date October – December January 16 January – March April 17 April – June July 17 July – September October 16

Quarterly Reports (continued) Multiple choice and short answer questions: Part Contains questions related to… 1 Your agency / organization 2 Your specific project 3 The four information access categories

Final Report A summative document highlighting your project activities and accomplishments Due November 1, 2017 Multiple choice and short answer questions: Part Contents 1 Demographic questions 2 Project-specific questions 3 Services developed or expanded 4 Concluding questions Nicole, We discussed adding a fifth part of the Final Report, a Completed Logic Model

Schedule of Events/Deliverables Event/Deliverable Date Post-Award Orientation Webinar October 5, 2016 Conference Call: Kick-off Meeting (Awardee, COR, ACIO Evaluation Consultant) October 10-25, 2016 Complete Web-based Training on HIV/AIDS Information Resources from the National Library of Medicine October 31, 2016 1st Quarterly Report Due January 16, 2017 2nd Quarterly Report Due April 17, 2017 Mid-Year ACIO Webinar April 2017 (Date TBD) 3rd Quarterly Report Due July 17, 2017 4th Quarterly Report Due October 16, 2017 Final Report Due November 1, 2017

ACIOP Evaluation Requirements

Evaluation Technical Assistance NLM – Efforts to support evaluation capacity building Elliot Siegel (Evaluation Consultant) Kick-off meeting to discuss evaluation plans Ongoing support throughout funding period

Information Access Categories Information Retrieval Skills Development Resource Development Equipment Acquisition Info Retrieval: Online living library database; Information retrieval skills development training for health outreach workers and local community based organizations; Increase access to information for at-risk youth using a multimedia hub-spoke model of online, social media and mobile platforms; Mobile-Internet-based HIV/AIDS Education: Linking the Public to Science Purchase of computer equipment / software for cyber lab

ACIOP Blog Share information about ACIOP outreach projects, resources, and services Exchange ideas and build connections with other ACIOP Awardees Resources include: Quarterly and Final Report Questions Information Access Category materials and tools Evaluation resources NLM resources Share information about ACIOP outreach projects, resources, and services Exchange ideas and build connections with other ACIOP Awardees Resources include: Quarterly and Final Report Questions Information Access Category materials and tools Evaluation resources NLM resources aciopblog.wordpress.com

ACIOP Blog Quarterly Contribution What’s New Project Highlights DELIVERABLES   Upon award of the contract, one or more staff associated with a project must participate in the AIDS Community Information Outreach Program by: Participating in the ACIOP Post Award Orientation Webinar/Teleconference; Participating in the “HIV/AIDS Information Resources from the NLM” online training (webinar); and Contribute content to the ACIOP Blog (http://aciopblog.wordpress.com)

What’s next? Visit ACIOP Blog: Schedule Awardee kick-off conference calls 1st Quarter Report due January 16, 2017 aciopblog.wordpress.com

Comments / Questions

Andrew Plumer Contracting Officer Representative (COR) plumera@mail.nih.gov