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

2. 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

3. 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

4. 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)

5. 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

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

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

8. 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
one copy of the invoice to Andrew Plumer
(Approving Official)

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

10. Equipment Purchases
Contracting Officer Approval (COA) Letter is required before equipment is purchased
Step
Action 1
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)

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

12. 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

13. 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

14. 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

15. 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

16. ACIOP Evaluation Requirements

17. 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

18. 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

19. 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

20. 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 (

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

22. Comments / Questions

23. Andrew Plumer
Contracting Officer Representative (COR)