CONTRACTS IN-HOUSE TELECONFERENCE CHECKLIST

SEP Number: ZAI1- - - DEA Reference Number:

RFP/BAA-NIH-NIAID-

SRO:
Meeting Date:
Title:
Location:

START-UP

Initial Meeting Between SRO/EPS

Schedule conference room if necessary (EPS manual – Gen Info.)

Enter meeting data into Impac II Committee Management after you’re SURE of the date/time/location – “Edit Mtg” function.

Create Shelf Labels in Word at SRO’s discretion

Check to see that enough copies will be made/stored.

  • Make copies if necessary. Contracts DO NOT come to us from CSR – we must copy them ourselves if you are going to mail out hard copies.

Receive the Contracts and obtain the Contracting Officer’s signature on the top part ofAI-PostMtg_Document_Delivery_Form.doc

ADMINISTRATIVE REVIEW

Complete a review of the proposal components – talk to the SRO about what they want you to look for: Biosketches, Budget, Letters of Support, etc.

Request additional materials if necessary.

Complete the Conflict of Interest documents:

  • See the Admin. Rev./COI section of the EPS manual for more guidance on how to create these documents…

If requested, send the “COI pack” to potential recruits and log responses.

PRE-MAILOUT

Enter the Roster into Impac II Committee Management – “Add Meeting Attendee” function.

Enter the Chairperson and Rates into Impac II Committee Management

Start preparing Standard Documents (ask SRO about preferences in style):

  • Roster – Impac II Committee Management or Word
  • Agenda – Impac II Peer Review or Word; PRM pg 139
  • Assignment list – Word
  • Technical Evaluation Score Sheet (TESS) – Word

Inquire about Reviewer Instruction Booklet from SRO –

  • Optional: Make 1 copy for each reviewer and several more for NIAID staff

Inquire about Electronic Review Use the email address

  • Send the COMPLETED Roster and Assignment List to “ER inbox” via Email. Include the cutoff date/time for entering critiques.
  • When ER sends you the logons and passwords, send them individually to each reviewer via email.

Make several copies of the RFP/BAA to have on hand at the meeting.

Make sure there are enough copies of the Appendices and (RARELY) Additional Materials from offeror’s – consult with SRO as to how many you need. SRP makes copies.

Federal Register Notice sent to CMO inbox – No Later than 30 days prior to meeting.

MAILOUT

Pull the needed number of proposals if necessary.

Finalize the Standard Documents with the SRO and photocopy enough for the mailout and extras for the meeting (if you know they are really “final”).

Give each mailout stack a name of a Reviewer. Make 2 extra stacks (these 2 have all the additional materials and appendices) – one to take to meeting, one to serve as an example of what was mailed out.

Pull conflicts from the stacks if any.

Add the appropriate appendices and standard documents.

Print out the Minutes and put it in the Chairperson’s stack. (Consult with SRO).

Reviewers should also receive the following:

  • Pre and Post Review COI forms.
  • TESS.
  • Return FedEx label addressed to EPS.

Prepare FedEx labels from the appropriate account (by hand or online). Call FedEx for a pickup - 1-800-463-3339 (or take downstairs to the FedEx drop box before 5:30 PM).

  • If you have foreign Reviewers and have to mail to other countries – you must fill out a “Request for Shipment” form and an “Invoice“ form. The “Request for Shipment” must be signed by the AO office downstairs (make a copy for yourself) and you must call in your request to Shipping (301-469-5921) before 12 Noon.

PRE MEETING

Send out Pre-Meeting Memo including Roster and Agenda. See Informing and Reporting document (AI-PreMtg_Distribution_List_Flyer.doc)for help deciding who to send it to. Include the DEA Number at the bottom of the report. Make the subject line: “Roster and Agenda for …RFA Number…”Title”.”

Set up pre-meeting teleconference with Hi-Def or Go-to-Meeting.

  • Make a note of who participated – they will receive honorarium accordingly.

Label Blue Folders for everyone who will be in actual attendance.

  • Make a folder for SRO, Branch Chief and Dr. Hornbeak.
  • Check to see how many Contracts Management and Program Staff will be attending and make the appropriate number of labels for them.
  • Have an extra or two on hand, just in case.

Request teleconference equipmentfrom Program Management and Operations Branch.

  • Check to see that all equipment is there (cords, adaptors, extra ink cartridges, etc.) and that they are all working.

Set up teleconference arrangements with Hi-Def or Go-to-Meeting.

  • Get a confirmation email. Send to the SRO.
  • SRO or EPS: Send an email to the Reviewers letting them know the 800 number to call in if necessary, the confirmation code, the approximate time they should call-in and what to do if there are problems.

Tape Agenda, Roster and a copy of the Teleconference Confirmation to the SRO’s door.

MEETING

Make sure the teleconference equipment is working and everyone gets connected properly.

Have the teleconference confirmation sheet backup numbers and the Reviewers contact information on hand for emergencies.

Assist Reviewers, SRO, with ANY needs.

Stay in a location where you can be easily found (your desk area) and check in on the teleconference every 20-30 minutes.

The SRO and CO will negotiate who receives the TESSes.

POST MEETING

Prepare the QVR-SREA Meeting Roster Report for the CMO. Remember to prepare the pre-meeting teleconference QVR-SREA Meeting Roster Report for the CMO if applicable.

Make 5 copies of the minutes. Original and 3 copies to CMO inbox (with 3 copies of the Roster), one for SRO’s records, and one for Archiving.

Inquire about Thank You letters for the panel from the SRO. Prepare from the standard templates (AI-PostMtg_Thankyou_Letter_Chair_Template.doc and AI-PostMtg_Thankyou_Letter_Panel_Template.doc) and send them if requested.

If you were responsible for their receipt, check to see that you have all the TESSes. Alert SRO if any are missing. Coordinate copying if requested. If you have the originals, coordinate their delivery to the CO as directed by the SRO and obtain written confirmation of delivery.

Concatenate the critiques into the Technical Evaluation Report (TER) shell. Save in your meeting, under your SRO’s name. Double check with the SRO first, some prefer to do this on their own.

Update the Impac II Committee Management Roster.

Make necessary revisions on the TER. Give the prints to the SRO for approval.

If requested, Distribute a copy of the final TER electronically to the appropriate SRP BC, Contracting Officer, and Contract Specialist. (See the Informing and Reporting training module).

Compile the Archival Documents as specified in AI-PostMtg_Archival_Checklist.doc and give to the SRP Program Analyst who maintains archives.

  • The original Pre and Post meeting COI forms goes to the Contract Management Branch.
  • Turn in COPIES of these forms to the Archival Coordinator.

Dispose of all other meeting materials.

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AI-Premtg_Checklist_Contracts_Telecon.docRev. 10/9/18