Technical Exhibit 2: Performance Standards

Technical Exhibit 2 Award Monitoring and Oversight Support Services Performance Standards
The information below is representative of activities and tasks related to NSF Technical and Administrative Support Services. The Contractor shall execute activities and tasks consistent with the specifications in the Performance Standards. The cognizant technical monitor will establish the acceptable performance level prior to the start of work. PWS # Service/Task Performed Performance Standard

C-2.1 C-2.1.1 C-2.1.1.1

Support for Post-Award Processing Activities Provide Support for Monitoring and Oversight Activities Editing the Award Monitoring and Business Assistance Program (AMBAP) Guide Timeliness: AMBAP Guide is reviewed, formatted, Review, edit, and update the AMBAP Guide.

Provide a cover letter recommended changes. C-2.1.1.2

summarizing

edited, and submitted to the NSF on time with all required documentation. Quality: AMBAP Guide incorporates appropriate changes and is grammatically correct. all Timeliness: Drafted recommendation letters/memos are submitted on time with all peer review findings documented. Quality: Drafted recommendation letters/memos are logically sound and grammatically correct.

Tracking & Disseminating Monitoring Visit Results Develop a database indicating visit status, Timeliness: The database is updated promptly. Quality: The database is applicable team members, trip report status, and updated accurately. issues identified during the monitoring visits. Compile and summarize results from the Timeliness: Each summary of findings is submitted monitoring visits into a report detailing overall on time. Quality: Each summary of findings is logically findings and lessons learned. sound, grammatically correct, and properly formatted. Develop a compendium of such findings/reports Quality: Each summary of findings is accurate based that could be disseminated to the community and on the data received.. other Federal agencies. Compile and summarize results annually. Cost Assessment of the Monitoring Activities Develop and maintain a searchable database that would survey each visited institution's cost related to site visit. Develop and maintain a cost estimating tool to Quality: The cost estimating tool provides a analyze NSF costs to conduct on-site monitoring, reasonable basis for determining organization costs. including pre-visit and post-visit effort. Initial Review of Indirect Cost Rate Proposal Submissions Review initial indirect cost rate proposal Timeliness: Items missing from the submission are promptly identified. submissions from awardee institutions. Contact the appropriate organization and the missing or incomplete information. Deliver the completed package to NSF.
Quality: Items missing from the submission are accurately identified. request Timeliness: Awardee organizations are promptly contacted. Quality: Follow-up is continued until receipt of the required information. Timeliness: Completed package is submitted on time. Quality: Completed package contains all required elements.

C-2.1.1.3

C-2.1.1.4

C-2.1.1.5

Customer Feedback for Monitoring Visits

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Technical Exhibit 2: Performance Standards

Draft a customer feedback questionnaire to assess Timeliness: Preparation and drafting of customer the responsiveness and effectiveness of site visits. feedback questionnaires are completed on time.

Quality: Drafted customer feedback questionnaires is logically sound, grammatically correct, and properly formatted. Distribute and collect the questionnaires. Compile Quality: Questionnaires accurately distributed and results from the questionnaires. Develop and followed up. The database is accurately maintained. Analysis is accurate based on the responses received.

maintain a customer service feedback database. Review and analyze concerns identified by the questionnaires. Document findings and recommend appropriate Timeliness: Drafted recommendation letters/memos are submitted on time with all customer service courses of action for NSF review and approval.
feedback findings documentation.

C-2.1.1.6

Monitoring Desk Reviews Conduct desk reviews related to the financial and Timeliness: Desk reviews are completed on time. Quality: Desk administrative capabilities of NSF-funded reviews are completed in accordance with the organizations. instructions and standards provided by NSF, to
include NSF AMBAP guidance, NSF Regulation, and OMB Cost Principles.

Quality: Drafted recommendation letters/memos are logically sound, grammatically correct, and properly formatted.

Provide a summary report with references to the Timeliness: Reports are submitted on time. Quality: Reports are logically sound, grammatically work papers.
correct, and properly formatted.

C-2.1.1.7

Sort and index the report and work papers, accordingly. Review of Final Adjustments to Closed Awards Request source documentation from NSF-funded Timeliness: Requests and follow-up are timely. Quality: Requests and follow-up are institutions related to adjusting entries made to thorough. closed awards. Review documentation and prepare a summary Timeliness: Summary reports are submitted on time. report explaining what costs are acceptable and Quality: Reviews are performed in accordance with the instructions and standards provided by NSF, to what costs are questionable and recommend a include, NSF Regulation, OMB Cost Principles, and course of action for NSF to follow. GAAP. Summary reports are logically sound,
grammatically correct, and properly formatted.

C-2.1.1.8

C-2.2 C-2.2.1

Sort and index the report and work papers, accordingly. Development & Maintenance of Electronic Spreadsheet or Electronic Database Financial Survey Develop and maintain a survey style instrument by Quality: Survey instrument accurately interprets NSF which awardee organizations can answer questions and OMB guidance and regulation. Database is accurately maintained. (similar to the Post Award site visit guide or NSF/DHHS audit guides) about their accounting system and internal control structure. Support for Coordination & Administration of Outreach Activities Logistics Support for Outreach Programs Support all logistics issues associated with the technical nature of BFA-sponsored outreach programs. Identify conference sites.

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Technical Exhibit 2: Performance Standards

Ensure that sites are identified in various regions of the country to allow for broad attendance. Coordinate requirements such as assistance with Timeliness: Conference and event management conference planning and logistics including activities are completed on time conference website development and advertising.
Quality: Conference and event management activities are performed correctly.

Coordination with site officials with regard to audio-visual and catering needs; copying and shipment of materials to conference site; preparation of conference packets. Providing assistance to NSF staff with regard to all audio-visual needs, catering needs, and resolution of all logistical concerns of NSF staff and conference attendees. Design and maintain presentations needed by NSF. C-2.2.2

General and Targeted Outreach Materials Design and produce conference materials including Timeliness: Conference materials are completed on brochures, PowerPoint presentations, and other time. required items. Quality: Conference materials are logically sound,
grammatically correct, and properly formatted.

C-2.2.3

C-2.3 C-2.3.1

Design and produce semi-annual electronic publication that would provide the basic overview of BFA roles and responsibilities, and also link to current information and documents available online. Coordinate live conferences that may be web cast to the broader research community. Web-based Outreach Identify appropriate venue and logistical coordination with site officials. Provide online registration and advertising. Collection of all program evaluations. On-site production and post-production editing of materials. Support for Closeout Processing Review and verify Purchase Order, Delivery Order, and Interagency Closeouts Documentations Review and verify the expiration date for contract closeouts. Verify contractors have received notification of contract termination. Review closeout contracts for completeness and compliance to include, but not limited to, assuring that all deliverables and reports have been received and accepted, all billed costs are allowable and properly documented, and all governmentfurnished property is accounted for. Verify that documents and clearance required for contract closeout have been received.

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Technical Exhibit 2: Performance Standards

C-2.3.2

C-2.3.3

C-2.3.4

Obtain and review final closeout documentations to include, but not limited to, contractor's final invoice, contractors closing statement and/or release of claims, final patent report and clearance, final royalty report and clearance, plant clearance report. Submit the completed closeout package for approval. Confirm that there are No Unresolved Issues Identify unresolved issues to include, but not limited to, disposition of Government property, settlement of the prime contractor of terminated subcontracts, definitization of contract change orders, resolution of value, funding, and disbursements. Notify contractors of the unresolved issues and collect any missing information necessary to process the closeout. Initiate Final payment Review and identify completed contracts with unliquidated balances. Verify availability of funds for final payment to contractors. Initiate the final payment process for outstanding funds. Receive and review contract budgetary information needed to reconcile the contract. Document and report any deficiencies identified. Identify and initiate the collection process for overpayments. Identify and recommend de-obligation of excess funds pursuant to agency guidelines and procedures. Prepare Contract Completion Statement and Dispose of Contract Files Prepare a contract completion statement to include, but not limited to, contract administration office name and address, contracting office name and address, contract number, last modification number, order number, dollar amount of excess funds, and invoiced amount. Review invoice number and date to identify if the final approved invoice has been forwarded to the disbursing office. Prepare a statement that all required contract administration actions have been fully and satisfactorily accomplished. Obtain the name and signature of the contracting officer. Insert the signed original in the contracting office contract file.

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Technical Exhibit 2: Performance Standards

Dispose of the contract file following the requirements of FAR 4.805 and agency guidelines. C-2.3.5 Cooperative Agreement Closeout Retire files for cooperative agreements pursuant to NSF regulations and in accordance with OMB guidance. Other Ancillary Duties Perform data entry and verification duties. Process checks in a cashier function in accordance with NSF standard operating guidance.

C-2.3.6

C-2.4 C-2.4.1 C-2.4.1.1

Update information databases, post items on the web, and collect information to support on-going operations. Support for Administration and Oversight of Large Facility Projects On-site Construction Visits Baseline Review, Preparation, and Reporting Support the LFP office in providing technical Timeliness: Baseline project reviews are completed assistance to the program officer in the preparation on time. of baseline project reviews. Quality: Correctly identifies whether or not the
baseline project meet the terms of the cost, schedule and performance. Assist the LFP office in making recommendations Timeliness: Drafted recommendation letters/memos for the selection of a review team that can be are submitted on time.

identified according to the expertise of their Quality: Drafted recommendation correctly identifies members with respect to specific Work Breakdown whether or not the review team members expertise Structure (WBS) areas of the project. match the needed for the project. Assist in finding reviewers who will be able to Timeliness: Drafted recommendation letters/memos provide some continuity throughout the life cycle are submitted on time. phases of the project in order to limit the amount of Quality: Drafted recommendation correctly identifies re-education that must be done to get new members whether or not the review team members expertise knowledgeable of the project. match the needed for the project. Support the LFP office in providing the program Timeliness: Draft of the panel's purpose, charge, and officer with a draft of the panel's purpose, scope, or scope are submitted on time. charge. Quality: Draft of the panel's purpose, charge, and Support the LFP office questions to be given to panelists to ask of the project/awardee.
scope is logically sound, grammatically correct, and properly formatted. in developing a list of Timeliness: Drafted list of questions is completed on the program officer for time.

Quality: Drafted list of questions is logically sound, grammatically correct, and formatted correctly. Support the LFP office and other NSF staff in Timeliness: Hotel and travel arrangements are making hotel and travel arrangements for the panel completed on time.

review. Support the LFP office by providing comments first drafts of panel reports.
Quality: Hotel and travel arrangements are performed correctly. on Timeliness: Review and analysis of draft is completed on time with the required documentation. Quality: Review and analysis results are conclusive.

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Technical Exhibit 2: Performance Standards

Assist the LFP office and program officer in Timeliness: Draft Post-Review Action plans are developing a Post-Review Action Plan to track the submitted on time. implementation by project/awardee report Quality: Draft Post-Review Action plans are recommendations. logically sound, grammatically correct, and properly C-2.4.1.2 Periodic External Reviews, Preparation, and Reporting Support the LFP office and program officer in Timeliness: External management review materials conducting periodic management external reviews. are completed on time.
Quality: External management review materials are logically sound, grammatically correct, and properly formatted. formatted.

C-2.4.2

On-site Operations Visits - Periodic External Reviews, Preparation, and Reporting Evaluate and review of the operations of existing Timeliness: Materials needed for external reviews facilities are intended to provide assurance to NSF are submitted on time. and other interested parties that the facility is Quality: Materials incorporate the areas needed for operating and providing services to the relevant the review. community at standards at or above those specified in the award document. Support the LFP office and the program officer in the preparation of these periodic external reviews. Assess the current technical capabilities of the facility; the need for continued operations; management structure (including the qualifications of individuals, external advisory structures, and partnerships); impact of the facility on the related science. Total Business Systems Review (TBSR) Support the LFP office in coordinating and conducting TBSR. Provide specific expertise in order to review the awardee/project information to ensure compliance with all federal and NSF laws, regulations, and policies. Assist in writing a report on the review, making recommendations and providing a "Lessons Learned" report for the LFP office and the awardee. Complete/Sustain NSF financial tracking system and training Provide support to the LFP office and the existing NSF contractor in converting the award data for the Major Research Equipment and Facilities Construction (MREFC) and operating facilities beginning with FY 2005. Support the LFP office in meeting with NSF program officers, program assistants, and the existing NSF contractor in obtaining award obligations by lifecycle phase in order to complete/sustain the financial tracking system and to establish appropriate funding/budget.

C-2.4.3

C-2.4.4

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Technical Exhibit 2: Performance Standards

C-2.4.5

C-2.4.6

C-2.5 C-2.5.1

C-2.5.2

Assist the LFP office in reviewing training materials provided. Training: Project Science Support and Project Management Design and develop training programs for NSF program managers on project management best practices and integrate these programs into the Facilities Management and Oversight Guide and supporting modules which elaborate and provide in-depth discussion on the topic. Support the existing NSF support contractor for Project Science in conducting project management training workshops Write, Publish, and Maintain Facilities Management and Oversight Guide & Support Modules Provide professional and technical writing experience to the LFP office by reviewing, editing, revising, writing, updating, publishing, and maintaining the Facilities Management and Oversight Guide and corresponding support modules related to project management. Design, develop, write, publish and maintain new supporting modules for the Guide. Provide Support for Crosscutting Services Provide Updates to Standard Operations Guidance (SOG) Review and recommend updates to SOGs pertaining to DCCA, DIAS, and the LFP office to ensure accuracy and relevancy vis-à-vis the latest and current NSF Grants Policy, Proposal and Award Manual, and current OMB circulars. Timeliness: Travel service activities are completed Provide Support for Travel Services
on time.

Provide Administrative and logistical support for site visits between the Foundation and institutions. Gather applicable data and files. Arrange logistics for grant award pre-site visit schedules. Consult routinely with program personnel regarding schedule, location, and site visit plans. Make airfare and hotel arrangements for program personnel. Coordinate travel voucher preparation and reconciliation with program personnel. Perform a desk review of appropriate information in the award files. Make arrangements for the NSF review team to meet with program staff.

Quality: Travel service activities are performed correctly.

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Technical Exhibit 2: Performance Standards

Make timely contact with the awardee organization to set up the parameters for the site visit. Send a confirmation letter to the awardee organization articulating what will be reviewed and requesting that the awardee provide any necessary pre-visit documentation in a timely manner. Provide a report on observations and concerns gathered from the desk review.

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