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Contract/Grant Specialist

2 months ago

Baltimore, United States Reef Systems Full time

Contract/Grant Specialist (24-18 RHBAM Contract/Grant Specialist)

Introduction

:

The 711th Human Performance Wing (711 HPW), headquartered at Wright -Patterson Air Force Base in Ohio, is the first human-centric warfare wing to consolidate human performance research, education, and consultation under a single organization. Established under the Air Force Research Laboratory, the 711 HPW is comprised of the Human Effectiveness Directorate (RH) and the United States Air Force School of Aerospace Medicine (USAFSAM). The Wing delivers unparalleled capability to the Air Force through a combination of world class infrastructure and expertise of its diverse workforce of military, civilian and contractor personnel encompassing 75 occupational specialties including science and engineering, occupational health and safety, medical professions, technicians, educators, and business operations and support.

Description of Services

:

The contractor shall meet all requirements per the basic contract and provide professionally and technically qualified individual(s) to perform all tasks in the following paragraphs to fulfill the requirements of this task order.

The contractor shall provide contract/grant specialist support for 711 Human Performance Wing (711 HPW), Human Effectiveness Directorate, Air and Space Biosciences Division, Product Development Branch, Enroute Care (RHBAM). The contract/grant specialist for the Air Force Research Laboratory (AFRL) program at the University of Maryland at Baltimore (UMB) plays a pivotal role in managing the contractual and grant-related activities specific to the AFRL program. This position involves providing management support for the entire lifecycle of contracts and grants related to AFRL-funded projects, ensuring compliance with AFRL and UMB policies, as well as federal regulations. The contract/grant specialist will work closely with faculty, researchers, program managers, and AFRL representatives/site leadership to facilitate the successful execution of research projects and the administration of associated contracts and grants. Contractor assistance under this task order shall be for use by RHBAM at the Baltimore, MD Geographically Separated Unit of RHBAM.

Mandatory Qualifications

:

The contractor employee shall possess a bachelor’s degree in business administration, finance, accounting, or a related field.

The contractor employee shall possess at least five (5) year’s demonstrated experience directly related to contract and grant management including proposal development, contract negotiation, and grant administration.

The contractor employee shall possess a thorough understanding of contract law, government regulations, and grant-making processes as well as familiarity with financial principles and budget management.

The contractor employee shall possess excellent communication and negotiation skills, with the ability to interact effectively with diverse stakeholders.

The contractor employee shall possess strong analytical and problem-solving abilities, with a keen attention to detail.

The contractor employee shall possess the ability to manage multiple priorities and meet deadlines in a fast-paced environment.

The contractor employee shall possess the ability to collaborate effectively with cross-functional teams and build relationships with external stakeholders.

The contractor employee shall possess strong leadership skills including ability to lead and mentor teams that include junior staff members.

The contractor employee shall possess demonstrated experience of commitment to integrity, professionalism, and ethical conduct in all aspects of contract and grant management.

The contractor employee shall demonstrate proficiency on Microsoft Office programs and contract management software.

The contractor employee shall have a signed Non-Disclosure Agreement (NDA) in place with their company based on the potential access to confidential, proprietary, and/or sensitive information. NDA shall be provided to the Government Program Manager by start of performance.

Highly Desired Qualifications

:

Master’s degree or certification in contract management or grants administration.

Contract/Grant management demonstrated experience in a government setting.

Certified Federal Contracts Manager (CFCM) or Certified Professional Contracts Manager (CPCM) from the National Contract Management Association (NCMA), or Certified Grants Management Specialist (CGMS) from the National Grants Management Association (NGMA).

Tasks

:

Proposal Development :

Contractor employee shall assist in the following tasks.

Collaborate with faculty and researchers to develop proposals for AFRL-funded projects.

Ensure proposals adhere to AFRL guidelines and deadlines, and coordinate submission processes in accordance with UMB procedures.

Prepare grant and contract budget and application attachments; finalizes documents for submission; and validates proposal error and/or warnings.

Contract Development :

Contractor employee shall assist in the review of contracts to ensure they are structured to meet the needs of the AFRL program and the Cooperative Agreement with UMB.

Grant Administration :

Contractor employee shall assist in the following tasks.

Manage the administration of grants awarded through the AFRL program, including budget development, compliance monitoring, and reporting.

Ensure timely submission of grant proposals, progress reports, and financial documentation.

Compliance and Regulatory Management :

Contractor employee shall assist in the following tasks.

Stay informed of AFRL regulations, federal acquisition regulations (FAR), and other relevant policies and procedures.

Provide guidance to faculty and staff on compliance matters and ensure adherence to regulatory requirements.

Contract and Grant Management :

Contractor employee shall assist in the following tasks.

Manage the entire lifecycle of contracts and grants, from initial award through closeout.

Ensure controls are in place to monitor contract performance, track expenditures, and ensure compliance with reporting requirements.

Identify issues and resolve independently.

Anticipate roadblocks and independently resolve proactively.

Risk Management :

Contractor employee shall assist in the following tasks.

Identify and mitigate risks associated with AFRL-funded projects.

Develop strategies to address potential issues and ensure project success while minimizing exposure to risk.

AFRL Collaboration :

Contractor employee shall assist in the following tasks.

Foster positive relationships with AFRL program managers and Baltimore staff, UMB faculty, and researchers.

Facilitate communication and collaboration to support the objectives of the AFRL program.

Coordinate closely with AFRL representatives and site leadership to ensure alignment with program objectives and requirements.

Time Management :

Contractor employee shall assist in the following tasks.

Develop timeline to meet submission deadlines and checklist of required documents and independently adjusts timeline to adapt to change.

Adhere to set timelines.

Independently prioritizes processes to ensure timelines are met.

Documentation and Reporting :

Contractor employee shall assist in the following tasks.

Maintain accurate and comprehensive records of contract and grant activities.

Prepare and submit regular reports to AFRL and UMB leadership on project status, financial performance, and compliance metrics.

Base Support

:

The contractor shall provide all personnel, transportation, parking, supervision, and other items and non-personal services necessary to perform Support Services as defined in this PWS except for those items specified as government furnished property.

The contractor shall be provided office space by the University of Maryland.

The government will provide a government laptop to facilitate needed access to the Virtual Private Network (VPN), .mil access, and shared file access. All software and hardware, passwords/access to military Internet/E-mail and applicable database will be available within the scope of the contract. Data analyses software as necessary to perform tasks described in this performance work statement, for example, accessing and storing data on AF network drives and communication via AF government email. The contractor shall comply with local, and DoD policies concerning information technology applications and connectivity to military systems, when using their government issued computer laptops.

The contractors will need Air Force network accounts to use the computers and will be subject to the requirements for a normal computer account to include IA training that is current within the previous 12 months, a favorable NACI background investigation, and a signed AF 4394 (AF Network User Agreement). Non-compliance with IA policies and principles can result in computer access being suspended or withdrawn.

Any Controlled Unclassified Information on the computer must be encrypted at all times except during use; Encryption Wizard is provided on every computer. All Classified Uncontrolled Information (CUI), Personally Identifiable Information (PII), and HIPAA data MUST be sent encrypted; Outlook has digital encryption capabilities for this.

Computers may not connect to the contractor network or other systems, networks, or equipment. Computers may only be used by the personnel that have Air Force accounts on this contract; allowing anyone else to use the systems is considered "inappropriate use" and will result in loss of access.

Each user is required to connect the laptops to the Air Force network for a minimum of two days per week, for a minimum of 4 hours per day for updates and patches. The screen needs to be locked and device secured to prevent theft or unauthorized access, as applicable.

All maintenance and adjustments with the computers must be done by 711 HPW/OMC; no contractor modifications or changes are authorized. NOTE: the computers need to be brought to the help desk for repair. Off-site support cannot be provided.

In the event of a network tasking order mandating compliance, e.g. validating users face-to-face, the user needs to report to the help desk upon request. If the computers become overdue with patches/updates or needs to be updated, user is required to report to help desk.

Nothing (flash drives, hard drives, and printers) may be connected to computers without 711 HPW/USAFSAM IAO approval (both functions are in OMCO). Policy questions should be directed to the IAO.

The Contractor shall assume responsibility for all Government provided equipment/property. Government-issued badges, identification cards, passes, and vehicle registration media are accountable forms and, as such, are U.S. Government property to be accounted for, protected, and returned to the Government. This responsibility shall extend to any subcontractors.

The office of 711 HPW/OMA shall be responsible for shipping the computers and will be the POC for returning computers.

The office of 711 HPW/OMC shall ensure that all training has occurred within 5 days or accounts will be turned off.

General Information

:

Work shall be accomplished at the Baltimore, MD Geographically Separated Unit of RHBAM located at R Adams Cowley Shock Trauma Center, in the University of Maryland Medical Center, 22 South Greene St, Baltimore, MD 21201 and all locations typically utilized in their training program for simulation research beginning on 19 August 2024.

Temporary alternate work locations, including remote telework, may be assigned as circumstances dictate by the Contracting Officer Representative (COR).

Work schedule is normally Monday – Friday, 7:30 AM – 4:30 PM; however, in support of research at a 24-7 trauma center, work hours may require rotating shifts or weekends on a temporary basis. Although schedule may have to be flexible, it will not exceed 40 hours per week. All alternative work schedules must be approved by the COR and with the assent of the Government Program Manager.

The requirements in this section of the PWS are non-personal services. The requirements herein are the responsibility of the contractor. The Government has the right to reject the finished product or result in the event contractor performance does not meet the acceptable quality level listed in the PWS. Additionally, the Contractor shall manage its employees and guard against any actions that are of the nature of personal services or give the perception of personal services. If the Contractor believes that any actions constitute or are perceived to constitute personal services, or are outside the scope of this contract, the Contractor shall notify the Contracting Office (CO) immediately.

U.S. Citizenship

:

Employee must be a U.S. citizen. For the purpose of base and network access, possession of a permanent resident card (“Green Card”) does not equate to U.S. citizenship.

Travel

:

No travel is anticipated for this effort.

Security

:

All contractor personnel require a minimum of a Tier 1 background check (T1)/SF85 for any position that requires access to the internet, use of automated information systems to cover standalone computers or unescorted entry into restricted or controlled areas prior to reporting for duty in support of any requirement. The investigation is not for a security clearance; it is for a position of trust. This is a mandatory requirement set forth in DoDM 5200.02_AFMAN 16-1405, Air Force Personnel Security Program.

The contractor shall provide OPSEC protection for all sensitive/critical information and indicators involved in execution of this contract/Task Order, as defined by AFI 10-701 (Operations Security). 711 HPW Critical Information and Indicators are protected under the 711 HPW Operations Security Program and the 711 HPW Critical Information and Indicators List (CIIL). Contractor employees granted access to critical information and indicators shall be provided initial OPSEC training by the 711 HPW OPSEC Coordinator upon in-processing and prior to being granted access to CIIL items related to the contract/Task Order. The contractor shall also participate in 711 HPW’s annual OPSEC training and education programs, which includes periodic updates and refresher training on CIIL items applicable to the contract/Task Order. The 711 HPW OPSEC coordinator shall evaluate the OPSEC posture of AF contract activities and operations.

Deliverable

:

Contractor Progress, Status and Management Report (PSMR).

On a monthly basis, the contractor shall provide a status report. The information will be on project status and describe the work accomplished. The contractor shall also identify any issues/problems anticipated in schedule or cost ceiling during the next reporting period.

The report shall have five sections:

Project Title, Time Period of report, Date

Performance : Current status of deliverables, measured against project expectations.

Schedule : Have scheduled activities and milestones been completed on or before time, and impact of delays.

Costs : Are there any actual or significant deviations, are significant costs adequately explained in terms of project plans? (i.e., large initial equipment purchase, followed by labor related costs.)

Risk : Are there known or anticipated opportunities or events that will or can affect project.

Technical Report – Study/Services

:

All reports and data shall be submitted in a non-proprietary, easily transferrable format.

All reports, data, findings, and literature shall be property of the 711 HPW/RH. The contractor shall not reuse or distribute project information without the express permission of 711 HPW/RH and shall retain all 711 HPW/RH origin markings.

Point of Contact for Immediate Consideration

:

Art Mata

amaata@reef-sys.com

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