13-233-SOL-00547_BASE.pdf

SEE ADDENDUMIS CHECKED

CODE 18a. PAYMENT WILL BE MADE BY

CODE

FACILITYCODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

OFFEROR

DAM

Rockville MD 20857 12501 Ardennes Avenue Twinbrook Place, Suite 400

DHHS/PSC/SAS/DAM

CODE 16. ADMINISTERED BYCODE

X

X

519120

SIZE STANDARD:

100.00 % FOR:SET ASIDE:UNRESTRICTED ORDAM

RFPIFB

10. THIS ACQUISITION ISCODE

RFQ

14. METHOD OF SOLICITATION

13b. RATING

NAICS:

SMALL BUSINESS

09/05/2013 1500 ET

08/13/2013

301-443-9359CRISTY SCOTT

(No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBER a. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

13-233-SOL-00547

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 65 OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

15. DELIVER TO

Rockville MD 20857 12501 Ardennes Avenue Twinbrook Place, Suite 400

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

$14.00

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW

ISSUE DATE

DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

11.

SEE SCHEDULE

12. DISCOUNT TERMS

THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

8(A)

DHHS/PSC/SAS/DAM

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

X

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

Office of Minority Health (OMH) Resource Center

1 Base Period

1001 Option Period 1 (Option Line Item)

2001 Option Period 2 (Option Line Item)

Continued ...

(Use Reverse and/or Attach Additional Sheets as Necessary)

HEREIN, IS ACCEPTED AS TO ITEMS:

XX

DATED

STEPHEN E. CROOKS

. YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDEND

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

OFFER

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

30b. NAME AND TITLE OF SIGNER (Type or print)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT:

REF.

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32c. DATE 32b. SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

40. PAID BY39. S/R VOUCHER NUMBER38. S/R ACCOUNT NUMBER

37. CHECK NUMBER

FINALPARTIAL

36. PAYMENT

FINALPARTIAL

35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER33. SHIP NUMBER

COMPLETE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

42d. TOTAL CONTAINERS42c. DATE REC'D (YY/MM/DD)

42b. RECEIVED AT (Location)

42a. RECEIVED BY (Print)

41c. DATE41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 2/2012) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

3001 Option Period 3

(Option Line Item)

4001 Option Period 4

(Option Line Item)

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

65 2 of

Office of Minority Health Resource Center Support Solicitation 13-233-SOL-00547

Date Issued: 08/13/2013 Page 3

1 SERVICES/PRICES

1.1 TYPE OF CONTRACT

In consideration of satisfactory performance of the work described in the Statement of Work (SOW), the Contractor shall be compensated on a Time and Material basis as indicated in Section 1.4 below.

1.2 SEVERABLE SERVICES

The services acquired under this contract are severable services. Funds are only available for use for the line item to which they are obligated. Unused funds from one period (line item) may not rollover for use in other periods.

1.3 CEILING PRICE

The hours and total price per labor category are for budgeting purposes only. The number of hours actually used for each category may exceed or be less than the estimate by category as long as the ceiling price for the contract period is not exceeded. The ceiling for each contract period is identified in Section 1.4. The Government shall not be obligated to pay any amount in excess of this ceiling price nor is the Contractor obligated to continue performance if to do so would exceed this ceiling price. In the event that the Government chooses to exercise optional contract periods, unused funds from a previous contract period may not be used to fund any services taking place in a subsequent contract period. The ceiling price may be modified by the Government if it is determined that the estimated hours are insufficient for the work required.

1.4 CONSIDERATION AND PAYMENT (T&M)

In consideration of satisfactory performance of the work as described throughout this contract, the Contractor shall be paid in accordance with the fixed loaded hourly rates as shown herein for the specified categories of labor based on the number of actual hours incurred in the performance of the work specified. Fully loaded rates shall be all inclusive of direct labor, fringe benefits, applicable indirect costs, and any profit for each labor category. Additionally, the contractor shall be paid for materials and travel directly chargeable to this contract. If the options are exercised subsequent year funding will be obligated by modification. The base period and option periods are priced as follows:

Note: Pricing tables below will be completed at time of award.

1.4.1 Base Period Pricing (Time and Materials)

Labor Category Number of Hours

Loaded Hourly Rate Total $

Materials (item description) Quantity Rate Total $

Total Labor & Materials

1.4.2 Option Period 1 Pricing (Time and Materials)

Labor Category Number of Hours

Date Issued: 08/13/2013 Page 4

1.4.3 Option Period 2 Pricing (Time and Materials)

Hours

1.4.4 Option Period 3 Pricing (Time and Materials)

Hours

1.4.5 Option Period 4 Pricing (Time and Materials)

Hours

Date Issued: 08/13/2013 Page 5

2 DESCRIPTION/SPECIFICATIONS

2.1 STATEMENT OF WORK

The Contractor shall furnish all of the necessary personnel, materials, services, facilities, (except as otherwise specified herein), and otherwise do all the things necessary for or incident to the performance of the work as set forth below:

2.1.1 INTRODUCTION/BACKGROUND

The Office of Minority Health (OMH) was established by the Department of Health and Human Services (HHS) to be the focal point for implementing the 1985 findings and recommendations of the Secretary's Task Force on Black and Minority Health, which documented the extent of health disparities suffered by racial and ethnic minority populations in the US, as measured by “excess deaths” and other available indicators.

The mission of the Office of Minority Health today is to improve and protect the health of racial and ethnic minority populations through the development of health policies and programs.

The legislative mandate for OMH’s operations is provided by The Health Professions Education Partnerships Act of 1998, Public Law 105-392. This statute also requires the Secretary, through the Deputy Assistant Secretary for Minority Health (who directs OMH) to:

"Support a national minority health resource center to carry out the following: (A) Facilitate exchange of information regarding matters relating to health information and health promotion, preventive health services, and education in the appropriate use of health care, (B) Facilitate access to such information, C) Assist in the analysis of issues and problems regarding such matters, (D) Provide technical assistance with respect to the exchange of such information (including facilitating the development of materials for such technical assistance).” (42 USC sec. 300-u)

Minority populations, as defined by this authorizing statute and by Office of Management and Budget standards for classification of race and ethnicity, are: American Indians and Alaska Natives, Asian Americans, Blacks/African Americans, Hispanics/Latinos and Native Hawaiians and other Pacific Islanders.

In 2010, the Affordable Care Act (ACA) reauthorized the Office of Minority Health and included several provisions related to access to care, disparities reduction, data collection and reporting, quality improvement, and prevention. OMH supports the implementation of the ACA through the HHS Disparities Action Plan.

The OMH Resource Center, which has been supported under various contracts since 1987, works to promote achievement of the goals set forth in the HHS Disparities Action Plan and its vision: A nation free of disparities in health and health care.

The HHS Disparities Action Plan builds on the ACA to promote health equity. Through direct technical assistance, health campaign outreach, health materials development and multiple methods of information dissemination to health professionals, community-based organizations, faith-based organizations, national organizations, academic institutions, State Offices of Minority Health, students, consumers and business groups, the Resource Center will support the elements of the goals of the HHS Disparities Action Plan, specifically:

I. Transform health care;

II. Strengthen the nation’s Health and Human Services infrastructure and workforce;

III. Advance the health, safety, and well-being of the American people;

IV. Advance scientific knowledge and innovation; and

Date Issued: 08/13/2013 Page 6

V. Increase the efficiency, transparency, and accountability of HHS programs.

It is expected that priority issues and messages will change in the coming years but the Resource Center’s expertise in reaching minority communities will enable it to tell the HHS story, promote increased access to care through ACA implementation, recruit individuals and organizations to the National Stakeholders Strategy to connect the public with HHS resources and services.

2.1.2 TRANSITION

On the day of contract award, the contractor shall meet with the Contracting Officer Representative (COR), the DIE Director and other Government technical personnel to thoroughly review the requirements of the contract document, contract administration procedures and invoicing requirements. Contractor representatives attending the conference shall consist of a company representative authorized to bind the company, the program manager responsible for overall contract administration and all key personnel.

Within one week of award, the contractor shall develop a plan for transition of OMHRC operations from the incumbent contractor and relocation of facilities. The transition shall be completed within six weeks of contract award and shall be conducted so that handover of OMHRC operations from one firm to another appears seamless to the public and does not interrupt essential services, specifically (1) provision of information to the public via toll-free telephone lines, (2) the maintenance of the OMH web site, www.minorityhealth.hhs.gov , (3) exhibits at national or regional conferences previously planned by OMH and (4) any events within ongoing OMH health campaigns that were previously planned.

2.1.3 GENERAL OPERATIONS AND PROJECT MANAGEMENT

2.1.3.1 Hours of Operation

The contractor shall operate the OMHRC Monday through Friday, from 9:00 am to 5:00 pm, Eastern Time, excluding all federal holidays. OMHRC staff shall be available during core hours to receive and respond to telephone calls, emails, facsimiles and walk-ins and to conduct other project business. The Contractor shall maintain a voice mail system during off-hours that appropriately notifies callers in English and Spanish that OMHRC is closed and when it will re-open, and offers callers the option to leave voice mail messages in either language.

2.1.3.2 Telephone Service

The contractor shall provide and maintain a telephone system that allows efficient access to the OMHRC for callers through the US and the US-associated Pacific jurisdictions. The telephone system shall provide adequate lines to support all incoming inquiries and provide for automatic call distribution that can route callers to information specialists handling general inquiries, staff working on special campaigns and Spanish-speaking staff.

The contractor shall provide outgoing lines, dedicated fax lines, and service for the hearing impaired. The telephone system shall be capable of providing statistics on telephone usage to include number of calls received and answered, number of times all lines were busy, length of call, wait time and abandoned calls. The telephone system shall reliably produce and maintain records that are adequate to evaluate performance on an hourly, daily, weekly and monthly basis.

2.1.3.3 Facilities and Equipment

The contractor shall furnish all personnel, materials, services and facilities necessary to perform the requirements set forth in the statement of work. The contractor site must be accessible of the Office of Minority Health to provide for close consultation, coordination and availability for OMHRC staff with OMH staff.

All IT services including the LAN and email services for contractor staff, internet service and the operation and maintenance of the OMH public Website, shall be the responsibility of the contractor.

Date Issued: 08/13/2013 Page 7

A Tier 3 Data center that meets the newly enhanced SSAE 16, SOC II, and SOC III compliance requirements shall house both the Web-services and the Mail-services environment for the OMHRC. Physical, Network, Server and Application Security in such environment must meet the Department's IT security policy requirements as set forth by the following standards and guidance;

Federal Information Security Management Act (FISMA), Office of Management and Budget (OMB) Circulars, and the National Institute of Standards and Technology (NIST). These requirements include the successful certification and accreditation of the system before it can be implemented. To ensure the system can be certified and accredited, security controls must be designed and implemented in the system consistent with the NIST 800-53 - Recommended Security Controls for Federal Information Systems identified for the impact level of the system. System security documentation should be developed to document the implementation of the security controls for the system. In addition, the contractor will need to be available for interviews and demonstrations of security control compliance to support the certification and accreditation process. System availability, backups and disaster recovery must also adhere to RTO and the RPO set forth by the Federal standards based on System’s impact level.

The contractor’s telephone service and equipment must include automatic call director, telephones, headsets, and TDD equipment. The contractor shall provide servers, desktop and laptop computers, and the software required to operate necessary equipment and applications, as well as facsimile and TDD equipment.

2.1.3.4 Personnel and Travel Management

Personnel

The contractor shall ensure that all personnel assigned to work on this project are qualified to perform the tasks required in this SOW. Technical staff dealing with the public shall be trained to provide timely, accurate, complete, and courteous responses. The project manager shall be responsible for daily operations of the OMHRC, project planning and operations, quality control, supervision of contractor staff and interaction with OMH.

All project staff shall identify themselves at all times as OMHRC staff when answering the phone, representing OMH to the public and performing their duties.

The latest available procedural and training manuals, equipment and publication inventories, lists of library holdings, thesauruses and information technology system documentation used by the project will be provided during the transition period. The contractor shall revise and update these manuals, lists and inventories as appropriate and keep these and any other necessary documentation available for review by the project officer.

The heads of major divisions or critical management staff established by the contractor shall be designated as key staff subject to the approval of the Contracting Officer, COR, DIE Director and OMH Director. Depending on the contractor’s staffing plan, this might include, for example, heads of library and information services, communications and outreach, capacity development/technical assistance and information technology.

Travel Management

Travel may be available to staff essential in meeting the mission and/or programmatic needs of the office.

The contractor shall determine who qualifies as a frequent traveler and shall develop and implement effective measures of managing costs incurred. Before making travel arrangements, the contractor shall provide the COR in writing a justification for travel including the purpose of the travel, the number of staff to travel, the dates of travel, and the projected costs. All official travel shall be reimbursed at a rate not to exceed the Federal Travel Regulation.

Date Issued: 08/13/2013 Page 8

2.1.3.5 Relations with OMH

Project staff shall remain up to date on OMH and other related minority health programs and emerging issues. The contractor shall inform the Division of Information and Education Director and the COR as needed of areas in which briefings by OMH staff or other minority health specialists are desirable or necessary to enable project staff to handle issues important to customers.

The contractor shall communicate with the COR and the DIE Director (if needed) to resolve technical questions, issues and problems relevant to operation of the OMHRC and to assure appropriate information exchange. The technical staff shall maintain regular interactions with OMH staff in person, by telephone or email.

The contractor shall notify the Contracting Officer and COR if the performance standards are not being met or if performance problems are being experienced during the contract period. Once performance issues have been identified, the contractor shall immediately take action addressing or correcting those issues.

2.1.3.6 Annual Work Plans

At the beginning of each contract year, the contractor shall meet with the COR, DIE Director and OMH Director regarding OMH plans and priorities for the coming year and shall propose its work plan to implement project activities in light of OMH priorities for the year.

Along with the annual report, the Contractor shall submit a projected annual work plan for each service (general operations and project management, library, information services, communications and outreach, capacity development) and each year this contract is in effect. The plan shall be based on this statement of work, shall identify the tasks to be accomplished and shall specify methods for achieving those tasks and the time lines and milestones for each task.

Based on discussions with the COR, DIE Director and OMH Director, these work plans should include proposals for special projects for the coming year that will be funded out of existing project resources but may also include proposals for which new funds must be sought from other sources including but not limited to the Department’s Minority HIV/AIDS Initiative fund.

2.1.4 LIBRARY SERVICES

2.1.4.1 Scope

The contractor shall maintain and expand a comprehensive specialty digital library collection on racial and ethnic minority health and health disparities, health status, cultural competence, health care and other issues relevant to the health of minority populations. In particular, the collection will include extensive information about the Affordable Care Act. The collection should focus on how implementation of the Affordable Care Act impacts insurance coverage and access to care and its provisions related to disparities reduction, data collection and reporting, quality improvement, and prevention.

The contractor shall maintain a digital library with a comprehensive, easy-to-use, searchable, internet-based bibliographic and full-text database of resources along with a database identifying organizations and programs conducting disease prevention and health promotion services, consumer information and outreach, health campaigns, policy and advocacy related to minority health and health disparities.

Library resources shall include journals, books, reports, directories, catalogs, indexes, consumer publications, monographs, articles, subscriptions to on-line document retrieval services and audiovisual materials which contain information on minority health issues. Currently, the knowledge center has more than 35,000 articles, 6,000 books and 500 audiovisual materials. A complete list of library holdings will be provided at handover.

Date Issued: 08/13/2013 Page 9

2.1.4.2 Tasks

2.1.4.2.1 Library Holdings

The contractor shall maintain, expand and archive as necessary an up-to-date, digital collection of scientific, professional and consumer materials on minority health topics including: research findings, health status, access to care, disease prevention, health promotion, cultural competence, services for bilingual or limited-English-speaking populations, statistical data and projects/sources of minority health data within HHS, states and the nonprofit/voluntary sectors and public and private funding for minority health programs and projects.

Health status issues may include alcohol and other drug use, AIDS/HIV infection, asthma, cancer, cardiovascular disease and stroke, diabetes, infant mortality, child and adult immunizations, mental health, alcohol and other drug use and health risk factors associated with these health problem areas such as obesity, smoking and poor nutrition. Health systems issues include access and financing of health services for minority populations (including the impact of managed care), the development of health professionals to serve minority populations, the availability of minority health data and analyses, cultural competency in health care. Topics may be added at the discretion of the librarian or COR.

A catalog and/or bibliographic listing of the library collection with abstracts and facts of publication shall be maintained in a project database that can be used by technical staff to share information with OMHRC users. The contractor shall maintain and update a thesaurus of minority health terms for indexing and retrieving information from the project’s databases. The contractor shall develop a digital library of journal article collection and non-journal materials for easier retrieval by OMHRC staff.

The contractor shall increase its public presence as a digital library by providing comprehensive journal and article listings, making the on-line database easy-to-use and searchable, linking its digital library to libraries, publishers, and commercial sources of journal articles. Bibliographic records will convey the information users need in a simple and straightforward manner, and whenever possible, full-text journal articles and non-journal materials will be included free in the digital library.

Journal articles. The contractor shall index all articles in approved journals. When full-text articles are not freely available for inclusion in the database, the bibliographic records shall provide links to publishers or to other commercial sources for immediate online purchases of full-text whenever possible. The link feature shall include a customization tool that enables libraries to identify for their patrons the journals and other materials that they have in-house. In the monthly report, the contractor shall describe the number journal articles published by week.

Non-journal materials. The contractor shall use electronic harvesting software, to discover materials on web sites of approved information sources as well as other materials that meet approved standards and criteria. The contractor shall acquire and archive full-text non-journal materials whenever possible.

When full-text materials are not freely available for inclusion in the digital library, the bibliographic database records will provide links for immediate online purchases of full-text whenever possible. In the monthly report, the contractor shall describe the number non-journal articles published by week.

The contractor shall maintain expert knowledge of information sources, subscribe to services and seek no-cost copies of materials where appropriate that will allow it regularly to acquire copies of peer-reviewed articles from professional journals and literature published by health care organizations, as well as popular books and magazine articles related to minority health.

2.1.4.2.2 Health Statistics

The public, the media and the department expect the OMH to have and be able to produce on demand the latest key statistics regarding minority health and health status. The contractor shall maintain expert knowledge of health status, insurance and demographic statistics and analyses on minority populations published by the National Center for Health Statistics, the Census Bureau, private foundations and states.

Date Issued: 08/13/2013 Page 10

The contractor shall develop statistical pages for the OMH web site providing health statistical highlights for each minority population, using the latest available data, in formats that are easily digestible to lay readers and useful to health professionals. The contractor shall also be able to retrieve complex health statistics on demand for OMH staff, media and callers through its familiarity with federal, state, local and private data sources. Part of that expert knowledge includes the ability to point users to key researchers in the field, where appropriate, or to indicate with a fair degree of confidence that a particular statistic or analysis does not exist.

2.1.4.2.3 Funding Sources

Since a large number of customers seek out OMH for information on funding for their health projects, the contractor shall maintain expert knowledge and access to databases, directories or other resources that will assist web users and callers with regard to available sources of funding from foundations, government agencies or other sources.

2.1.4.2.4 Special Customers

The contractor shall conduct literature searches of the library and databases maintained by and accessible to the OMHRC and provide hard or electronic copies of documents to OMH staff, as authorized by the COR.

The contractor shall keep COR, stakeholders, OMH Advisory Committee, staff and work groups of OMH’s Center for Linguistic and Cultural Competence in Health Care, abreast of current research and ethical/legal issues, by conducting searches in multiple online databases on a monthly to quarterly basis.

Databases to be used will cover the health sciences, social sciences and law. A complete bibliography with abstracts will be compiled and distributed periodically to stakeholders. A copy of the bibliography will be maintained in the OMHRC's Library. Stakeholders identified by the COR may request and receive a reasonable number of complete articles (20 to 50 per quarter) from the bibliography from the OMHRC.

OMHRC shall pay required copyright article purchase fees for delivery of these items to customers.

2.1.4.2.5 Information Storage & Library Reading Site

The contractor shall propose and implement efficient methods of storage for library materials that may include hard copy and electronic storage and retrieval.

The contractor shall maintain a library reading room or office with reference books, journals, and other publications. The library shall be designed and operated to support research by OMH, OMHRC staff, and for use by persons interested in minority health issues. The library reading site shall be operated on-site unless the contractor, Documents shall not be released from the library except with approval of the COR. Library equipment available to the project is detailed in Appendix C.

2.1.4.2.6 Copyright Issues

The contractor shall maintain expert knowledge of copyright statutes, regulations and procedures, ensure that all acquisitions for OMH are made and used in conformance with these rules and advise OMH staff and contractors on copyright provisions as needed.

2.1.4.2.7 Organizations and Programs

The contractor shall maintain and expand the project database of organizations and programs that provide educational, outreach and/or health care services on minority health, fund such programs, or provide statistical information and policy analyses on minority health. The database entries shall comprise: non-profit public and private programs; foundations and other funding sources; advocacy groups; research institutions, academic health centers and centers of excellence in minority health;

business-supported projects; professional societies; community- and faith-based organizations; federal, state and municipal government agencies, commissions, consortia and projects; specialized libraries or collections; institutions of higher education including historically black colleges and universities, Hispanic serving institutions and tribal colleges and universities; and OMH grant recipients.

Date Issued: 08/13/2013 Page 11

At the beginning of the period of performance, the Contractor shall identify new acquisitions to add and increase this database with a minimum of 150 resources (organizations and library documents together) per month to the existing database records of more than 2,400 organizations.

All entries in the organization/program database shall be updated at least once in each 12-month period by the contractor with the capability to generate mailing or facsimile lists of organizations in the database for use in OMH campaigns.

2.1.5 INFORMATION SERVICES

2.1.5.1 Scope

The contractor shall assist the public and the OMH in finding up-to-date, relevant, culturally competent and scientifically valid information on minority health for use in health program development and operation and for use by consumers in changing health habits and behaviors or finding sources of care or insurance.

With the implementation of the Affordable Care Act, the contractor should maintain extensive and current information on national and state health insurance marketplaces in order to refer consumers. The contractor should have access to and current information on preventive services that are provided at no cost (depending on age) under the Affordable Care Act.

The contractor shall maintain the capability to respond to voice and written inquiries in English and Spanish and shall investigate and recommend other language capabilities that may be necessary to carry out the OMH mission.

2.1.5.2 Tasks

2.1.5.2.1 Document Distribution

The contractor shall distribute a variety of documents in response to telephone, email, facsimile or written requests. These may include publications, articles, bibliographies, literature searches or other information materials.

2.1.5.2.2 Inquiry Response

The contractor shall ensure that requests are answered by mail, telephone, e-mail or fax as appropriate.

Complex requests might involve multiple literature searches and collection of information from national or community organizations that are not already in OMHRC files and databases. Responses shall consist of either complete fulfillment of the request or acknowledgment of the request with an indication of its status and planned delivery date. This requirement includes requests for technical assistance.

The contractor shall inform the COR on the same day of requests from state offices and reporters. The contractor shall prepare responses to these types of requests for review and approval as directed by the COR short turnaround (1- to 2-days) draft responses may be required on these requests, which may also require searches of literature and statistics or searches of OMHRC databases to identify organizations, programs or funding sources.

The contractor shall transfer any requests from congressional members or their staff to the OMH Congressional Liaison, and inform the COR of any request transfer.

The contractor shall utilize and revise, as necessary, procedures and guidelines for referring requests for technical assistance to other organizations, especially to clearinghouses, information centers and appropriate agencies and individuals within HHS. These procedures shall provide assurance that a request has been answered.

The contractor shall maintain an efficient and accurate system for tracking inquiries by customers and

Date Issued: 08/13/2013 Page 12 responses sent. The system shall be used by technical staff to enter customer requests, fulfillment staff to deliver materials requested by and selected for customer use and by management staff in achieving quality control and tracking follow-up inquiries and resolving complaints.

2.1.5.2.3 OMHRC Usage Statistics and Analysis

The contractor shall report monthly and annually its statistics on the types and numbers of requests, technical assistance requests, subject area (e.g., health problem area, disease category, risk factor), type of requestor, minority population of concern, type of response (e.g., referral, resource person, direct response) and respondent.

Based on inquiries, the contractor shall identify gaps or areas for which there is insufficient information to provide satisfactory answers, and shall propose ways to remedy these gaps over time.

2.1.5.2.4 Warehousing/Storage

The contractor shall maintain off-site and on-site storage of publications, videotapes, exhibits and other materials in order to fill information requests and house equipment and graphics for the exhibit program.

The contractor shall maintain accurate inventory of the numbers, sponsors and types of publications, exhibit frames, panels and other materials stored, requested and distributed. In the case of exhibit materials, this shall include an accurate inventory of all frames, graphics, lights and other equipment shipped and returned their current state of repair, cleanliness and readiness, and the availability of all necessary parts. The contractor shall alert project management, information services staff who answer inquiries and OMH when quantities reach levels requiring re-order, or well in advance of upcoming shows when exhibit equipment requires repair or replacement.

An inventory of materials held at the project site and in a warehouse for distribution will be provided at handover. Materials warehoused off-site are held at JAD Business Services, Distribution Center, 8680 Greenwood Place, Suite B, Savage, MD 20763. Currently they occupy nearly 800 square feet of storage space racked 16 feet high.

2.1.6 COMMUNICATIONS AND OUTREACH

2.1.6.1 Scope

The contractor shall develop successful electronic, print and person-to-person vehicles and strategies for communicating with professional audiences about developments and issues in minority health.

2.1.6.2 Tasks

2.1.6.2.1 Web Site

The contractor shall maintain the web site for the Office of Minority Health under a URL approved by HHS and in compliance with the OS Cyber Security policies, regulations, and applicable laws. Currently that URL is www.minorityhealth.hhs.gov. This task shall include responsibility for (1) design, testing and maintenance of web pages and sub-pages for the OMH web site, (2) developing and maintaining databases that house OMH content for the web site, (3) posting content for OMH, OMHRC, the National Partnership for Action and new features or sub-sections of the web site as OMH may from time to time require, (4) ensuring that the OMH web site is available to customers without outages and (5) reporting monthly and annually on web usage and (6) recommending use of new media to communicate with OMH customers.

In the rare event that the OMH web site or a portion of it will be unavailable to the public, an explanation of the change and a resumption date and time should be posted prominently in advance of the outage.

The contractor shall ensure the accuracy of content posted on the web site and shall develop, maintain and ensure conformance with the OMH style guide for the web.

The contractor shall ensure timely posting and removal of information on OMH web pages.

Date Issued: 08/13/2013 Page 13

The contractor shall continuously analyze the OMH web pages and user comments to identify areas in which design changes, navigation changes, new content or new features are desirable.

The contractor shall analyze web usage for the site as a whole and individual pages to assist in marketing the OMH web site to an increasing body of users. In doing so, the contractor shall participate in the development of and seek to attain or exceed OMH’s annual GPRA target for unique visitors to the OMH site. The GPRA target in 2012 was 580,000 unique visitors up from 450,000 in 2011.

Domain names used by the project are and shall remain the property of HHS.

The contractor shall conduct usability testing, as directed by the COR, for new pages or features for the OMH web site, and may make use of the HHS Usability Lab in conducting this testing.

The contractor shall conform to HHS web standards and guidance, as regularly posted at http://www.hhs.gov/web.

In the development of web pages, web content, broadcast emails and documents that may be intended for electronic distribution, the contractor shall conform to requirements of section 508 of the Rehabilitation Act, as posted by HHS at http://www.hhs.gov/ocio/policy/508_policy.html.

The contractor shall conduct section 508 compliance checks on all materials developed by OMH staff and other OMH contractors that are intended for web distribution. These checks shall indicate areas in which products are non-compliant and require further work. The contractor is not required to make the products of other contractors 508-compliant after the fact. The contractor shall also conduct briefings from time to time for the OMH COR or OMH staff working on documents intended for the public, to discuss how 508 compliance can be built in to the document development process. The contractor may, at request of the COR, conduct briefing for other OMH contractors, review and comment on draft standards and guidance for web development proposed by HHS, participate in conference calls, and meetings organized by HHS for its community of web. The contractor shall ensure the main OMH page is appropriately linked to other web pages funded by OMH, as directed by the COR, and shall examine them from time to time to ensure that there are no section 508 compliance issues.

2.1.6.2.2 Web Content

The contractor shall write and edit web content for OMH’s web pages accordingly based on regular editorial discussions with the COR, new materials on OMH projects supplied by OMH management and staff, contractor staff research, information supplied by OMH partners, OMH contractors, national minority and public health organizations and HHS consumer, professional and scientific materials. The contractor shall exercise professional judgment and in consultation with the COR about materials that do and do not fit the mission of OMH and its web site. The designated COR shall be consulted and will exercise final editorial judgment about the acceptability of a product and/or the decision to post.

National Partnership for Action (NPA). The contractor shall manage the NPA website and all information related to the NPA, including the blog, RHEC and FIHET membership lists, etc.

Managing the NPA website and information contained therein includes: review of web content periodically to ensure that relevant information is communicated to readers; ensuring that RHEC and FIHET membership lists are updated in real time to reflect roster changes; manage web-related enquiries about the NPA and partnerships; and manage online partnership enrollment and maintain a current list of partners.

The contractor shall also manage the NPA blog. This task includes providing editorial services for blog content; working with the COR and NPA technical expert to create periodic agenda for the blog, define topics and identify authors for the topics; ensuring dissemination of new blog entries to OMH and NPA stakeholders (e.g., minority health advocates and experts, FIHET members, RHEC members, SOMHs and NPA partners); and developing periodic video blogs on key topics

Date Issued: 08/13/2013 Page 14 for the NPA such as the yNPA.

The contractor shall research health topics, conduct interviews and write original stories for the OMH-NPA web pages regarding community-based, faith-based, state and other promising practices in minority health. The stories will be used on the NPA web pages as well as in the OMH electronic newsletter.

The contractor shall provide services to translate blog content to Spanish to engage the Spanish speaking audience.

The contractor shall maintain and disseminate web usage data related to the NPA page and blog to the COR and NPA technical expert.

OMH en Español. The contractor shall research health topics, conduct interviews and write original stories and features for the OMH Spanish-language web page. The contractor also shall identify appropriate English-language material on the OMH web site and translate materials for the Spanish page. The contractor shall also review materials written in Spanish or translated into Spanish by other parties for quality control purposes and shall identify acceptable documents and those that need additional work. For consumer-oriented materials, the contractor shall conduct focus-testing among Spanish speaking staff to ensure clarity of the materials under review.

The contractor will ensure that links to all HHS websites that detail information about the Affordable Care Act, health insurance marketplaces and coverage are maintained and updated as necessary.

2.1.6.2.3 Newsletter

The contractor shall write and publish the OMH electronic newsletter, currently published monthly and entitled Towards Health Equity. The contractor shall discuss story ideas with the DIE Director and submit stories in draft form, publish the newsletter upon approval, and seek ways to enlarge circulation of this product from its current base of 15,000 subscribers. The DIE Director will provide written feedback on the newsletter.

2.1.6.2.4 Campaigns

The contractor shall provide professional staff support to at least one OMH health campaign each year such as A Healthy Baby Begins with You, the OMH infant mortality prevention campaign launched in 2007.

The contractor shall assist OMH in planning and publicizing campaign events, acquire materials for distribution as part of OMH campaigns, work to review, enlist partners, review, comment and test with key audiences the creative materials, brochures, posters, flyers, tip cards, PSAs and podcasts being developed elsewhere.

The contractor shall assist OMH in planning Healthy Baby or other campaign events, and shall use the web site, electronic newsletter, and media lists to publicize campaign events.

The contractor should expect to send staff to campaign events on 8 occasions each year, beginning in the base year.

2.1.6.2.5 Guides, Tool Kits, and Social Media

In consultation with the DIE Director , the contractor shall develop guides and tool kits for OMHRC users and/or participants in health campaigns that will assist public and professional audiences on their website and, where appropriate, external storage devices. Examples include: website pages listing health material resources, organizations working in minority health, federal, state and local contacts; tool kits on how to conduct monthly health education themes and activities among membership organizations or businesses, and tool kits on organizing and publicizing locals health events or fairs.

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The contractor shall communicate with users via social media websites, Facebook, Twitter, and blogs.

Updates should include information on ACA, National Minority Health Month, minority health topics including: research findings, health status, access to care, disease prevention, health promotion, cultural competence, and data.

2.1.6.2.6 Exhibit Program

The contractor shall maintain the OMH exhibits (government furnished property) in excellent working order for use at health professions, public health and national or regional minority health meetings and conferences to provide information about both OMH and OMHRC programs and services.

The Contractor shall propose an annual schedule for exhibits that takes into account the diversity of OMH public and professional customers, past and projected scope and effectiveness of each conference in meeting OMH objective, OMH’s annual priorities and cost implications. The contractor shall be prepared to defend proposed selections. The exhibit program shall include HIV/AIDS conferences and be coordinated to the extent possible with technical assistance offered by the project.

Upon COR and DIE Director approval, the contractor shall coordinate all logistics, including space and service rentals, outbound and inbound shipping, appropriate selection of materials and quantities, program ads, staffing and after-action reporting. The schedule shall be posted on the OMH web page and OMH staff alerted to upcoming exhibit opportunities. The schedule shall be re-visited with the DIE Director at least every six months.

In the base year of the contract, up to 8 multi-day, out-of-town and 10 local or one-day-trip exhibits are anticipated. The contractor shall plan up to 10 out-of-town and 10 local exhibits in each option year.

The contractor shall submit after-action reports on each exhibit.

2.1.6.2.7 Resource Persons Network (RPN)

The contractor shall maintain an up-to–date roster of volunteer experts who are willing to assist community- and faith-based organizations, minority-serving institutions, and others on a pro bono basis in developing minority health programs. This panel should have representatives who can work with the diverse populations that OMH serves and have professional backgrounds suited to each particular technical assistance request. The types of tasks undertaken by RPN members (RPN) may include speaking, reviewing (but not writing) grant proposals, advice on evaluation strategies, guidance on organizational development questions such as board member recruitment/training or other matters. The contractor shall develop methods of assessing satisfaction among organizations using RPNs and assessing satisfaction of RPN members with their volunteer assignments. The contractor shall develop and maintain web pages for the RPN service and develop strategies for recruitment and retention of RPNs. The contractor also shall develop from time to time stories for the OMH web site or newsletter about the contributions of RPNs. Currently there are approximately 300 RPN members.

2.1.6.2.8 Marketing, Media and Key Customers

Based on usage statistics and two customer surveys, approximately 65 percent of current users of the OMHRC typically are health professionals, government agency staff or representatives of community-based groups who need technical information, advice and/or assistance to accomplish their objectives.

As a result, OMH has identified (1) health professionals and staff working for community- and faith-based groups and service organizations and (2) staff of state offices of minority health and other state (or territorial) health agencies as key customers. While all OMH customers are important and deserve excellent and timely service, the contractor shall take special note of these key customers and report regularly to OMH leadership on their information needs, OMH’s success in serving them and increasing their familiarity with and usage of OMHRC.

The contractor shall seek ways to market OMHRC services to an expanding audience. A key metric in

Date Issued: 08/13/2013 Page 16 this regard is increasing the number of unique visitors to the OMH web site, which is one of OMH’s annual GPRA measures.

The contractor shall also propose methods of increasing the media’s use and mention of OMHRC, as a method of enlarging the audiences for its services. The contractor’s proposals to increase media attention should be incorporated in the annual communications and outreach plans and be reflected in its web, newsletter, campaign and exhibit programs.

The contractor shall analyze data on inquiries and usage patterns in order to identify changes in the user profile, changes in how users want to access OMHRC services and whether existing information products and services are filing needs, and shall initiate discussions and propose alternatives to OMH.

2.1.6.2.9 Mailing Lists

The contractor shall compile and maintain up-to-date, accurate emailing distribution lists which include (1) groups and individuals to whom distribution of OMH, NPA and OMHRC publications is made; (2) RPN members; (3) technical assistance recipients; (4) organizations that have indicated interest in forthcoming OMH grant announcements, (5) media interested in minority health, and (6) FIHET and RHEC members as well as NPA partners. The contractor shall ensure that each listing is updated at least once in each 12 month period and as changes are received from recipients.

The contractor shall provide the capability to distribute materials to multiple groups, by special categories including areas of interest or professional expertise, type of organization represented, occupational affiliation.

The contractor shall maintain and provide accurate counts and current copies of the OMH mailing lists, by user/audience category, upon demand.

2.1.6.2.10 Work Process

For all writing/publication…