OPP_SOW.docx

DRAFT Statement of Work for OPP Staffing Support

DRAFT

Schedule of Services and Supplies

To be determined by the contracting officer

*Contractor is authorized to bill at 1/12 this amount per month for the term of the Period of Performance

OPP Statement of Work (SOW)

1. Scope

The scope of this contract includes all tasks associated with providing administrative and technical support services to the ASPR Office of the Policy and Planning (OPP).

2. Tasks and Specific Requirements

The contractor shall provide all labor, materials, and supervision to provide administrative, technical, and other professional support for the ASPR OPP.

2.1. Administrative Support

OPP needs various contractors that shall provide day to day administrative support. Tasks associated include but are not limited to:

Facilitate project development, tracking, and reporting

· Coordinate special projects such as white papers, reports, and briefings including edits and updates.

· Track strategic initiatives and changes to the strategic environment for consideration in future strategy formulation.

· Provide project management support for complex and sophisticated projects.

· Support efforts to “policy forecast” or proactively anticipate upcoming policy issues and identify areas for innovation in policy and strategy development.

· Maintain records in accordance with all applicable regulations.

· Prepare complete and accurate meeting summaries from interagency groups in support of ASPR-led committees. These may include meetings of subject matter experts and/or senior program managers.

· Assist in the development of policy and systems to ensure public health readiness in the face of disasters and public health emergencies.

· Assist with the development of plans that address gaps, resources and deficits in public health emergency response.

· Contribute to issue papers, agreements, reports and other related documents such as correspondence and memoranda for the record. These activities encompass basic methodology for studies, review criteria, evaluation techniques, reporting methods, etc.

Facilitate internal reporting and communications

· Assist with review and analysis of internal procedures and operating policies to provide evaluations, information, and written reports, document support for strategic plans or policies and other documents.

· Support the development of standard operating procedures (SOPs) and processes for quality improvement.

· Develop tools for and support the tracking of implementation of ASPR and OPP Strategies and Annual Reports.

· Support the collection and submission of accomplishments and performance data.

· Support the office with the monthly/quarterly meetings for the ASPR to include developing agendas, coordinating with speakers, preparing materials, collecting progress report data and developing reporting materials, and identifying areas for improvement that can be incorporated into the tracking and evaluation process.

· Assist with interdepartmental clearance of high-level policy and technical documents including submission of documents for review, addressing comments and edits, and obtaining appropriate signatures.

· Organize files and other written communications

· Format documents, route, and track approvals

· Provide writing and editorial support

Facilitate interactions with stakeholders and the public

· Assist in communication and outreach to build strategic partnerships amongst federal agencies and key non-governmental agencies (written and verbal).

· Assisting in organizing and participate in meetings, interviews, conference calls, etc. with stakeholders and partners.

· Support in the review and writing of executive correspondence and documents.

· Develop and maintain complete, accessible and informative web pages and other outward-facing material describing the mission, vision and accomplishments and ensure current information is posted.

1. Support the development and function of oversight and management committees.

1. Use visual design and graphics expertise to format reports, presentations, materials, and communications to ensure a consistent feel and message.

1. Greet guests, answer telephones, route calls, and take messages.

1. Assist in the development and implementation of processes to facilitate the security clearance and meeting organization procedures for foreign visitors meeting with ASPR partners.

Facilitate and manage internal day-to-day activities

· Support OPP divisions by assisting with scheduling and monitoring of staff calendars.

· Coordinate travel arrangements and expense reports with the traveler and travel office.

· Coordinate activities such as meetings, conference calls, and document reviews with direct reports and other staff.

· Take meeting notes and prepare comprehensive meeting summaries.

· Draft correspondence that adheres to internal guidelines.

· Pick up and deliver mail to other parts of ASPR.

· Track and manage office supplies.

· Demonstrate proficiency with office productivity software to include: Microsoft Word, Excel, Outlook, Power Point, Access, Project, and Visio.

2.2 Technical Support

Policy Analysis and Strategic Planning

· Analysis and formulation of policy related to:

· national emergency response strategies, implementation plans, and Presidential Directives;

· hospital, primary, ambulatory, and long-term care day-to-day health system performance;

· medical countermeasure development, acquisition and utilization;

· reimbursement, health IT, measurement and quality, workforce issues, and emergency preparedness, response, and recovery;

· disaster preparedness and programs addressing substance abuse, mental health, resilience, and stress-related concerns during disaster responses;

· biosafety and biosecurity.

· Assist with interdepartmental clearance of high-level policy and technical documents including submission of documents for review, addressing comments and edits, and obtaining appropriate signatures.

· Study a range of mission-critical issues in order to prepare congressional testimony and briefing materials and other writing projects (e.g., journal commentary, scientific publications).

· Provide talking points and slides for presentations and speeches.

· Prepare complete and accurate meeting summaries expeditiously; these may include meetings of subject matter experts and/or senior program managers

· Provide studies and analyses on emergency preparedness and response issues, including pandemic flu preparedness and response activities; chemical, biological, radiological, and nuclear (CBRN) threats; research activities; environmental justice; and climate change

· Assist with managing interagency tracking of policies and activities implemented by ASPR. Deliverables established by the office should be maintained in the ASPR wide electronic filing system. Support presentation of progress both within the federal government and to external stakeholders.

· Collect promising practices, Web links, informational and guidance resources, pertinent scientific articles and compile these into an accessible, user-friendly web-based compendium or site that is cross-linked with PHE.gov.

· Assist in the development of strategic plans. These plans will be used to set priorities, focus energy and resources, strengthen operations, ensure common goals, establish agreement around intended outcomes/results, and assess and adjust the organization's direction in response to a changing environment.

· Contribute to activities that will transform static plans into a system that provides strategic performance feedback to decision makers and enables the plan to evolve and grow as requirements and other circumstances change.

· Assist in the implementation of strategies with collection of ongoing activities and processes used to systematically coordinate and align resources and actions with mission, vision and strategy throughout OPP and ASPR. Contribute to evaluations for efficiency and effectiveness of comprehensive plans in achieving the desired results and work with ASPR to assess the appropriateness of current strategies and the need for corrective action.

Scientific Analysis

· Develop formulary reviews - assess clinical literature and determine best practices or translate to appropriate practices in mass casualty incident, assess scenarios, assess current capabilities (minimally) and determine benchmarks for preparedness. Synthesize recommendations from review of literature and current capabilities that inform strategies.

· Contribute to the development and implementation of medical countermeasure requirements including conceptualizing, capturing and messaging recommended path forward. This may include: accessing and reviewing published scientific and policy literature; synthesizing threat information at an unclassified level; summarizing the medical countermeasure needs based upon clinical cases and/or public health and medical consequence modeling results; developing desired medical countermeasure product characteristics; consulting with end-users of these products as to their needs and desires; and integrating operational capabilities to inform ultimate stockpiling targets.

· Develop formulary reviews - assess clinical literature and determine best practices or translate to appropriate practices in mass casualty incidents, assess scenarios, assess current capabilities (minimally) and determine benchmarks for preparedness for the SNS. Synthesize recommendations from review of literature and current capabilities that inform maintenance of most appropriate products in SNS, or other strategy.

· Serve as Executive Secretariat of working groups addressing issues such as biosafety and biosecurity; dual use research; emergency preparedness and response; and biodefense and perform all functions to support the efficient administrative and scientific direction of the working group.

· Draft agendas, meeting minutes or notes, memorandums, and document action items and completion from various meetings.

· Translate complex scientific concepts into plain language that is easily understood by the general public; prepare educational materials for the lay public.

· Support scientific writing/editing efforts including but not limited to a broad range of materials (e.g., White papers related to biorisk management; papers and policies related to dual use research of concern; reports on emergency preparedness and response; pandemic flu and emerging diseases preparedness and response; chemical, countering biological, radiological and nuclear (CBRN) threats, environmental justice, and climate change.

Public Health Analysis – Domestic and International

· Supports the establishment and implementation of bilateral partnerships focused on the international sharing of medical countermeasures and public health and medical personnel.

· Assists in developing Standard Operating Procedures and processes to the support the implementation of policy frameworks for the international sharing of emergency public health and medical assistance.

· Assists in identifying and addressing regulatory barriers to the international sharing of medical countermeasures through research and the development of white papers.

· Update and maintain OPP webpage to highlight most current resources and policy related to disaster behavioral health work with the Behavioral Health Team to implement, evaluate, and revise the Disaster Behavioral Health Concept of Operations.

· Supports coordination of HHS response to international public health emergencies or domestic public health emergencies with international components, including supporting meetings on public emergencies with a domestic/international interface.

· Develop strategies to enhance behavioral health preparedness and assist community resilience.

· Develop procedural guidance for requesting enforcement discretion for the import of medical products not approved by the FDA during public health emergencies and supporting the development of proposals, as appropriate, to provide liability protection for persons involved in the provision, transport, stocking, dispensing, or administration of non-FDA approved medical products imported under enforcement discretion during a U.S. public health emergency.

· Develop strategies and policies related to medical countermeasure preparedness including: clinical utilization guidance, MCM response strategies, CONOPs and CONPLANs, distribution and dispensing matrixes, and integrated capabilities documents.

· Assist with interdepartmental clearance of high-level policy and technical documents including submission of documents for review, addressing comments and edits, and obtaining appropriate signatures.

· Study a range of mission-critical issues in order to prepare congressional testimony and briefing materials and other writing projects (e.g., journal commentary, scientific publications).

· Develop white papers, U.S. position papers, issue briefs, memoranda, background papers, policies and strategic plans, proposals, talking points, and presentations for senior leadership.

· Supports technical and logistical planning for public health emergency preparedness and response meetings with senior officials and other stakeholders including global health security hosted by HHS, ASPR and OPP.

· Prepare complete and accurate meeting summaries expeditiously; these may include meetings of subject matter experts and/or senior program managers

· Assist in efforts to develop manuscripts for peer-reviewed publications and educational materials on domestic and international public health and medical assistance issues.

· Occasionally serve as a Program Action Officer during normal business hours, working closely with the HHS Secretary’s Operations Center (SOC) and domestic and international partners, to monitor public health related communications, ensure the rapid assessment and notification of potential public health emergencies and provide expertise and notification of appropriate personnel within ASPR.

2.3 Part Time Work as Needed:

Surge Personnel

· Provide surge personnel for internal office support when there are unforeseen emergencies and disasters..

· In the case of a public health emergency which necessitates deployment of ASPR federal staff, additional staffing may be required on a short term basis to assist in the completion of all requirements listed in this statement of work.

· All surge personnel must be pre-screened and cleared through HHS security prior to commencement of work.

Scientific Analysis

· Support efforts of working groups addressing scientific issues, including biosafety and biosecurity

· All surge personnel must be pre-screened and cleared through HHS security prior to commencement of work.

Technical Writer/ Translator Support Technical Writer:

· Assist the end users with the preparation of technical documentation

· Study product samples and talk with product designers and developers

· Work with technical staff to make products easier to use and thus need fewer instructions

· Organize and write supporting documents for products

· Use photographs, drawings, diagrams, animation, and charts that increase users’ understanding

· Select appropriate medium for message or audience, such as manuals or online videos

· Standardize content across platforms and media

· Gather usability feedback from customers, designers, and manufacturers

· Revise documents as new issues arise

· All surge personnel must be pre-screened and cleared through HHS security prior to commencement of work.

Translator:

· Convert concepts in the source language to equivalent concepts in the target language

· Compile information, such as technical terms used in legal settings, into glossaries and terminology databases to be used in translations

· Speak, read, and write fluently in at least two languages, including English and one or more others

· Relay the style and tone of the original language

· Render spoken messages accurately, quickly, and clearly

· All surge personnel must be pre-screened and cleared through HHS security prior to commencement of work.

3.0 Government Furnished Information (GFI)

3.1 Government Furnished Facilities

The Government will provide on-site facilities for the contractor. The government will provide a desk, phone, and computer with access to a printer and copy machine as needed. The contractor may have to share because of limited space.

3.2 Use and Sensitivity of Records

3.21 Access to Documentation / Data

The Government shall have physical and electronic access to all documentation and data generated under this Contract, including: all data documenting Contractor’s performance; all communications and correspondence with regulatory agencies and bodies to include all audit observations, inspection reports, milestone completion documents, and all Contractor commitments and responses. The Government shall acquire unlimited rights to all data funded under this task order.

3.2.2 Confidential Project Status

The Contractor may not discuss the contract work in progress with any outside party, including responding to media and press inquiries, without the prior written permission of the HHS. In addition, the Contractor may not issue news releases or similar items regarding contract award, any subsequent contract modifications, or any other contract-related matter without the prior written approval of the Contracting Officer. Requests to make such disclosure should be addressed in writing to the Contracting Officer.

3.2.3 Confidential Materials

All documents, photocopies, computer data and any other information of any kind collected or received by the Contractor in connection with the contract work shall be provided to the HHS upon request at the completion of the contract/task order(s) (i.e., the date on which final payment is made on the contract or at such other time as may be requested by the Contracting Officer or as otherwise agreed by Contracting Officer and the Contractor).

3.3 Security and Privacy

Security and Building Access Requirements

(i) Building and Classified Information Access for Contract and Recipient Employees Effective Date: 05/29/2012

The Facility Security Officer (FSO) must submit a Visit Authorization Request (VAR) to his/her respective HHS Personnel Security Specialist for an employee to obtain access to HHS buildings for classified meetings. A VAR is a request that allows an employee to enter HHS/ADS office space to perform his/her job duties. The VAR includes a full identification of the visitor, including his/her security clearance level.

All VARs must meet the requirements of the NISPOM, Chapter 6, regarding visits. Employees must comply with security directives listed on the DD 254, Contract Security Classification Specification form, in addition to HSPD-12 requirements. The FSO must submit a Joint Personnel Adjudication System (JPAS) Summary Sheet on all cleared employees to the HHS Personnel Security Specialist. The JPAS Summary Sheet is contained in the JPAS system, which can be accessed by FSOs through the DSS. The FSO must electronically mail the VAL and the JPAS Summary Sheet to the HHS Personnel Security Specialist with whom they have been working.

(ii)HSPD-12-The contractor must obtain and maintain appropriate security clearances as determined by Homeland Security Presidential Directive 12 (HSPD 12) to effectively perform the duties under this solicitation

(iii) Federal Information Security Management Act (FISMA). FISMA requires agencies to identify and implement information security protections, commensurate with security risks to: federal information collected or maintained for the agency, and information systems used or operated on behalf of an agency by a contractor.

(iv) Contractor Access to Sensitive Information. All contractor staff will be required to sign and submit a non-disclosure agreement for their efforts to support HHS/ASPR/OPP. It is most likely that contractors will be engaged with FOUO information depending upon the nature of the analytical activities necessary. Contractors will notify Contracting Officers promptly of unauthorized disclosure and misuse of sensitive information.

4.0 Deliverables

Each work product shall be submitted in draft for Government review and approval before preparation of the final deliverable. Development or preparation schedules and Government review periods shall be as defined. Written deliverables, charts, graphs, schedules, spreadsheets, analytic products, and databases will be developed using the Microsoft Office family of applications, or other standard commercial tools and applications if approved for use by the COR. No proprietary tools, software, or applications shall be used unless approved by the COR. All deliverables shall be delivered in both electronic and hard copy formats.

5.0 Travel

In the event that a contractor must travel to perform any portion of the work specified in this statement of work, the contractor must obtain approval by the contracting officer in advance of the travel. The contractor shall submit an estimate of the travel to include an analysis of alternative transportation vehicles. All travel costs shall be submitted in accordance with the Federal Travel Regulation. The contractor shall not invoice for local travel. Local travel is not authorized.

6.0 Hours of Operation

(1) Hours of Operation

All required activity shall be accomplished during the HHS’s normal working hours, which are between 8:00 am to 5:00 pm, Monday through Friday. Time and materials task order contracted staff will not be permitted to work Saturdays, Sundays or legal holidays, unless authorized in writing by the Contracting Officer. There may be instances where hours of operations are expanded to cover emergencies or other events; these periods will be specified by task order or negotiated with Contracting Officer.

Federal Holidays - HHS will be closed for the following holidays.

New Year’s Day Martin Luther King’s Birthday President’s Day Memorial Day Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Christmas

When one of the above-designated holidays falls on a Saturday, the preceding Friday will be observed as a legal holiday. When one of the above designated holidays falls on a Sunday, the following Monday will be observed as a legal holiday

(2) Inclement Weather Days

In the event of inclement weather, the Contractor is responsible for checking the OPM website or listening to public media to determine if HHS has been closed because of the weather.

7.0 Contractor Identification

All contractor personnel when attending meetings, sending emails, or participating on telephone calls shall identify themselves as contractor personnel. Identification in meetings and on telecom shall be at the beginning of the call or meeting to allow government personnel to excuse contractors if appropriate. Contractor personnel shall identify themselves with their company name in the signature block of emails.

8.0 Telecommuting

8.1 Telecommuting During Government Closure

The OPM recently updated its Telework Policy to allow federal employees, and contractors on-site in support of federal employees, the opportunity for "unscheduled leave or unscheduled telework" in the event of hazardous road conditions.

The Government may allow telecommuting or alternate off-site work for contractor personnel during times of Government shutdown due to inclement weather, holiday work at contractor site, or other activity where the Government is closed but it is advantageous to the Government to allow contractor employees to continue work. As a result of the fluid nature of activities and schedules, the contractor is encouraged to coordinate work schedules with their COR to accommodate support requirements, other personnel availability, meeting schedules, vacation schedules and leave schedules.

8.2 Telecommuting During Normal Course of Performance

Because of the nature of the work within the Statement of Work, the Government may allow the contractor to establish regular telecommute schedules for its employees during the performance of this contract. It is the responsibility of the contractor to determine when telecommuting is appropriate to accomplish the work.

9.0 Inspection and Acceptance

Inspection and acceptance of the product, services, and documentation called for under this Contract shall be accomplished by the CO or a duly authorized representative at the destination of the product, services or documents.

10.0 Key Personnel

The positions specified below are considered to be essential to the work being performed under this contract. Prior to diverting any of the specified individuals to other projects, the contractor shall notify the Contracting Officer reasonably in advance and shall submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the program. No diversion shall be made by the contractor without the written consent of the Contracting Officer. Key personnel shall perform as follows:

N/A

11.0 Workload Estimates

The following table represents previous estimates for accomplishing the work addressed in the SOW:

PREVIOUS ESTIMATES TO ACCOMPLISH WORK