SOW__revised_6_29_16b.pdf

Attachment A

STATEMENT OF WORK

revised April 29, 2016

PROJECT TITLE: Technical Assistance to the Division of MCH Workforce Development

Grantees and the Office of Epidemiology and Research, Division of Research Grantees

I. BACKGROUND

The mission of the Maternal and Child Health Bureau (MCHB), Health Resources and Services

Administration (HRSA) is to provide leadership in partnership with key stakeholders, to improve the physical and mental health, safety and well-being of the maternal and child health (MCH) population, which includes all of the nation’s women, infants, children, and adolescents, and their families, including fathers and children with special health care needs.

The Division of MCH Workforce Development (DMCHWD) provides national leadership and direction in educating and training our nation’s future leaders in maternal and child health. Special emphasis is placed on the development and implementation of interprofessional, family-centered, community-based and culturally competent systems of care across the entire life course with experiences in one life stage shaping health in later stages. DMCHWD supports programs established in federal legislation (Title V of the Social Security Act and the Autism CARES Act) to complement state and local health agency efforts. In partnership with state MCH programs, academic institutions, and professional organizations, DMCHWD collaborates with other health training programs of the federal government to ensure that MCH initiatives are based on emerging and evidence-based practices. In Fiscal Year 2015, DMCHWD awarded 152 grants, an investment of $47 million. Grants are awarded to develop trainees for leadership roles in the areas of MCH teaching, research, clinical practice, public health administration and policy making, and community-based programs. As part of DMCHWD, the Healthy Tomorrows Partnership for

Children grant program promotes the development and advancement of healthy communities through partnerships with organizations that work to change conditions in the community and environment to improve health through 38 grants across 22 states.

The Division of Research, within MCHB’s Office of Epidemiology and Research (OER) supports applied and translational research and research networks addressing critical health and health care systems issues to improve the health of MCH populations across the life-course. Projects are supported through either Title V of the Social Security Act or the Autism CARES Act.

DMCHWD and the Division of Research are designed as vehicles for national MCH infrastructure building. Grantees are key partners with the Federal government and the States in improving the health of women and children through their work with professional associations, public agencies, and voluntary organizations; moreover, they constitute a ready and willing cadre of individuals with expertise, dedication and commitment to children.

II. PURPOSE/GENERAL DESCRIPTION

The purpose of this contract is to support the efforts of DMCHWD and Division of Research grantees, trainees, and staff, as well as state Title V staff and the broader MCH community by administering technical assistance in distance learning technologies, online collaboration technology, and appropriate implementation strategies. This technical assistance will foster sharing of real-time best practices, communication, and dissemination of HRSA priorities to the

MCH community. This contract will improve the knowledge, skills, and experience of grantees, trainees, state Title V staff, and the broader MCH community to better utilize technology for communication of effective evidence-based or evidence-informed practices, continuing education, strategic collaboration, and dissemination of cutting-edge scientific findings in a timely and efficient manner.

Services include providing 18 technical assistance webinars, 400 one-on-one TA occurrences, creation and maintenance of grantee databases, 6 (six) theme-related web package updates, maintenance and updates to online tools of engagement, and dissemination of best practices and resources.

The services provided will:

Improve the performance of workforce development and training programs by connecting grantees to technical expertise and by sharing best practices;

Strengthen capacity at the state and local levels by supporting and expanding the network of the MCH workforce;

Support high levels of implementation fidelity and infrastructure for evidence-based and promising programs;

Support grantee efforts to educate and train our nation’s future leaders in maternal and child health;

Support the dissemination of information about grant projects, original research findings, publications, innovations, and best practices;

Maintain ongoing efforts of federal program staff to be responsive to legislative and policy issues affecting DMCHWD and the Division of Research.

III. PERIOD OF PERFORMANCE/PLACE OF PERFORMANCE

The period of performance shall be a base period of twelve months, with four (4) twelve month option periods. Contractor performance will be performed off-site at the Contractor’s office space.

IV. TASKS

The Contractor shall provide the personnel and services for the following tasks.

Task 1 Kickoff Meeting

1.1 The Contractor shall meet in person or via webinar with the Contracting Officer

Representative (COR) and other staff identified by the COR within fifteen (15) days after the effective date of contract. During the kickoff meeting, the following will be discussed:

Review the plans (overall project plan, data plan, and continuous quality improvement plan) and proposed timeline for the Statement of Work;

Clarify any questions on specific activities and procedures to be followed to fulfill the tasks;

Discuss any potential or emerging problems that might cause delays in the submission of deliverables and ways to avoid such delays;

The Contractor shall provide meeting minutes to the COR within seven (7) days after the kickoff meeting.

Task 2 Revised Timeline

2.1 Within twenty (20) days after the kickoff meeting, the Contractor shall submit via email a revised timeline that incorporates any recommended changes discussed during the kickoff meeting to the COR. The COR, with support from relevant Federal staff, will provide feedback to the Contractor via phone call, face-toface, or email.

Task 3 Project Management Meetings

3.1 The Contractor shall meet with the COR and other relevant federal staff twice per month, via telephone, during the period of performance of this contract. During these meetings, the status of current tasks and other administrative issues regarding the contract will be discussed. The Contractor shall arrange and execute logistics for these calls.

Task 4 Project Management System/Tool and Project Reports

4.1 The Contractor shall develop and maintain a secure project management system/tool to manage all technical assistance activities and materials. This project management system/tool may be a webpage hosted on the HRSA server in coordination with COR. Alternatively, the Contractor may use a system of their own design. FedRAMP regulations will apply if cloud services are proposed.

This secure system/tool shall enable the Contractor, COR, and stakeholders identified by the COR, to organize and prioritize the tasks outlined in this statement of work as well as TA requests. This system/tool shall be easily accessible to the COR and stakeholders identified by the COR at all times, with the exception of any necessary and required off-hours back-up and/or maintenance procedures.

The system/tool shall have the capability to do the following: generate reports, provide an archive, provide the current status of all work activities, and inform twice-monthly meeting agendas.

4.2 Monthly Project Reports

The Contractor shall submit a monthly progress reports to the COR, by the 5 th day of each month outlining activities and issues affecting contract performance as well as the costs associated with the contract. Specifically, the contractor shall provide the following in the progress report:

Status of the Work - In a narrative and/or table, highlight the status of activities by task, including any significant events, trends, or problems that occurred along with suggestions for resolution and/or recommendations for improving performance. Include technical assistance data pulled from the tracking system for the relevant months. Additionally, if applicable, include an explanation of any deviation(s) from the approved work plan. Also include narrative on the data quality control plan maintenance and the status of data backups.

4.3 Annual Project Report

The Contractor shall prepare and submit an Annual Project Report to the COR 30 days prior to the end of each contract year. The final report must include a summary of the year's activities, including:

• An overall summary description of the activities during the contract;

• An evaluation assessing the content, quality, appropriateness of methods used, and the utility of technical assistance, training, and training materials provided to grantees and other identified stakeholders;

• Recommendations for future activities;

• The strengths or weaknesses of the technical assistance process and recommendations for improvements;

• Copies of all technical assistance materials produced by the Contractor.

Task 5 Provide Technical Assistance Trainings

5.1 The Contractor shall collaborate with federal staff in order to develop and provide eighteen

(18) technical assistance training webinars per year to grantees, MCH networks, and other key stakeholder groups identified by the COR. The Contractor shall arrange and execute logistics for the webinars including archiving capability and teleconference if applicable and will create agendas and any relevant supporting presentation materials. Each training shall be up to 90 minutes in length and will include up to 10 participants identified by the

COR.

The purpose of these trainings is to promote interdisciplinary leadership learning among the

MCH workforce (e.g., MCH trainees, MCH grantees, MCHB regional office staff, state

Title V staff), foster collaboration among grantees, promote the sharing of evidence-based or evidence-informed practices and research, disseminate educational tools and resource materials, and coordinate the dissemination of grantee materials and best practices.

These technical assistance trainings will enable participants to more effectively utilize distance learning technologies, online collaboration tools and technologies, tools for the development and maintenance of digital media, and other relevant emerging technologies, interfaces, and software, as well as open-source materials.

The Contractor shall consult with the COR to determine and prioritize training topics.

Training topics will be based on technical assistance needs, and requests from grantees among other sources. Participants will be identified and invited by the COR. The contractor shall evaluate the effectiveness of the trainings and report the results to the COR.

Task 6 Manage and Provide Technical Assistance on DMCHWD’s and Division of

Research’s Online Tools of Engagement

6.1 The Contractor shall update and maintain existing online tools located on the DMCHWD and Division of Research public web sites (which are stored on HRSA servers) as well as other online tools of engagement.

The purpose of online tools of engagement is to support strategic linkages between grantees and the broader MCH community. The online tools of engagement include DMCHWD’s website, Division of Research’s website, grantee network online collaboration sites, the

MCH Timeline, and other grantee-identified tools. This may include formatting digital media for grantees and assisting grantees with online learning systems (e.g., Moodle). See links below for examples of online tools:

http://mchtraining.net/ http://dbp.mchtraining.net/ http://nutrition.mchtraining.net/ http://leadership.mchtraining.net/ http://www.mchb.hrsa.gov/about/timeline/index.html

The Contractor shall work with the COR to determine content needs. Content for these updates will be provided by the COR. The Contractor shall provide both technical and design expertise for the online tools.

6.2 The Contractor shall work with the COR to create and design an intuitive user interface for the online tools that will be used by grantees, trainees, state Title V staff, and the broader

MCH community.

6.3 The Contractor shall prepare and submit work request tickets in the HRSA Web Help ticket system (located on the HRSA website) to have the materials uploaded for the online tools when appropriate.

6.4 The Contractor shall design and incorporate quality improvement controls to identify and correct errors/ issues with existing online tools.

6.5 The Contractor shall monitor DMCHWD and Division of Research web presence, including web traffic patterns and statistics, and provide Monthly Web Presence Reports, in

PDF form, using a tool such as Google Analytics in order to demonstrate impact. The http://mchtraining.net/ http://dbp.mchtraining.net/ http://nutrition.mchtraining.net/ http://leadership.mchtraining.net/ http://www.mchb.hrsa.gov/about/timeline/index.html

Monthly Web Presence Reports shall be submitted to the COR by the 7 day of each month. The Monthly report for DMCHWD should include, at a minimum:

Number of Visitors

Unique Visitors

% New Visitors

Visits by Traffic Type

Mobile Visits by Device Type (i.e., desktop, tablet, mobile)

DMCHWD Top 100 Pages, by Page Views and Unique Page Views

MCHB top 50 pages to show where DMCHWD ranks within the MCHB website traffic

Content Drilldown for Page Path Levels 1 and 2, to include Page Views, Unique Page

Views, Avg. Time on Page, Bounce Rate, and %Exit.

o Page path level 1 (i.e., /training within http://mchb.hrsa.gov) o Page path level 2 (i.e., /projects.asp?program=9 within http://mchb.hrsa.gov/training)

Average Visit Duration

Pages Per Visit

Browser Type

Location information, for the United States, with map overlay, with the top 10 states

Location information, for the United States, with map overlay, with the top 10 cities

Any other information related to Audience Demographics, Audience Behavior, Audience Engagement, Audience Technology, Acquisition Sources, Keywords, or other information the Contractor deems valuable for demonstrating impact

6.6 The Contractor shall provide an Annual Web Presence Report using a tool such as Goggle

Analytics demonstrating impact over the contract year. The report shall be submitted to the

COR via email 30 days prior to the end of each contract year.

6.7 The Contractor shall work with the COR and stakeholders identified by the COR to design the layout for materials for DMCHWD’s Website Updates. The website is updated six (6) times annually to reflect MCH-related content themes such as Autism Awareness Month and themes related to the four goals of the DMCHWD’s Strategic Plan. The themes and related content will be provided by the COR and personnel identified by the COR. The

Contractor shall design and write the code for the webpages and related materials/resources and prepare and submit corresponding work request tickets in the HRSA Web Help ticket system. The Contractor shall submit a draft layout for each Website Update to the COR for approval. The due dates will be determined in coordination with the COR.

Task 7: Develop and Maintain Technical Assistance Tracking System

7.1 The contractor shall develop and maintain a secure technical assistance tracking system to allow for submission and organization of technical assistance requests, notifications, follow-up, action items, reporting, and archiving by MCHB stakeholders. The system will be used to collect, maintain, analyze, and synthesize technical assistance data to include with the annual reports to the COR.

http://mchb.hrsa.gov/ http://mchb.hrsa.gov/training

The contractor shall be responsible for maintaining the system. Both the Contractor, the

COR, and other key stakeholders as determined by the COR, shall have access at all times to the transparent tracking system and have the ability to add new technical assistance requests into the system. At a minimum, technical assistance requests/tickets shall include the date of the request, the status of the request (e.g., “open”, “pending”, “closed”, “awaiting reply”), and the priority level (e.g., “low”, “high”). Estimated number of tickets per year based on historical data is 400.

Sample TA requests that generated a ticket included the following topic areas:

Edits to an existing web page, for example:

o Redesigning the layout o Correcting a typo o Adding new text o Adding new graphics o Moving content information within the page o Reformatting a page o Fixing broken links

Creation of a new web page, including converting PDF resource documents to a webpage

Adding information/content to a grantee database

Removing a web page

Creating draft web pages on a development site for the COR to review

Other requests identified by the COR

The process for requesting technical assistance includes the following:

• The Project Officer, with approval from the COR, will initiate a TA request in the TA

Tracking System.

• The COR, Project Officer, and Contractor will develop and finalize a specific technical assistance plan based on the request.

• The contractor shall initiate technical assistance according to the plan.

• The contractor shall follow-up on issues from the one-on-one technical assistance.

• The contractor shall integrate information from TA occurrences into project reports.

7.2. The Contractor shall develop and maintain data quality control mechanisms and perform regular data backups on a monthly basis in order to ensure quality control.

The Contractor shall submit an annual archival data download of the Technical Assistance

Tracking System that is Microsoft compatible to the COR 30 days prior to the end of each contract year.

Task 8 Individual Targeted Technical Assistance

8.1 400 One-on-One Technical Assistance Occurrences: The Contractor shall provide the grantees with technical expertise and assistance in online tools and web media including editing, formatting, and re-packaging materials (e.g., video files, audio files, PDFs, graphics, documents) for the purposes of dissemination and/or creating technical assistance trainings. The Contractor shall provide 400 one-on-one technical assistance occurrences via telephone, e-mail, or both to DMCHWD and Division of Research grantees, as well as other stakeholders determined by the COR. These TA occurrence requests are generated by the TA Tracking System in Task 7. See Task 7 for Sample TA requests.

Task 9 Creation and Maintenance of Grantee Databases

9.1 The Contractor shall create and maintain a secure database of past and current DMCHWD grantees. The Contractor shall use the information contained in this database to inform and update online tools of engagement including web presence and online materials/resources.

This DMCHWD database will drive the content on the DMCHWD website. The

Contractor shall update the DMCHWD database on a quarterly basis. The COR will provide the Contractor with the updated grantee information. The Contractor shall be responsible for uploading the database to the HRSA Web Help ticket system, in order to keep the content on the DMCHWD website current.

Each grantee record in the database must include, at minimum: grantee contact information

(name, address, email, phone); grant title; grant number; activity code; grant project period;

grant status (e.g., “active”); grant abstract; grant project website, if available; and other information as directed by the COR.

The Contractor shall develop and maintain data quality control mechanisms and perform

The Contractor shall submit a copy of the DMCHWD database that is Microsoft compatible to the COR by the 5 day of each month.

9.2 The Contractor shall upload the Division of Research database to the HRSA Web Help ticket system in order to keep the information on the Division of Research website current. The

COR shall provide the database to the Contractor.

9.3 The Contractor shall create and maintain a secure database of past and current DMCHWD’s

Healthy Tomorrows Partnership for Children Program (HTPCP) grantees, which would have the same structure and include the same types of information as the DMCHWD database described above.

The Contractor shall develop and maintain data quality control mechanisms and perform

The Contractor shall submit a copy of the DMCHWD HTPCP database that is Microsoft compatible to the COR by the 5 day of each month.

Task 10 Data Quality Control Plan Maintenance

The Contractor shall maintain the data quality control plan that was submitted with the proposal and provide updates to the COR in the Monthly and Annual Project Reports in Task 4. The

Reports shall include efforts to ensure quality control and a record of regular data backups.