2.Statement of Work_EMSC.pdf

STATEMENT OF WORK (SOW)

1.0 TITLE

IHS EMSC Hybrid Simulation Program

2.0 BACKGROUND

The Emergency Medical Services Act of 1984 identified children and youth at risk for mortality and morbidity caused by severe illness or trauma in pre-hospital and hospital environments. In 1999, the Health Resources and Services Administration (HRSA) identified American Indian/Alaskan Native (AI/AN) children and youth at risk for unintentional injuries which are the leading cause of mortality and morbidity in tribal communities. This led to the first Inter-Agency Agreement (IAA) with IHS and HRSA to bring resources, expertise and supported efforts to improve Emergency Medical Services for Children (EMSC) in IHS and Tribal Healthcare programs. Continuing this collaboration through this IAA ensures that quality pediatric emergency care and resources continue to be improved for and accessible to AI/AN children.

The funding HRSA is providing to IHS through the IAA is solely for the purpose of supporting IHS EMSC program activities, such as improve and increase the capability of Indian Health Service (IHS) to provide pediatric emergency care to (AI/AN) children and youth. This agreement describes the terms and conditions of shared services and personnel between the HRSA Emergency Medical Services for Children (EMSC) and the IHS.

In FY 2021-2023, the Division of Nursing Services awarded a contract to Children’s Hospital of Philadelphia (CHOP) who have help design and implement a hybrid simulation training program for emergency department staff. CHOP successfully identified Pediatric Emergency Care Coordinators (PECCs) at each participating site and paired EDs with an Academic Medical Center to coordinate simulation exercises and share evidenced-based resources and guidelines. This practice of forming partnerships has been effective in increasing the National Pediatric Readiness Score at each site and helped to identify gaps in care.

2.1 OBJECTIVE

The primary objective of this project is to bring resources, expertise and supported efforts to improve Emergency Medical Services for Children (EMSC) in IHS and Tribal Healthcare programs by implementing a hybrid simulation training program that can be conducted both in-person and remotely through tele-simulation. The hybrid simulation training is for emergency department and hospital staff providing emergency care to American Indian/Alaska Native children and youth at risk for unintentional injuries which are the leading cause of mortality and morbidity in tribal communities.

3.0 SCOPE

The scope of work will include the contractor traveling to identified Indian Health Service and Tribal facilities to conduct 9 in-person site visits to assess emergency department resources, collect a National Pediatric Readiness Project assessment and score, and survey participating staff for effectiveness of simulations. During the site visits the contractor will connect Academic Medical Center (AMC) partners with an identified hospital Pediatric Emergency Care Coordinator to network with and coordinate simulations. Additionally, the contractor will train the AMC and PECC on how to conduct simulations. Before and following the initial site visit the contractor will meet with all key personnel to coordinate the site visit and training objectives. All data collected will be summarized in a year end presentation and report to HRSA and IHS.

Summary of requirements:

• Project Management – describe the development and implementation of the requirements under this contract and detail the timing and mode of key operations.

• Kick-off Meeting – schedule and conduct a meeting to share work plan for fiscal year.

• Monthly Meetings – schedule monthly/quarterly meetings to provide updates to PO, COR, Key Personnel and HRSA.

• Webinars and Annual Briefing – provide webinars and annual briefings to improve the capacity to understand and apply concepts of on-site simulations and tele-simulations.

• Reports – submit site visit reports and annual report after each completion of activities.

• Consultants and Key Personnel – provide competent technical simulation experts, with capacity to provide technical support for participating facilities.

• Site Visits and Site Analysis – conduct on-site visits of participating facilities

(IHS/Tribal/EMS), NPRP assessments, and resources survey for program oversight, monitoring, and QI/QA.

• Logistics and Preparation – pre-site visit preparation and planning and engagement with participating facilities.

• Federal Records Management

• Basic Security Requirements

4.0 CONTRACT REQUIREMENTS/ AND PERSONNEL QUALIFICATIONS

The Contractor shall provide the personnel and services to perform the below tasks. The tasks will be performed during each option period of the contract unless otherwise specified.

The Contractor shall complete the below tasks throughout the life of the contract:

4.1 Project Management

4.1.1 The Contractor shall develop an overall project plan for the Scope of the project. The Project Management Plan shall describe the development and implementation of the requirements under this contract and detail the timing and mode of key operations.

4.1.2 Be responsible for leading the calls, all meeting logistics, including developing the agenda and emailing it to the COR and Project Officer prior to the conference call. The agenda shall include an update on the status of all task order requirements (the Contractor shall submit a task status worktable as outlined in Task 2.l) progress and challenges, strategies implemented to address challenges and recommendations for improvement. Provide updates on all phases of the site visit.

4.1.3 Participate in as needed teleconference planning meetings with HRSA EMSC, and IHS and Key Personnel (including AMC and state Partners) to share upcoming and completed site visit assessment, findings and identify any areas of collaboration.

4.2 Kickoff Meeting

4.2.1 Schedule and conduct a meeting with the COR, Project Officer, and Key

Personnel staff within 45 business days of the Effective Date of Contract (EDOC). The Base Year kickoff meeting shall be held virtually.

4.2.2 The Project Officer along with the Contractor develop the meeting agenda and provide to COR for review. The agenda for the kickoff meeting shall include:

4.2.2.1 Key objectives and list of base year planned site visits.

4.2.2.2 Contractor’s proposed approach to fulfill the contractual requirements.

4.2.2.3 Review of the project work plan, deliverables, reporting, and quality assurance.

4.2.2.4 Clarification of any questions on specific activities and procedures.

4.2.2.5 Identification of potential challenges and proposed solutions to ensure the schedule of deliverables is completed on time and of the highest quality.

4.3 Meetings

4.3.1 Monthly touch base meetings will be held to provide updates to PO, COR, Key

Personnel and HRSA.

4.3.2 Annual briefing will be held prior to end of contract with PO, COR, Key

Personnel and HRSA.

4.3.3 Meeting minutes will be taken and circulated to meeting participants who are not able to make meeting.

4.3.4 Manage meeting invitations, provide the conference line or virtual platform, host and co-facilitate the awardee call with the COR and PO.

4.3.5 Take meeting minutes and follow up on any action items identified.

4.4 Webinars and Annual Briefings

4.4.1 Provide webinars and annual briefings to improve the capacity of federal and tribal ED staff and key personnel to understand and apply concepts of on-site simulations and tele-simulations.

4.4.1.1 Train-the-trainer webinars will be held throughout fiscal year for review for current PECCS or training for new PECCs.

4.4.2 Conduct annual briefings using a conference line or virtual platform. Be responsible for planning all aspects of the briefing, including content, dates and times, agendas, PowerPoint presentation, developing any relevant materials for dissemination to participants.

4.5 Reports

4.5.1 The contractor shall submit a site visit report within 30 days after each completed site visit.

4.5.2 The contractor shall submit a final annual report of the data collected during the year to the Project Officer and COR 30 days prior to the end of the base year.

4.5.2.1 Activities and milestones: Describe the major activities and milestones achieved during the period of performance. Identify the performance of the project milestones and corresponding deliverables, i.e., were all deliverables achieved on time and adhered to. If not, provide explanation of why the deliverables were not.

4.5.2.2 Performance/Measurement: Provide a comparison of actual project performance to project objectives. Describe the level of success in meeting the goals and objectives of the contract. If some objectives were not met, describe the reasons why.

4.5.2.3 Programmatic and fiscal findings.

4.5.2.4 Conclusions and Recommendations: Briefly summarize any conclusions drawn from the work and discuss identified opportunities for improvement. Substantiate the identified recommendations and follow up actions with key information and examples from the site visits. Include synthesis of feedback summary and summary of compliance review findings (fiscal and programmatic).

4.5.2.5 Appendices: Include any appendices to supplement the work described and results. Specifically, include an Appendix as an Excel file that lists the findings, opportunities for improvements, and strengths by module/requirement/awardee.

4.5.2.6 A 1-2 page stand-alone executive summary summarizing this work and recommendations.

4.6 Consultants and Key Personnel

4.6.1 Provide a pool of competent technical experts, with capacity to provide technical support for participant site visits. Maintain consultant and key personnel and provide information regarding consultant staff availability throughout the duration of the contract. No services shall be withheld because of a lack of Contractor personnel. The Contractor is required to maintain consultant staff throughout the life of the contract.

4.6.1.1 Consultants and Key Personnel may include Academic Medical

Center (AMC) partners, simulation consultants, Pediatric Pandemic Network partners, State Partners, EMS partners, EIIC personnel, Improving Pediatric Acute Care through Simulation (ImPACTS)

Collaborative consultants, or HRSA Public Health Analysts.

4.6.1.2 Contractor will connect participating site with AMC partner or State

Partner if one has not been paired with site prior to site visit.

4.6.2 Monitor and maintain quality checks of work performed. These quality checks shall be inclusive of a quarterly report summarizing the Contractor’s staff performance to include unfavorable evaluations, late submissions of any deliverables, flawed and poorly prepared deliverables, complaints and other performance areas which can be assessed. Provide the reports to the Project Officer.

4.6.3 Treat all information provided by IHS staff in relationship to the site visit coordination as confidential and privileged information not to be shared with anyone without permission of the Project Officer or COR. This task applies to the base year and all the Option Years.

4.7 Federal Records Management

4.7.1 Manage and maintain Federal records, including electronic records, ensuing from this contract in accordance with all applicable records management laws and regulations, including but not limited to the Federal Records Act (44 U.S.C. Chapters. 21, 29, 31, 33); 36 CFR § 1236.20 What are appropriate recordkeeping systems for electronic records? & 1236.22 What are the additional requirements for managing electronic mail records?

(http://www.ecfr.gov/cgi-bin/text- idx?rgn=div5&node=36:3.0.10.2.25);

NARA Bulletin 2013-02, August 29, 2013, Guidance on a New Approach to Managing Email Records (https://www.archives.gov/records-mgmt/bulletins/2013/2013-02.html); and NARA Bulletin 2010-05 September 08, 2010 (http://www.archives.gov/records-mgmt/bulletins/2010/2010- 05.html), Guidance on Managing Records in Cloud Computing Environments.

4.7.2 Managing the records includes, maintaining records to retain functionality and integrity throughout the records' full lifecycle including: (1) maintenance of links between records and metadata, and (2) categorization of records to manage retention and disposal, either through transfer of permanent records to NARA or deletion of temporary records in accordance with NARA-approved retention schedules.

4.8 Secure E-mail and File Transfer

4.8.1 Work with the PO and COR and use a secure web-based platform as the designated work space for technical experts, HRSA staff and other designated end-users to email, upload and access resource materials and other relevant information.

4.8.2 The PO and COR will request materials via the secure email portal and the Contractor shall be copied on the email. Consultants and participant sites will respond to the secure email request and upload all content.

4.9 Site Visits and Participant Site Analysis

4.9.1 The contractor shall conduct on-site visits of participating facilities (IHS/Tribal/EMS), NPRP assessments, and resources survey of participant sites to support the program oversight, monitoring, and quality improvement.

4.9.2 Some site visits may be conducted remotely via telesimulation if participating site demonstrates active and independent conducting of simulation exercises in collaboration with AMC partner and NPRP assessment score reflects 10 point improvement from prior year and greater than 85 percent.

4.9.2.1 PO and contractor will determine which sites may receive a virtual site visit.

4.9.3 Assess and document the participant site’s compliance with the statutory, administrative, fiscal and programmatic requirements for the EMSC Hybrid Simulation program.

An operational review includes three phases:

4.9.3.1 Pre-planning: Collaborate with the PO and COR to a) select site visit dates and coordinate site visit logistics; b) identify and discuss participant site’s history, challenges and successes; c) request and review participant site’s documents/information prior to the site visit;

d) convene conference calls with the participant site to develop and review the site visit process and agenda.

4.9.3.2 On-site or remote telesimulation review: Collaborate with the PO, COR, and HRSA EMSC to facilitate a) the on-site or remote telesimulation compliance review guided by the Site Visit Assessment Tool; b) assess program compliance and document findings; c) convene daily debriefs; d) conduct a closing debrief with the participant site to discuss findings, recommendations, required actions and next steps.

4.9.3.3 Post-site visit: Collaborate with the PO, COR, and HRSA EMSC to a) develop a comprehensive site visit report one month after site visit; b) participant site, PO, and HRSA EMSC feedback on each phase of the site visit process.

4.9.3.3.1 Conduct a post-site visit call with the PO, COR, Contractor, Consultant/Key Personnel, and HRSA.

4.9.3.3.2 The site visit report must be in one of the following

Microsoft Word document, PDF, or PowerPoint acceptable. Site visit reports shall include: Summary of the visit, findings, identified strengths or best practices.

4.10 Logistics and Preparation

4.10.1 Begin site visit process within 60-90 business days before the site visit date.

Provide their own laptop computer, arrange for a toll-free conference call line and any other supplies necessary to carry out the operational review. As part of the first phase of the on-site or remote compliance process:

4.10.1.1 Ensure all pre-site visit preparation and planning methods are consistent across all Consultants/Key Personnel and all key activities are transparent to the PO, COR and participant sites.

4.10.1.2 Identify all participants and initiate the engagement with assistance of PO at 30 days and 7 days of the in-person site visit.

4.10.1.3 Develop and track participant site visit plan that includes all stages of the process including key activities for each phase, simulation scenarios, including the timelines and responsible parties (the contractor shall periodically send an updated plan to the PO, COR and participant site to keep them appraised of activities).

4.10.1.4 Discuss and determine the facilitation modality, including which simulation scenarios the Contractor will conduct.

4.10.1.5 Develop and use a standardized on-site agenda (may modify to fit the needs of the participant site).

4.10.1.6 Convene at least two (2) pre-planning calls:

4.10.1.6.1 One (1) 30-minute conference call with COR, PO and

Contractor to discuss dates, site visit plan, methods and required documents, roles and responsibilities (within 60 business days of site visit.

4.10.1.6.2 One (1) 30-minute call with the COR, PO and Contractor to discuss the assessment tool, documents and preliminary findings (30 business days before site visit). The consultant/key personnel shall submit the completed pre-visit site visit assessment summary of any concerns, questions or areas of focus to the PO for review and discussion

4.10.2 Send the site visit confirmation email, site visit plan to the participant site within 7 business days of in-person site visit.

4.11 Basic Security Requirements

4.11.1 Applicability. The requirements herein apply whether the entire contract or order (hereafter “contract”), or portion thereof, includes either or both of the following:

4.11.1.1 Access (Physical or Logical) to Government Information: A

Contractor (and/or any subcontractor) employee will have or will be given the ability to have, routine physical (entry) or logical (electronic) access to government information.

4.11.1.2 Operate a Federal System Containing Information: A

Contractor (and/or any subcontractor) will operate a federal system and information technology containing data that supports the HHS mission. In addition to the Federal Acquisition Regulation (FAR)

Subpart 2.1 definition of “information technology” (IT), the term as used in this section includes computers, ancillary equipment (including imaging peripherals, input, output, and storage devices necessary for security and surveillance), peripheral equipment designed to be controlled by the central processing unit of a computer, software, firmware and similar procedures, services (including support services), and related resources.

4.11.2 Safeguarding Information and Information Systems. In accordance with the Federal Information Processing Standards Publication (FIPS)199, Standards for Security Categorization of Federal Information and Information Systems, the Contractor (and/or any subcontractor) shall:

4.11.2.1 Protect government information and information systems in order to ensure:

Confidentiality, which means preserving authorized restrictions on access and disclosure, based on the security terms found in this contract, including means for protecting personal privacy and proprietary information;

Integrity, which means guarding against improper information modification or destruction, and ensuring information non-repudiation and authenticity; and Availability, which means ensuring timely and reliable access to and use of information.

4.11.2.2 Provide security for any Contractor systems, and information contained therein, connected to an HHS network or operated by the Contractor on behalf of HHS regardless of location. In addition, if new or unanticipated threats or hazards are discovered by either the agency or contractor, or if existing safeguards have ceased to function, the discoverer shall immediately, within one (1) hour or less, bring the situation to the attention of the other party.

4.11.2.3 Adopt and implement the policies, procedures, controls, and standards required by the HHS Information Security Program to ensure the confidentiality, integrity, and availability of government information and government information systems for which the Contractor is responsible under this contract or to which the Contractor may otherwise have access under this contract. Obtain the HHS Information Security Program security requirements, outlined in the HHS Information Security and Privacy Policy (IS2P), by contacting the CO/COR or emailing fisma@hhs.gov.

4.11.2.4 Comply with the Privacy Act requirements.

4.11.3 Protection of Sensitive Information. For security purposes, information is or may be sensitive because it requires security to protect its confidentiality, integrity, and/or availability. The Contractor (and/or any subcontractor) shall protect all government information that is or may be sensitive in accordance with OMB Memorandum M-06-16, Protection of Sensitive Agency Information by securing it with a FIPS 140-2 validated solution.

See the HHS Standard for the Definition of Sensitive Information, for additional information in defining and protecting sensitive information.

4.11.4 Confidentiality and Nondisclosure of Information. Any information provided to the contractor (and/or any subcontractor) by HHS or collected by the contractor on behalf of HHS shall be used only for the purpose of carrying out the provisions of this contract and shall not be disclosed or made known in any manner to any persons except as may be necessary in the performance of the contract. The Contractor assumes responsibility for protection of the confidentiality of Government records and shall ensure that all work performed by its employees and subcontractors shall be under the supervision of the Contractor. Each Contractor officer or employee or any of its subcontractors to whom any HHS records may be made available or disclosed shall be notified in writing by the Contractor that information disclosed to such officer or employee can be used only for that purpose and to the extent authorized herein. The confidentiality, integrity, and availability of such information shall be protected in accordance with HHS and HRSA policies.

Unauthorized disclosure of information will be subject to the HHS/HRSA sanction policies and/or governed by the following laws and regulations:

a. 18 U.S.C. 641 (Criminal Code: Public Money, Property or Records);

b. 18 U.S.C. 1905 (Criminal Code: Disclosure of Confidential Information); and

c. 44 U.S.C. Chapter 35, Subchapter I (Paperwork Reduction Act).

4.11.5 Contractor Non-Disclosure Agreement (NDA). Each Contractor (and/or any subcontractor) employee having access to non-public government information under this contract shall complete the HRSA non-disclosure agreement. A copy of each signed and witnessed NDA shall be submitted to the Contracting Officer (CO) and/or CO Representative (COR) prior to performing any work under this acquisition.

4.11.6 Training

4.11.6.1 Mandatory Training for All Contractor Staff. All

Contractor (and/or any subcontractor) employees assigned to work on this contract shall complete the applicable HHS/IHS Contractor Information Security Awareness, Privacy, and Records Management training (provided upon contract award) before performing any work under this contract. Thereafter, the employees shall complete HHS/IHS Information Security Awareness, Privacy, and Records Management training at least annually, during the life of this contract.

All provided training shall be compliant with HHS training policies.

4.11.6.2 Role-based Training. All Contractor (and/or any

subcontractor) employees with significant security responsibilities (as determined by the program manager) must complete role-based training annually commensurate with their role and responsibilities in accordance with HHS policy and the HHS Role-Based Training (RBT) of Personnel with Significant Security Responsibilities Memorandum.

4.11.6.3 Training Records. The Contractor (and/or any subcontractor) shall maintain training records for all its employees working under this contract in accordance with HHS policy. The training records shall be provided to the CO and/or COR within 30 days after contract award and annually thereafter or upon request.

4.11.7 Rules of Behavior

4.11.7.1 The Contractor (and/or any subcontractor) shall ensure that all employees performing on the contract comply with the HHS Information Technology General Rules of Behavior, the IHS Information Technology Rules of Behavior (included in the IHS Information Security and Privacy Awareness Training), and any applicable system-level rules of behavior.

4.11.7.2 All Contractor employees performing on the contract must read and adhere to the Rules of Behavior before accessing Department data or other information, systems, and/or networks that store/process government information, initially at the beginning of the contract and at least annually thereafter, which may be done as part of annual IHS Information Security Awareness Training. If the training is provided by the contractor, the signed ROB must be provided as a separate deliverable.

4.11.8 Incident Response

4.11.8.1 FISMA defines an incident as “an occurrence that (1) actually or imminently jeopardizes, without lawful authority, the integrity, confidentiality, or availability of information or an information system; or (2) constitutes a violation or imminent threat of violation of law, security policies, security procedures, or acceptable use policies. The HHS Policy for IT Security and Privacy Incident Reporting and Response further defines incidents as events involving cybersecurity and privacy threats, such as viruses, malicious user activity, loss of, unauthorized disclosure or destruction of data, and so

on. A privacy breach is a type of incident and is defined by Federal Information Security Modernization Act (FISMA) as the loss of control, compromise, unauthorized disclosure, unauthorized acquisition, or any similar occurrence where (1) a person other than an authorized user accesses or potentially accesses personally identifiable information or (2) an authorized user accesses or potentially accesses personally identifiable information for an other than authorized purpose. The HHS Policy for IT Security and Privacy

Incident Reporting and Response further defines a breach as “a suspected or confirmed incident involving PII”. In the event of a suspected or confirmed incident or breach, the Contractor (and/or any subcontractor), the Contractor (and/or any subcontractor) shall:

4.11.8.1.1 Protect all sensitive information, including any PII created, stored, or transmitted in the performance of this contract so as to avoid a secondary sensitive information incident with FIPS 140-2 validated encryption.

4.11.8.1.2 NOT notify affected individuals unless so instructed by the Contracting Officer or designated representative. If so instructed by the Contracting Officer or representative, the Contractor shall send notifications to affected individuals as expeditiously as practicable, without unreasonable delay, and in accordance with applicable law.

4.11.8.1.3 Report all suspected and confirmed information security and privacy incidents and breaches to the IHS Security Operations Center (SOC), COR, CO, IHS SOP (or his or her designee), and other stakeholders, including incidents involving PII, in any medium or form, including paper, oral, or electronic, as soon as possible and without unreasonable delay, no later than one (1) hour, and consistent with the applicable IHS and HHS policy and procedures, NIST standards and guidelines, as well as US- CERT notification guidelines. The types of information required in an incident report must include at a minimum:

company and point of contact information, contract information, impact classifications/threat vector, and the type of information compromised. In addition, the Contractor shall:

4.11.8.1.3.1 cooperate and exchange any information, as determined by the Agency, necessary to effectively manage or mitigate a suspected or confirmed breach;

4.11.8.1.3.2 not include any sensitive information in the subject or body of any reporting e-mail; and

4.11.8.1.3.3 encrypt sensitive information in attachments to email, media, etc.

4.11.8.1.4 Comply with OMB M-17-12, Preparing for and

Responding to a Breach of Personally Identifiable Information, HHS, and IHS incident response policies when handling PII breaches.

4.11.8.1.5 Provide full access and cooperate on all activities as determined by the Government to ensure an effective incident response, including providing all requested images, log files, and event information to facilitate rapid resolution of sensitive information incidents. This may involve disconnecting the system processing, storing, or transmitting the sensitive information from the Internet or other networks or applying additional security controls.

4.11.9 Position Sensitivity Designations

4.11.9.1 When applicable all Contractor (and/or any subcontractor) employees must obtain a background investigation commensurate with their position sensitivity designation that complies with Parts 1400 and 731 of Title 5, Code of Federal Regulations (CFR). The following position sensitivity designation levels apply to this solicitation/contract: The requiring activity representative, in conjunction with Personnel Security, shall use the OPM Position Sensitivity Designation automated tool (https://www.opm.gov/investigations/) to determine the sensitivity designation for background investigations. After making those determinations, include all applicable position sensitivity designations.

4.11.10 Homeland Security Presidential Directive (HSPD)-12

4.11.10.1 The Contractor (and/or any subcontractor) and its employees shall comply with Homeland Security Presidential Directive (HSPD)- 12, Policy for a Common Identification Standard for Federal Employees and Contractors; OMB M-05-24; FIPS 201, Personal Identity Verification (PIV) of Federal Employees and Contractors;

HHS HSPD-12 policy; and Executive Order 13467, Part 1 §1.2. For additional information, see HSPD-12 policy at:

https://www.dhs.gov/homeland-security-presidential-directive-12

4.11.10.2 Roster. The Contractor (and/or any subcontractor) shall submit a roster by name, position, e-mail address, phone number and responsibility, of all staff working under this acquisition where the Contractor will develop, have the ability to access, or host and/or maintain a government information system(s). The roster shall be submitted to the COR, with a copy to the Contracting Officer, within 14 days of the effective date of this contract. Any revisions to the roster as a result of staffing changes shall be submitted within 14 days of the change. The COR will notify the Contractor of the appropriate level of investigation required for each staff member. If the employee is filling a new position, the Contractor shall provide a position https://www.dhs.gov/homeland-security-presidential-directive-12 description and the Government will determine the appropriate suitability level.

4.11.11 Contract Initiation and Expiration

4.11.11.1 General Security Requirements. The Contractor (and/or any subcontractor) shall comply with information security and privacy requirements, to ensure information is appropriately protected from initiation to expiration of the contract. All information systems development or enhancement tasks supported by the contractor shall follow the IHS information security requirement and processes, in accordance with the HHS Contract Closeout Directive (2018).

4.11.11.1.1 HHS EA requirements may be located here:

https://www.hhs.gov/ocio/ea/documents/proplans.html

4.11.11.2 System Documentation. Contractors (and/or any

subcontractors) must follow and adhere to NIST SP 800-64, Security Considerations in the System Development Life Cycle, at a minimum, for system development and provide system documentation at designated intervals (specifically, at the expiration of the contract) within the EPLC that require artifact review and approval.

4.11.11.3 Sanitization of Government Files and Information. As part of contract closeout and at expiration of the contract, the Contractor (and/or any subcontractor) shall provide all required documentation to the CO and/or COR to certify that, at the government’s direction, all electronic and paper records are appropriately disposed of and all devices and media are sanitized in accordance with NIST SP 800-88, Guidelines for Media Sanitization.

4.11.11.4 Notification. The Contractor (and/or any subcontractor) shall notify the CO and/or COR and system ISSO within 10 days before an employee stops working under this contract.

4.11.11.5 Contractor Responsibilities upon Physical Completion of the Contract. The contractor (and/or any subcontractors) shall return all government information and IT resources (i.e., government information in non-government-owned systems, media, and backup systems) acquired during the term of this contract to the CO and/or COR. Additionally, the Contractor shall provide a certification that all government information has been properly sanitized and purged from Contractor-owned systems, including backup systems and media used during contract performance, in accordance with HHS and/or IHS policies.

5.0 TYPE OF ORDER

This is a firm fixed price purchase order.

6.0 PERIOD OF PERFORMANCE

The period of performance shall be for a base period of twelve months from date of award, with no option period. The work shall be performed at the Contractor’s primary facility, and selected IHS and Tribal sites.

7.0 PLACE OF PERFORMANCE

Parker Indian Health Center, Parker, AZ Crow Northern Cheyenne Hospital, Hardin, MT Claremore Indian Hospital, Claremore, OK Cheyenne River Health Center, Eagle Butte, SD Southeast Alaska Regional Healthcare Consortium (tribal), Sitka and Wrangell, AK Anchorage EMS, Alaska Northern Navajo Medical Center, Shiprock, NM Tséhootsooí Medical Center, Fort Defiance, AZ (tribal) Gallup Indian Medical Center, Gallup, NM Zuni Comprehensive Health Center, Zuni, NM Whiteriver Indian Hospital, Whiteriver, AZ Chinle Comprehensive Health Care Facility, Chinle, AZ Rosebud IHS Hospital, Rosebud, SD

8.0 REPORT(S)/DELIVERABLES AND DELIVERY SCHEDULE

DELIVERABLE DELIVERABLE DESCRIPTION / FORMAT

REQUIREMENTS DUE DATE

4.2 Kick-off meeting Within 45 business

days of EDOC

4.3 Touch base meetings Monthly and PRN

4.3.3 Manage meeting invitations, provide the conference line or virtual platform, host and co-facilitate the awardee call with the COR and PO

Monthly, Annual briefing and PRN

4.3.4 Action items identified from meetings Monthly and PRN

4.4 Annual Briefing via virtual platform with prepared report in PDF document.

Within 30 business days prior to end of contract year

4.4.1.1 Train-the-trainer webinar Duration of fiscal

year

4.5.2 Final annual report 30 days prior to the

end of the base year.

4.6.1.2 Contractor will connect participating site with AMC partner or State Partner

Prior to site visit

4.7 Federal Records Management

Manage and maintain Federal records, including electronic records per the Federal Records Act

Duration of contract

4.9.1 The contractor shall conduct on-site visits of participating facilities (IHS/Tribal/EMS), NPRP assessments, and resources

Duration of fiscal year survey of participant sites to support the program oversight, monitoring, and quality improvement.

4.9.3.3 Post-site visit report one month after site visit 1 month/30 days after in-person site visit

4.9.3.3.2 The site visit report must be in one of the following: Microsoft Word document, PDF, or PowerPoint are acceptable.

1 month/30 days after in-person site visit

4.10 Begin site visit process 60-90 business days

before site visit date

4.10.1.2 Identify all participants and initiate the engagement with assistance of PO

30 days and 7 days of the in-person site visit.

4.10.4 Notify all participants of finalized site plans with assistance of PO

7 days of the in-person site visit.

4.10.2 Manage meeting invitations, provide the conference line or virtual platform, host and co-facilitate call with the PO

Monthly and PRN

4.11 Follow Basic Security Requirements outlined in section 4.11 Throughout contract

9.0 PAYMENT

Payment frequency will be determined upon award.