GESIS Attachment J1_Task_Order.pdf

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Attachment J.1 Request for Task Order Proposal

*This is a firm fixed price task order.*

Task Order Title: Strategic Information Services in Support of Prevention of Mother To

Child Transmission (PMTCT) Programs

1. Background & Purpose

At the Centers for Disease Control and Prevention (CDC), the Global AIDS Program (GAP) has been actively involved in PEPFAR since its beginning in 2003, with its highly-trained behavioral, health, and laboratory scientists, epidemiologists, medical officers, and public health advisors working at headquarters and in the field and regional offices to support national strategies for sustainable, integrated HIV/AIDS prevention, care, and treatment programs. GAP staff provides expertise in the areas of HIV/AIDS prevention, care, and treatment, infrastructure development, laboratory capacity building, monitoring and evaluation, surveillance, and public health evaluation research.

At headquarters, members of GAP’s Epidemiology and Strategic Information Branch (ESIB) and

Health Economics, Health Systems and Integration Branch (HESIB) develop and maintain HIV-related information and reporting systems, monitor and evaluate HIV/ AIDS prevention, care, and treatment programs, strengthen in-country capacity to conduct HIV/AIDS surveillance, perform epidemiologic investigations, support routine cost monitoring and economic evaluation, and assess, monitor and evaluate the strength of health systems. Headquarters’ staff are organized in committees and technical work groups to effectively advance technical expertise in SI as well as support country teams in the collection, analysis and use of information.

In the field offices, members of GAP work directly with the Ministries of Health, funded partners, and multilateral partners, share responsibilities to develop and maintain HIV-related information and reporting systems, monitor and evaluate HIV/ AIDS prevention, care, and treatment programs, strengthen in-country capacity to conduct HIV/AIDS surveillance, perform epidemiologic investigations, support routine cost monitoring and economic evaluation, and assess, monitor and evaluate the strength of health systems. Field teams are also organized to in committees and technical work groups to actively support the collection, analysis, and use of strategic information.

Broadly viewed, strategic information (SI) is comprised of a range of activities that collect, analyze, and use information about health and disease and about the program response. These

[2] activities include: program monitoring and evaluation (M&E), surveillance and surveys, disease outbreak and epidemiologic investigation, cost monitoring and economic evaluation, epidemic and cost modeling, and statistics, all supported by the appropriate health information systems (HIS), including geographic information systems and vital registration systems. SI is used as a tool for synthesizing relevant information from multiple sources to assist with strategic planning, program improvement, accountability, and sharing with key stakeholders. In the area of HIV, collecting SI serves to assist countries in planning and monitoring their HIV/AIDS epidemics advocating for continued support of HIV/AIDS prevention, care, and treatment programs, coordinating efforts of the international donor community, providing information for managing PEPFAR and other global initiatives, and demonstrating progress of PEPFAR in reports to the U.S. Congress.

The objective of this task order is to provide an integrated and comprehensive contract for responsive, efficient, and cost-effective technical assistance, capacity building and support for

CDC-funded global strategic information activities (health economics, monitoring and evaluation, modeling, and auxiliary services) in support of PMTCT programs, including the promotion of family planning to persons and families living with HIV/AIDS and receiving HIV prevention, care, and treatment services.

2. Scope of Work

The Contractor shall provide the labor, technology, materials, supplies, travel transportation and per diem, and other incidentals necessary to conduct the following activities: Provide capacity building, technical assistance, and other support to headquarters and country costing, economic evaluation, and resource and impact modeling, monitoring and evaluation, and auxiliary and other support services.

3. Specific Tasks

The Contractor shall be required to perform the following tasks and subtasks as specified below.

Task 1.0 Health Economics and Monitoring & Evaluation of Prevention of

Mother To Child Transmission (PMTCT)and Family Planning to Persons Living With

HIV/AIDS (PLWHA)

Subtask 1.1 Develop a generic technical protocol with data collection instruments to collect program cost data (facility, partner, and program level costs) in the areas of

PMTCT and family planning (to persons and families living with HIV/AIDS and receiving HIV prevention, care, and treatment services) to inform service delivery planning in PEPFAR II.

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Subtask 1.2 Provide technical assistance and capacity building in response to inquiries from

CDC field offices and Ministries of Health to conduct PMTCT and HIV/FP costing studies in Swaziland and Cote d’Ivoire. Adapt the generic protocol and instruments developed in Subtask 1.1 to the needs of these countries, and conduct field data collection to estimate PMTCT and HIV/FP costs.

Subtask 1.3 Conduct rapid assessment of routine PMTCT monitoring systems in Swaziland and Cote d’Ivoire and develop a conceptual approach and methods to assess cost relative to outcomes in PTMCT programs, first using data that can be drawn from the routine monitoring systems, and second, proposing supplemental data collection methods if needed.

Subtask 1.4 Develop (or adapt for this use) a PMTCT and family planning resource needs and impact model to inform headquarters and field teams on the cost and expected outcomes and impact (e.g., reduction in new pediatric HIV infections) of scale-up of the PMTCT and family planning efforts, based on inputs from findings of the 3-country costing study. Present a preliminary model to CDC and other USG agency stakeholders at HQ.

Subtask 1.5 Design a (or adapt an existing) pilot data collection instrument, with instructions, for the collection and reporting of routine PMTCT program expenditures and standard results (from the Next Generation Indicators) from

USG-funded partners to USG country teams and headquarters. Expenditures and results should both be aligned on the U.S. fiscal year.

Subtask 1.6 Design a (or adapt an existing) data quality assessment (DQA) protocol with data collection instruments specifically to assess the quality of the key PMTCT indicators (described in the NGI guidance) that are reported quarterly or semiannually from USG-funded partners to country teams, and conduct a

PMTCT data quality assessment in Swaziland and Cote d’Ivoire, in collaboration with CDC headquarters staff, CDC field office staff, PMTCT implementing partner staff, and MOH staff. Develop recommendations and an action plan to address the recommendations of the 2-country DQA, overall and for each country.

Task 2.0 Ancillary and Other Support Services

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Task 2.1 Provide logistical and technical support to a 3-day multi-country (10 countries invited, 3 persons per country) consultation to be held in Johannesburg, South

Africa to share preliminary findings and lessons learned from the 2-country

PMTCT/FP costing study, to share protocols and instruments, to demonstrate the resource needs/impact model, and to draft additional country plans to conduct

PMTCT costing, cost-outcome, and cost-impact studies. Approximately 50 participants will be by invitation only and drawn primarily from Sub-Saharan

Africa, the US, and Europe.

Task 2.2 Locate two full-time employees (one economist, one HIV/MCH M&E specialist) to work within CDC headquarters office in Atlanta to provide technical assistance and support to all activities listed in Task 1.0, in addition to their other duties as part of GAP ESIB. The economist would be placed with the Health Economics and Finance Team within the Health Economics, Health

Systems, and Integration Branch, and the M&E specialist would be placed with the M&E Team within the Epidemiology and Strategic Information Branch.

4. Reporting Requirements

The Contractor shall provide deliverables in accordance with the delivery schedule below, as well the deliverables for the overall contract, to the Contracting Officer Technical Representative (COTR).

5. Period of Performance

Twelve (12) months from the award date of task order, The effective date of the task order will be stated in the order.

6. Deliverables The items specified for delivery are subject to the review and approval of the GAP Contracting Officer

Technical Representative (COTR)s before final acceptance. The Contractor shall be required to make revisions deemed necessary by the GAP Contracting Officer Technical Representative (COTR)s. The

Contractor shall submit the following deliverables to the GAP Contracting Officer Technical

Representative (COTR)s:

Schedule for Deliverables

Tasks/Subtasks Work Requested Due Date

Task 1: Health economics and M&E of PMTCT/FP

Subtask 1.1 Develop protocol and data collection instruments.

Protocol and data collection instruments within 2 months of

[5] effective date of task order award.

Subtask 1.2 Planning materials (including adapted protocol and data collection tools).

Training materials, presentations, or other materials used for capacity building.

Preliminary and final analytic output, data sets, reports, and manuscripts from costing studies.

Trip reports.

Adapted protocol and data collection tools within 4 months of effective date of task order award. Collect data within 6 months of effective date of task order award.

Final analytic output within 8 months of effective date of task order award. Manuscripts and reports within 12 months of effective date of task order award.

Trip report within 2 weeks following country visits.

Subtask 1.3 Rapid assessment tools developed.

Brief report from assessment of

PMTCT monitoring systems.

Description of conceptual approach and methods for collection of outcomes data.

Rapid assessment tools within 4 months of effective date of task order award.

Brief report from assessment within 6 months within effective date of task order award.

Description of conceptual approach within 8 months of effective date of task order award.

Trip report within 2 weeks following country visits.

Subtask 1.4 Model developed.

Presentation to HQ.

Model developed within 4 months of effective date of task order award.

Presentation to HQ within 6 months of effective data of task order award.

Subtask 1.5 Data collection instrument and instructions developed.

Data collection instruments with instructions within 6 months of effective date of task order award.

Subtask 1.6 Protocol and data collection Protocol and data collection tools

[6] instruments developed.

Training materials, presentations, or other materials used for capacity building.

Preliminary and final analytic output, data sets, and action plans.

within 2 months of effective date of task order award. Collect data within 4 months of effective date of task order award.

Final analytic output within 6 months of effective date of task order award. Action plans within

6 months of effective date of task order award.

Trip report within 2 weeks following country visits.

Task 2: Auxiliary and Other Support Services

Subtask 2.1 Technical materials in preparation for the meeting.

Logistical arrangements for the meeting.

Brief summary report from

Collection of draft country plans for further PMTCT costing.

Conduct meeting, including preparation of generic and country-adapted support materials, within 10 months of effective date of task order award.

Brief summary report within 2 weeks following completion of meeting.

Subtask 2.2 Quarterly project summary from each contractor staff co-located with GAP, including accomplishments and documents/ deliverables produced.

Project summaries due every 3 months from effective date of task order award.

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7. Performance-Based Matrix

Service Required Measures of Success

Indicators Standards - Criteria for Acceptance Method of

Surveillance "Incentives" Positive or Negative

1. SubTask 1.1 Develop protocol and data collection instruments

Contractor shall submit 2 paper copies of all deliverables (one to the COTR and one to the Contracting Officer).

Contractor shall transmit one electronic copy of deliverables to the COTR.

100% of reports adhere to applicable regulations and legislation and in the correct format in accordance with the

COTR.

Customer review and observation.

Past Performance and Evaluation to Determine whether or not to Exercise Future Options.

Timeliness – Due within 2 months of effective date of task order award.

100% of time delivered by due date specified in task order unless delay is approved in advanced by COTR.

Customer review and observation.

Past Performance and Evaluation to Determine whether or not to Exercise Future Options.

2. SubTask 1.2

Planning materials

(including adapted protocol and data collection tools).

Training materials, presentations, or other materials used for capacity building.

Preliminary and final analytic output, data sets, reports, and manuscripts from costing studies.

Contractor shall submit 2 paper copies of all deliverables (one to the COTR and one to the Contracting Officer).

Contractor shall transmit one electronic copy of deliverables to the COTR.

100% of reports adhere to applicable regulations and legislation and in the correct format in accordance with the

COTR.

Customer review and observation.

Past Performance and Evaluation to Determine whether or not to Exercise Future Options.

Timeliness – Adapted protocol and data collection tools within 4 months of effective date of task order award. Collect data within 6 months of effective date of task order award.

Final analytic output within 8 months of effective date of task order award.

Trip report within 2 weeks following country visits.

100% of time delivered by due date specified in task order unless delay is approved in advanced by COTR.

Customer review and observation.

Past Performance and Evaluation to Determine whether or not to Exercise Future Options.

3. SubTask 1.3

Rapid assessment tools developed.

Brief report from paper copies of all deliverables (one to the COTR and one to the Contracting Officer).

Contractor shall transmit one electronic copy of deliverables to the COTR.

100% of reports adhere to applicable regulations and legislation and in the correct format in accordance with the

COTR.

Customer review and observation.

Past Performance and Evaluation to Determine whether or not to Exercise Future Options.

[8] assessment of PMTCT monitoring systems.

Description of conceptual approach and methods for collection of outcomes data.

Timeliness - Rapid assessment tools within 4 months of effective date of task order award.

Brief report from assessment within 6 months within effective date of task order award.

Description of conceptual approach within 8 months of effective date of task order award.

Trip report within 2 weeks following country visits.

100% of time delivered by due date specified in task order unless delay is approved in advanced by COTR.

Customer review and observation.

Past Performance and Evaluation to Determine whether or not to Exercise Future Options.

4. SubTask 1.4

Model developed.

Presentation to HQ.

paper copies of all deliverables (one to the COTR and one to the Contracting Officer).

Contractor shall transmit one electronic copy of deliverables to the COTR.

100% of reports adhere to applicable regulations and legislation and in the correct format in accordance with the

COTR.

Customer review and observation.

Past Performance and Evaluation to Determine whether or not to Exercise Future Options.

Timeliness - Model developed within 4 months of effective date of task order award.

Presentation to HQ within 6 months of effective date of task order award.

100% of time delivered by due date specified in task order unless delay is approved in advanced by COTR.

Customer review and observation.

Past Performance and Evaluation to Determine whether or not to Exercise Future Options.

5. SubTask 1.5

Data collection instrument and instructions developed.

Contractor shall submit 2 paper copies of all deliverables (one to the COTR and one to the Contracting Officer).

Contractor shall transmit one electronic copy of deliverables to the COTR.

100% of reports adhere to applicable regulations and legislation and in the correct format in accordance with the

COTR.

Customer review and observation.

Past Performance and Evaluation to Determine whether or not to Exercise Future Options.

Timeliness - Data collection instruments with instructions within 6 months of effective date of task order award.

100% of time delivered by due date specified in task order unless delay is approved in advanced by COTR.

Customer review and observation.

Past Performance and Evaluation to Determine whether or

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6. Subtask 1.6

Protocol and data collection instruments developed.

Training materials, presentations, or other materials used for capacity building.

Preliminary and final analytic output, data sets, and action plans.

paper copies of all deliverables (one to the COTR and one to the Contracting Officer).

Contractor shall transmit one electronic copy of deliverables to the COTR.

100% of reports adhere to applicable regulations and legislation and in the correct format in accordance with the

COTR.

Customer review and observation.

Past Performance and Evaluation to Determine whether or not to Exercise Future Options.

Timeliness - Protocol and data collection tools within 2 months of effective date of task order award. Collect data within 4 months of effective date of task order award.

Final analytic output within

6 months of effective date of task order award. Action plans within 6 months of effective date of task order award.

Trip report within 2 weeks following country visits.

100% of time delivered by due date specified in task order unless delay is approved in advanced by COTR.

Customer review and observation.

Past Performance and Evaluation to Determine whether or not to Exercise Future Options.

4. SubTask 2.1

Technical materials in preparation for the meeting.

Logistical arrangements for the meeting.

Brief summary report from

Collection of draft country plans for further PMTCT costing.

Contractor shall submit 2 paper copies of all deliverables (one to the COTR and one to the Contracting Officer).

Contractor shall transmit one electronic copy of deliverables to the COTR.

100% of reports adhere to applicable regulations and legislation and in the correct format in accordance with the

COTR.

Customer review and observation.

Past Performance and Evaluation to Determine whether or not to Exercise Future Options.

Timeliness - Conduct meeting, including preparation of generic and country-adapted support materials, within 10 months of effective date of task order award. Brief summary report within 2 weeks following completion of meeting.

100% of time delivered by due date specified in task order unless delay is approved in advanced by COTR.

Customer review and observation.

Past Performance and Evaluation to Determine whether or not to Exercise Future Options.

5. SubTask 2.2

Quarterly project summary from each contractor staff co-located with GAP, including accomplishments and documents/ deliverables produced.

Contractor shall submit 2 paper copies of all deliverables (one to the COTR and one to the Contracting Officer).

Contractor shall transmit one electronic copy of deliverables to the COTR.

100% of reports adhere to applicable regulations and legislation and in the correct format in accordance with the

COTR.

Customer review and observation.

Past Performance and Evaluation to Determine whether or

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8. Non-Personal Services Statement

Contractor employees performing services under this order will be controlled, directed and supervised at all times by management personnel of the contractor. Contractor employees will perform independent of and without the supervision of any Government official. Actions of contractor employees may not be interpreted or implemented in any manner that results in any contractor employee creating or modifying Federal policy, obligating the appropriated funds of the U.S. Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the Federal Acquisition Regulation (FAR). The Government will control access to the facility and will perform the inspection and acceptance of the completed work.

9. Technical Evaluation Criteria for Task Order

The Technical Evaluation Criteria for the task order is comprised of three areas worth up to 100 points.

See Section M for more details about how this task order will be evaluated in context of contract award.

The three areas are:

(1) Understanding of Requirements and Proposed Technical Approach (40 points)

(2) Past Experience (35 points)

(3) Management Approach and Experience of Key Personnel (25 points)

A. Understanding of Requirements and Proposed Technical Approach

(1) The Contractor shall provide a clear and succinct statement of the requirements for this task order in the Contractor’s own words to demonstrate his/her understanding of building capacity and providing technical assistance and other support in technical areas specific to this task order

(including, for example, but not limited to economic studies; program-based expenditure monitoring; epidemic, program and resource needs modeling; standard data elements, indicators, and systems used to monitor PMTCT programs; common challenges in evaluating PMTCT programs; conducting data quality assessments of facility-based services) and in geographic areas specified in this task order (Swaziland, Cote d’Ivoire, and South Africa).

(2) The Contractor shall describe in a clear and succinct statement the specific problem, scope, purpose, and objectives of this task order in the Contractor’s own words to demonstrate his/her understanding of the intent and requirements of the task order and subtasks and the major potential

Timeliness - Project summaries due every 3 months from effective date of task order award.

100% of time delivered by due date specified in task order unless delay is approved in advanced by COTR.

Customer review and observation.

Past Performance and Evaluation to Determine whether or

[11] challenges which may be encountered and possible solutions to these challenges to complete the tasks and subtasks.

(3) The Contractor shall describe in detail his/her proposed methodology and technical approach to comply with each of the requirements specified in this task order, including phases of tasks and subtasks, methods to be utilized for each subtask, person hours for key personnel, and scheduling of time and resources as noted in the section on Management Approach and Experience of Key

Personnel. Proposed methodology and technical should be described for the technical areas specific to this task order and for any special considerations in conducting the work in the geographic areas specified in this task order.

B. Past Experience

(1) The Contractor shall provide a clear and succinct demonstration of his/her recent successful experiences providing capacity building, technical assistance, and other support for economic evaluation and monitoring and evaluation of HIV prevention, care and treatment programs and integrated HIV/MCH programs at headquarters and in countries (within the past 5 years) and in his/her adherence to task schedules and mission requirements, responsiveness to technical direction, and ability to overcome program, technical, or schedule difficulties without extensive guidance from the procuring agency. Experience should be described for the technical areas specific to this task order and for the geographic areas specified in this task order.

(2) The Contractor shall briefly describe his/her previous experience (within the past 5 years) in providing similar world-wide support for each type of service outlined in Section 3 (Specific

Tasks) of this task order, including the location and nature of work, project start date and end dates, dollar amount of contract, and names, titles, e-mail addresses, and telephone numbers of customers to be consulted as references. Experience should be described for the technical areas specific to this task order and for the geographic areas specified in this task order.

(3) The Contractor shall provide a clear and succinct demonstration, relative to the technical and geographic areas specific to this task order, of his/her experience of having integrated as a team, worked cooperatively with the existing workforce (Government and/or other contractors), solved business management problems without extensive guidance from the procuring agency, and quickly increased capacity to perform the necessary services required in the event of a workload surge and/or emergency situation.

C. Management Approach and Experience of Key Personnel

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(1) The Contractor shall provide an Organizational Chart, specific to this task order, of the overall management of critical events for this task order and its subtasks, including a clear delineation of staff authorities and lines of responsibilities, with special emphasis on relationships with any subcontractors, other contractors, and CDC service organizations.

(2) The Contractor shall provide a task order-specific Management Schedule of critical events for this task order and subtasks indicating expenditure of person hours. The completeness, practicality, feasibility, and quality of the overall plan must be evident.

(3) The Contractor shall provide a brief curriculum vitae for each key individual, specific to this task order, summarizing his/her relevant academic training, professional experience, and qualifications in such a way that it is clear each individual is qualified to perform the duties to be assumed. The Contractor shall indicate the percentage of time that proposed key staff is currently allocating to other projects, the length of time the other projects will run, and the availability and commitment of the staff at the effective date of the task order award and throughout the task order period of performance. The Contractor shall make every effort to retain the staff listed when the task order is awarded. The level of staff expertise and qualifications as initially proposed shall not be compromised in the event of staff turnover.

(4) If applicable, the Contractor shall provide a task order-specific Subcontracting Plan and a brief narrative summary of management practices utilized to select and award subcontracts, evaluate subcontractor performance, and enforce quality control procedures. If applicable, the

Contractor shall describe his/her ability and success (within the past 5 years) of subcontracting with small businesses, small disadvantaged businesses, woman owned small businesses, HUB Zone small businesses, veteran owned small businesses, and/or service disabled veteran owned small businesses.

10. Business Criteria for Task Order Include all supporting costs for each Task Request for evaluation (fringe, overhead rate, G&A, profit etc). Supporting Documentation for each proposed cost must be included (payroll records, indirect rate agreement, vendor quotes, etc.). It is anticipated that the majority of task orders issued under this contract will be Firm Fixed Price. As such, the pricing for the Request for Task Order Proposal will be Firm Fixed Price.

The itemized cost and the rationale for individual cost categories shall be furnished as follows:

(1) Direct Labor. Provide a weekly breakdown of labor hours, rates, and cost by appropriate category, and furnish bases for estimates;

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(2). Indirect Costs. Indicate how you have computed and applied your indirect costs (overhead rate, G&A rate etc.), including cost breakdowns. Show trends and budgetary data to provide a basis for evaluating the reasonableness of proposed rates. Indicate the rates used and provide an appropriate explanation;

(3) Other Direct Costs. Provide a breakdown of all other costs not otherwise included in the categories listed above (e.g. computer and consultant services, training etc.) and provide bases for pricing;

(4) Fringe Benefits: Show fringe benefits as a separate cost category. Include the rate(s) and the method of calculating fringe benefits. Provide a copy of the fringe benefit rate and institutional guidelines;

(5) Materials and Services: Provide a consolidated priced summary of individual material quantities included in the various tasks, orders, or contact line items being proposed and the basis for pricing (vendor quotes, invoice prices, etc.). Include raw materials, parts, components, assemblies, and services to be produced or performed by others. For all items proposed, identify the item and show the source, quantity, price, and extent of competition;

(6) Royalties. If royalties exceed $1,500, you must provide the following information on a separate page for each separate royalty or license fee: Name and address of licensor.; Date of license agreement; Patent numbers; Patent application serial numbers, or other basis on which the royalty is payable; Brief description (including any part or model numbers of each contract item or component on which the royalty is payable); Percentage or dollar rate of royalty per unit; Unit price of contract item; Number of units; Total dollar amount of royalties; If specifically requested by the Contracting Officer, a copy of the current license agreement and identification of applicable claims of specific patents (see FAR 27.202 and 31.205-37);

(7) Facilities Capital Cost of Money: When you elect to claim facilities capital cost of money as an allowable cost, you must submit Form CASB-CMF and show the calculation of the proposed amount (see FAR 31.205-10).

(8) Costs Associated with performing work in an overseas location: These costs, if applicable, may include any costs associated with being able to legally perform servcies in a foreign country.

11. Evaluation Criteria

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(i) This Request for Task Order Proposal may result in Task Order 0001 of the contract and may be issued at the time the awards for the base contract are made. Therefore, the task order proposal shall be received before or at the time the overall business and technical proposals are due.

(ii) All evaluation factors other than cost or price, when combined, are significantly more important than cost or price. Where competing proposals are determined to be otherwise substantially technically equal, cost/price may become the deciding factor for award.

12. Authority to Obligate Government

The Task Order Contracting Officer is the only individual who may legally commit the U.S.

Government to the expenditure of public funds. The Contractor may not incur costs chargeable to this task order before the receipt of either a contract signed by the Contracting Officer or a specific written authorization from the Contracting Officer.