J7_RFTOP_0002_-_Performance_Work_Statement_(PWS)_entitled _Domain_2_-_Communication_and_Education.docx

ATTACHMENT J.7

National Prevention Information Network (NPIN) Solicitation #2014-N-15803 Request for Task Order Proposal #0002 – Performance Work Statement (PWS)

Title: “Domain 2: Communication and Education”

C. I. BACKGROUND AND NEED

The National Center for HIV/AIDS, Viral Hepatitis, STD, and TB Prevention (NCHHSTP) is part of the Centers for Disease Control and Prevention (CDC), an agency of the U.S. Department of Health and Human Services (HHS). It is one of three national Centers housed within CDC’s Office of Infectious Diseases (OID).

The National Center for HIV/AIDS, STD, and TB Prevention (NCHSTP) was established in 1994 to bring together most of CDC’s HIV prevention activities under a single organizational home with sexually transmitted disease (STD) prevention and tuberculosis (TB) elimination programs. In 2006, CDC’s Division of Viral Hepatitis (DVH) was added, and the Center was renamed the National Center for HIV/AIDS, Viral Hepatitis, STD, and TB Prevention.

The diseases addressed by NCHHSTP share a number of commonalities. They have similar or overlapping at-risk populations—including racial and ethnic minorities, men who have sex with men (MSM), and injection drug users (IDUs). These diseases also have important interactions. Those who are infected with certain STDs, such as syphilis or gonorrhea, are at greater risk for HIV infection. Likewise, those who are infected with HIV are far more susceptible to TB disease because their immune systems are weakened.

These diseases also share similar social determinants, including poor access to health care, stigma, discrimination, homophobia, and poverty. In the area of prevention and control, effective, science-based interventions exist to reduce the burden of TB, viral hepatitis, most STDs, and HIV.

A. Partnerships

NCHHSTP works in collaboration with governmental and nongovernmental partners at community, state, national, and international levels with a goal of creating and strengthening mutually beneficial strategic relationships with other individuals, organizations, and networks that strengthen HIV/AIDS, viral hepatitis, STD, and TB prevention and control by producing solutions that no individual entity working independently can accomplish.

NCHHSTP provides leadership and strengthens related efforts of other Federal agencies without duplicating efforts. NCHHSTP coordinates its efforts with several other agencies within HHS. For example, the Health Resources and Services Administration (HRSA) is authorized under the Ryan White HIV/AIDS Treatment Modernization Act to support treatment programs for people living with HIV and AIDS, and HRSA uses data from NCHHSTP’s surveillance systems to guide funding for these programs. NCHHSTP HIV/AIDS surveillance data are also used to guide funding for the U.S. Department of Housing and Urban Development’s (HUD’s) Housing Opportunities for People with AIDS program.

NCHHSTP funds prevention efforts, demonstration projects, capacity-building efforts, and surveillance activities in state, local, and territorial health departments, as well as community-based organizations (CBOs) and national organizations. In addition to funding traditional public health activities, NCHHSTP works with stakeholders in network partnerships and collaborative partnerships. As defined by NCHHSTP, network partnerships include individuals, groups, and organizations that routinely exchange ideas and information for mutual benefit about HIV, viral hepatitis, STDs, and tuberculosis. Collaborative partnerships are mutually beneficial collaborations to prevent, care for, and/or treat HIV, viral hepatitis, STDs, and tuberculosis, with a particular focus on reducing health disparities. These collaborations can be formal agreements or informal arrangements and are generally characterized by goal sharing, agreeing to explicit commitments, and promoting horizontal communication.

B. NPIN Program

NCHHSTP’s primary mechanism for supporting network partnerships is the National Prevention Information Network (NPIN).

NPIN, at its inception as the CDC National AIDS Clearinghouse, was designed to facilitate the sharing of information and resources among individuals, organizations, and networks working in HIV prevention, treatment, and support services. Today, NPIN remains an important source of CDC and partner evidence-based information and resources, serving professionals dedicated to the prevention of HIV, viral hepatitis, STDs, and TB, through digital media channels, with most NPIN products services are accessible to the general public.

NPIN has the following objectives:

1. To support CDC and NCHHSTP efforts to provide timely information and resources to prevention partners through innovative approaches to knowledge/information transfer.

1. To connect partners in public health through collaborative communication, innovative technology solutions, and customer service.

1. To provide Web-based online databases, information resources, and technical assistance via online support.

1. To support and apply innovation using digital channels to enhancing connection among and engagement with prevention partners and stakeholders to maximize health impact of NCHHSTP’s programs.

Early efforts were clearly “demand-driven” as NPIN and its predecessor, the CDC National AIDS Clearinghouse, was responsive to all legitimate information needs and the resulting pressures of increasing demand during the height of the AIDS epidemic. In recent years, the growth of digital channels, including Web, social media, and mobile media, which offer new ways to disseminate information and additional sources of information expanded the services and products of NPIN, accelerating the need to be responsive to current and emerging user needs, and to take advantage of evolving technology. In addition, the importance of curating the best resources to and among partner organizations has been heightened, requiring increased sophistication in selecting and promoting health information relevant to NCHHSTP program efforts.

C.2 PROJECT OBJECTIVE

The purpose of this contract is to provide communication and educational services for the NPIN Program.

C.3 SCOPE OF WORK

The contractor shall provide services to implement the CDC NPIN program by executing work in many of the following domains and focus areas, as defined in the NPIN contract:

2.2- Communication Support Services 2.3- Training and Technical Assistance 2.4- Web-based Information Development and Management 2.5- Scanning and Implementation of New Technologies and Best Practices

C.4 TECHNICAL REQUIREMENTS

As an independent organization and not as an agent of the Government, the contractor shall furnish all necessary personnel, facilities, supplies, and equipment, as appropriate, to provide CDC with required scientific, technical, and operational services, within the general work when necessary the government shall provide government furnished equipment to ensure the contractor has the ability to achieve the parameters set forth in this Statement of Work. Contractor performance and all resulting deliverables must adhere to all federal, HHS, and/or CDC IT security policies and procedures. All resource materials produced or maintained under this contract, including databases, all information products, all data, mailing lists, websites, telephone protocols (Intellectual Property), etc., are the property of the Government.

Domain 2: Communication & Education

Task 2.1 Marketing, Outreach and Digital Media Channel Management (includes social media)

The contractor shall develop a communication and outreach plan due within 90 days of award. The plan shall include a preliminary assessment of existing communication and marketing activities and feature recommendations regarding how to increase awareness and utilization of NPIN products and services among internal (e.g., program consultants, project officers, and program managers) and external stakeholders (e.g., grantees, prevention partners). The plan shall include (but not be limited to) analysis and evaluation of the NPIN brand as it currently exists, analysis of consumer needs, alignment of NPIN product/service offerings and recommendations of appropriate strategies and channels such as—

· Joining/hosting meetings

· Scheduling, invitations, guest registration

· Facilitating downloads/devices

· Recording/archiving files

· Video conferencing

· Polling

· Blogging, chat & screen sharing features

· Webinar & event services for promoting offerings, a timeline for implementing the plan and identification of key performance indicators (KPIs) that can be used to measure awareness and utilization of NPIN products and services. Fostering a two-way, inclusive dialogue with stakeholders is central to the success of sustainable stakeholder communications.

In accordance with applicable Government Printing Office (GPO) restrictions, (i.e., production of no more than 5000 printings/copies of a single page document and 25,000 aggregate copies of a multi-page document or cost estimate of print requirement exceeding $1000.00 the contractor shall develop and prepare and routinely update in camera-ready copy and/or electronic versions, the types of documents listed for wide-spread distribution to CDC NPIN priority target audiences. Examples of these documents include Fact Sheets, one-pagers, question and answer documents, and brochures. When the amounts and pages exceed the contractor’s authority to procure printing, a print-ready PDF file shall be provided to the Contract Officer Representative (COR), who will have CDC procure the printing through GPO, and deliver the copies to the CDC distribution warehouse or other destination.

21.1 Health Communication Support and Technical Assistance for National Observances and other Special Events

The contractor shall provide health communication technical assistance and support for approximately 10 national observances and special awareness or mobilization events during each year of the contract. Support may include materials development and electronic distribution (including all pertinent audience testing, evaluation, and government clearances), marketing and promotion via CDC NPIN communication channels, development and implementation of web 2.0 outreach tactics, documentation and evaluation of activities and outcomes. Only three observances will require the support of a full range of tactics. Examples of potential observances include:

· National Black HIV/AIDS Awareness Day

1. World TB Day

1. National STD Awareness Month

1. National Hepatitis Awareness Month

1. National HIV Testing Day

1. National Latino HIV/AIDS Awareness Day

1. World AIDS Day

The contractor shall provide health communication, technical assistance, and promotional support for an array of NCHHSTP led and partner coordinated activities. These may include Observance Days, (those related to NCHHSTP diseases) scientific releases, and support for partners. Support may include development of materials (print and electronic), graphic design services and electronic distribution (including all pertinent audience testing, evaluation, and government clearances) marketing and promotion via NPIN communication channels.

· Contractor shall provide related metrics for all social media or other technologies employed for use

· All contractor deliverables will meet CDC technology requirements for use on contractors and CDC Web platforms (e.g. all Google+ Hangout or You Tube videos will be closed captioned/transcribed, etc.)

These activities shall use those channels best suited for reaching specific target audiences and consumers to include (but shall not be limited to):

Existing NPIN social media channels through the use of

· Twitter

· Vine

· Facebook

· Google+ Hangouts

· Other appropriate social media platforms (e.g. Pinterest, YouTube)

· Use of video conferencing platforms

· Web based conferencing

· Live webcasting

The Offeror shall also collect key performance indicators for analysis in support of the NPIN evaluation plan. The contractor shall propose for use new or emerging technologies that serve stated functions, as approved and appropriate.

Task 2.2 Communication Support Services

2.2.1 Development and Maintenance of Mailing Lists for Key Target Audiences and Stakeholders

The contractor shall maintain existing mailing lists as well as establish no more than 15 new mailing lists per year to facilitate distribution of crucial information and/or materials to key partners and constituencies. Such lists shall include mailing address, organizational title (if applicable), telephone numbers, fax numbers, and e-mail addresses for each party. Content will come from existing databases or will be provided by CDC. Mailing lists to be maintained currently include the following:

· The President’s Advisory Council on HIV/AIDS

1. Division of HIV and AIDS Prevention (DHAP) Grantees–2004

1. AIDS Education and Training Centers

1. HIV/AIDS Surveillance Coordinators

1. National Alliance of State and Territorial AIDS Directors

1. Division of HIV and AIDS Prevention (DHAP) Policy Partners

1. Urban Coalition of HIV/AIDS Prevention Services

1. US Conference of Mayors

1. Business Responds to AIDS/ Labor Responds to AIDS (BRTA/LRTA) National Partners

1. Business Responds to AIDS/ Labor Responds to AIDS (BRTA/LRTA) Labor Advisory Workgroup

1. Business Responds to AIDS/ Labor Responds to AIDS (BRTA/LRTA) Steering Committee

1. Division of STD Prevention (DSTDP)Program Managers

1. Division of STD Prevention (DSTDP) Project Directors

1. 2006 Division of STD Prevention (DSTDP) Prevention Conference Attendees

1. Hepatitis C Coordinators

1. State Division of Tuberculosis Elimination (DTBE) Control Officers

1. Big City Division of Tuberculosis Elimination (DTBE) Control Officers

1. State/Big City Division of Tuberculosis Elimination (DTBE) Nurse Consultants

1. Division of Tuberculosis Elimination (DTBE) field Staff

1. State/Territorial/Big City Division of Tuberculosis Elimination (DTBE) Project Directors

1. Directory Tuberculosis Epidemiological Studies

1. Advisory Council for Elimination of Tuberculosis Elimination (TB)

1. ACET Steering Committee

1. Tuberculosis Elimination (TB) Partners

1. National STD/HIV Prevention Training Centers (NSPTC Coordinators)

1. State/Territorial Public Health Lab Directors

1. Coalition of State and Territorial Epidemiologists

1. National Public Health Information Coalition

1. CDC/ Health Resources and Services Administration (HRSA), advisory Committee on HIV & STD Prevention and Treatment

1. And more…

The Contractor shall utilize these lists to e-mail or blast fax timely information to such constituent groups as directed by the Contract Officer Representative (COR). At times, these mailing lists may need to be provided to other vendors (i.e. CDC-INFO) to complete mailing of hard copy materials.

These mailing lists shall remain current at all times and each mailing shall be delivered to current fax or e-mail address. The contractor shall have a plan and the plan should contain procedures to ensure that mailings can be tracked and assessed and shall also include procedures for updating mailing list content with NCHHSTP representatives. The plan should also contain a plan for purging the lists of duplicates when multiple lists are combined for a distribution.

2.2.2 Stakeholder Communication

The contractor shall support stakeholder communication around designated events, data and guidelines releases, and other scientific releases, as needed. This support shall include close coordination with NCHHSTP to develop and implement stakeholder communication plans. The contractor shall support approximately 10 stakeholder (typically Observance Days) communication efforts, which will often include utilization of multiple CDC NPIN channels (e-mail blasts, list-serv, website highlights, etc.). The contractor shall also plan for approximately 40 partner tele-briefings (large group 1 hour conference calls with executive services, such as participant identification, moderated Q&A session, transcription, etc) to support stakeholder communication efforts.

In addition, the contractor shall support approximately 200 electronic distributions of Dear Colleague Letters and Special Announcements. Distribution shall be to NCHHSTP mailing lists (See Section Development and Maintenance of Mailing Lists for Key Target Audiences and Stakeholders) and NPIN electronic mailing list subscribers. The contractor shall have processes in place to send emergency communication after hours and on weekends. The contractor should plan to support approximately 5 emergency communications. Assume all support projections listed in this paragraph are expected for each year of the contract.

The contractor shall support no greater than 25 stakeholder communication activities. These activities may be comprised of a variety of CDC NPIN Channels including e-mail blasts, website highlights, webinars. The contractor shall also plan no greater than 40 telebriefings (described as large operator supported teleconferences typically requiring moderation, recording capacity and transcription) to support CDC and stakeholder communication efforts. The contractor may utilize existing or propose alternate emerging technologies that satisfy a similar function. In addition, the contractor shall also support no greater than 200 electronic mail distributions of Dear Colleague Letters and NPIN Special Announcements (and related materials). Distribution of the aforementioned electronic mailings shall be via the existing (and future) NPIN mailing lists and electronic mail subscribers. Electronic mailing systems shall provide metrics reports detailing the number of unique opens and other key performance indicators.

The contractor shall establish processes and procedures for sending emergency communications after hours and on weekends. The Offeror shall plan to support no more than 5 emergency communications per contract year.

2.2.3 Facilitation and Support of Partner Engagement Events

The contractor shall facilitate and support partner engagement events, such as consultations, listening sessions at key conferences, stakeholder meetings, etc. Support shall include pre-and post-event communication with attendees and other appropriate stakeholders; documentation and analysis or event participation and outcomes; dissemination of key event information to interested partners who could not attend. Specifically, the contractor shall prepare summary reports outlining key indicators from meetings including (but not limited to) key findings, opportunities, accountable parties and next steps from each event, session or meeting. Support may also include web casting of the event. The contractor shall support approximately 4 stakeholder events during the contract. . One event may require all support activities to be conducted in Spanish. For estimating purposes, assume these trips will be 2 days at the site. 1 event will take place at the Northeast, 1 at the Southeast, 1 at the Midwest, and 1 at the West Coast.

The contractor shall coordinate, support, and facilitate meetings with and among CDC, stakeholders and partners (either in person, via phone, web or video conference). Support services may include (but shall not me limited to) the following: facilitation, documentation, transcription, and summarization.

· Contractor support services shall include activities related to planning, facilitating, and evaluating meetings for various constituencies to include CDC-funded partners and grantees. As the meeting facilitator, the contractor shall proactively coordinate and manage pre and post-meeting activities. The contractor shall be involved in the following pre- and post-meeting activities: Participate in and provide support for planning meeting activities in person, via teleconference, and e-mail.

· Prepare and distribute meeting planning documents (tasks, responsibilities, timelines, etc.)

· Create and maintain participant lists to facilitate routine contact.

· Assist in the development and maintenance of meeting agenda items for distribution to participants.

· Develop and maintain Web space support to connect participants before and after the meeting.

· Develop and design meeting graphics and related documents for a similar ‘look and feel’ (mailers, notices, email updates, etc.)

· Provide follow-up support to meeting participants, as needed.

· Provide and prepare post meeting materials.

· Analyze meeting evaluation materials and reports.

2.2.4 Development and Maintenance of Support Systems and Products for NCHHSTP Partnerships

The contractor shall develop and maintain support systems and products for NCHHSTP partnership efforts. Support may include the following:

· Development, maintenance, and facilitate migration of web communities (support for existing and 4 new web communities per year);

· Development and maintenance of special Electronic Mailing Lists (support no more than 15 new electronic mailing lists ) per year – (see section Development and Maintenance of Mailing Lists for Key Target Audiences and Stakeholders);

· Development and maintenance of collaborative work environments (for the Drupal platform);

The contractor shall develop and manage and maintain the integration of social features into the NPIN websites (www.cdcnpin.org,hivtest.cdc.gov and www. findtbresources.org). These features shall include the ability to establish and maintain private discussion areas suited for sensitive public health topics while not limiting the broader access and use of the NPIN website. Additionally, the NPIN websites should foster broader community (online) that facilitates information sharing and collaboration.

Contractor shall develop, implement and maintain and scalable, interactive, collaborative workspace solution for use by CDC staff, funded partners and grantees. Contractor shall provide system support functions to include user access and maintenance; system training and support; and system functionality maintenance to ensure the timely resolution of any system access and/or scalability issues.

Task 2.3 Training and Technical Assistance

2.3.1 In-person Training and Technical Assistance

The contractor shall be required to provide in-person training and technical assistance in accessing and utilizing NPIN products and services, primarily via the CDC NPIN website. These may be group or one-on-one sessions and may take place in settings such as CDC grantee/stakeholder meetings; key conferences; and on-site. The contractor shall support approximately 20 in-person training and technical assistance sessions during the period of performance and shall document the content and results of these sessions. The Government proposes the following mix of in-person training sessions:

· 12 in groups (15 to 50 individuals)

· 4 sessions to be held in small groups (approximately 8-15 individuals)

· 4 may be held at conferences None of these sessions are slated to take place at partner sites. The type and nature of these events (e.g., consultation, listening session, etc) is secondary to the number of attendees.

2.3.2 Web-based Training and Technical Assistance

The contractor shall develop, maintain, and enhance online training and technical assistance resources available via the CDC NPIN website. Tactics may include conference presentation libraries, on-demand webcasts of meetings/trainings, links to appropriate CDC trainings and curricula, and development of an online tutorial for accessing CDC NPIN resources and services. The contractor shall recommend strategies and tactics to increase use of CDC NPIN services and NCHHSTP prevention resources.

The contractor shall ensure that all resources are Section 508 compliant (http://www.hhs.gov/web/508/index.html) and shall provide technical assistance to partners and stakeholders wishing to submit resources for distribution via the CDC NPIN website. The contractor shall recommend strategies for assisting partners and stakeholders in developing 508 compliant resources and materials. All materials submitted by CDC for posting on the NPIN website will be 508 compliant.

Task 2.4 Web-based Information Development and Management

2.4.1 Information Development and Management

CDC and Grantee Materials Collection and Management The contractor shall work with the Contract Officer Representative (COR) and/or designated NCHHSTP Division contacts to add appropriate CDC and grantee-produced materials to the NPIN Inventory Database for distribution through the NPIN website and other NPIN electronic channels. The CDC-INFO service provides CDC’s support for any hard copy materials fulfillment. This process shall include identification, receipt, cataloguing of appropriate materials, and any necessary preparation for the electronic distribution of these materials. The contractor is required to add no more than 300 partner/third-party materials for each year of the contract. These materials could be provided via links to webpages or as downloadable PDF files. The materials should be based upon relevance and merit rather than a prescribed number of materials to upload yearly. The contractor shall work with designated CDC/NCHHSTP Division contacts and selected CDC partners to develop a methodology for identifying, curating, tagging, promoting and posting high-quality and highly-relevant CDC and partner materials. The methodology should include a comprehensive approach for integrating and growing the NPIN websites and social properties. The approach should include quality assurance measures necessary to make certain that the CDC and third party information is current and appropriate. All CDC materials should only be links pointing partners to the cdc.gov website. No CDC materials should be housed on the NPIN websites. The government must approve all uploaded materials.

2.4.2 Materials Management

The contractor shall maintain and update an electronic distribution system. It is expected that this system shall be highly integrated and dependent upon the CDC NPIN downloadable materials database and other digital assets. Including maintaining an inventory of publications, disseminating materials, maintaining constituent databases, conducting photo shoots (as needed), purchasing stock and rights-managed photos, and maintaining an image library. Task 2.5 Scanning and Implementation of New Technologies and Best Practices

The contractor shall provide services to the Government to support the incorporation of best and promising practices and trends in emerging technologies into government program services and support. To complete this assignment, the contractor may be required to provide the following services:

2.5.1 Scan for Best Practices and New Developments— including to environmental scans and other forms of research and analysis to identify, develop, and consult on best practices and emerging trends in information resource and knowledge management.

2.5.2 Plan and Implement Program Enhancements—

Offerors shall review current industry practices through a review of policies, case studies, (reputable) blogs and other resources to investigate, prioritize and propose strategies and activities that will enhance the reach and function of CDC NPIN downloadable materials. Implementation of these findings and recommendations will be subject to COR approval.

C.5 Quality Control Plan (QCP)

The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The contractor shall develop the QCP in identifying, preventing, and ensuring non-recurrence of defective services. The contractor shall develop submit Quality Control Plan (QCP) to the Contracting Officer (CO) for acceptance within thirty (30) calendar days after award.

C.6 Transition Plan:

The Offeror shall provide a Transition Plan for the transition or phase-in of this project as well as phase -out. The plan shall include a technical and management transition approach that is clear and complete including the timeline and resources required for the transition. The Transition Plan shall detail the planned transition methodology in logical sequence to ensure a smooth transition of all projects/tasks/subtasks of the PWS without interruption or degradation of service levels. The plan shall include an approach that ensures the successful achievement while limiting impact to existing programs/projects. The plan shall also include a complete description of risks (cost, technical and performance to both the Offeror and the Government), issues and risk mitigation strategies. Contractors shall also include all transition costs within their task order cost proposal. Please note that the continuity of services clause 52.237-3 is applicable and should be considered in developing your transition plan.

TRANSITION

During the startup period, the Contractor management shall work closely with assigned Government personnel to review facilities, policies and procedures and to develop an implementation plan to provide services outlined in the PWS to CDC.

The contractor shall ensure there will be no service degradation during and after transition. The contractor shall propose a draft Transition Plan and present a finalized Transition Plan for the current requirement at the post award conference.

The contractor shall identify how it will coordinate with the incumbent contractor and/or Government personnel to obtain the knowledge regarding the following:

1. Project management processes

1. Points of contact

1. Location of technical and project management documentation

1. Status of ongoing technical initiatives

1. Appropriate contractor to contractor coordination to ensure a seamless transition

1. Transition of key personnel

1. Identify schedules and milestones

1. Identify actions required of the Government,

1. Establish and maintain effective communication with the incoming contractor/ Government personnel for the period of the transition via weekly status meetings.

Transition Out

The Transition-Out Plan shall facilitate the accomplishment of a seamless transition from the incumbent to an incoming contractor /government personnel at the expiration of the Task Order. The contractor shall provide a Transition-Out Plan NLT ninety (90) days prior to expiration of the Task Order.

The contractor shall identify how it will coordinate with the incoming contractor and/or Government personnel to transfer knowledge regarding the following:

1. Project management processes

1. Points of contact

1. Location of technical and project management documentation

1. Status of ongoing technical initiatives

1. Appropriate contractor to contractor coordination to ensure a seamless transition

1. Transition of key personnel

1. Identify schedules and milestones

1. Identify actions required of the Government,

1. Establish and maintain effective communication with the incoming contractor/ Government personnel for the period of the transition via weekly status meetings.

C.7 Project Reporting Requirements

The Contractor shall provide the following reports:

1. Monthly Progress Reports By the 15th of the month following the month covered by the report, the contractor shall furnish monthly progress reports of contract performance, detailing the current status of projects currently authorized or anticipated to be authorized under this contract. The report shall be narrative in form and shall include a summary of progress toward completion of key tasks and problems encountered to date, including the contractor’s assessment of specific impact on such problems on estimated costs and scheduled date of completion. In addition, the report shall include the following information:

a. Anticipated completion date of individual tasks in progress;

b. Anticipated beginning date of individual tasks scheduled;

c. Cost data for the reporting month as collected per task and subtask, to include labor hours by specific resources tied to the particular project or activity to include labor costs of subcontractors by tasks and sub tasks tied to the project/activity/deliverables which can be validated by the Contract Officer Representative (COR);

d. Additional data as requested by COR.

Specific form, format, and additional content requirements of the monthly progress reports shall be as coordinated between the COR and the Project Director, with a continued focus on providing appropriate and meaningful status updates for Government managers.

2. Semi-Annual and Annual Reports On a semi-annual basis the contractor shall provide a narrative report, similar in content to the monthly progress report, bringing the Government up-to-date on major work activities performed during the preceding 6-month period and an annual report at the end of each period of performance.

3. Final Report Upon completion of the final work assignment, the contractor shall provide a narrative report to document and review the period of performance under the contract. This report will include an analysis of cost per task and sub-task and direct labor hours tied to the project/activity and will make recommendations on potential efficiencies.

Specific form, format, and additional content requirements of the monthly progress reports shall be as coordinated between the Project Director.

All reports shall be emailed to the Contract Officer Representative (COR).

C.8 Project Management and Coordination The contractor shall provide an organizational structure that is streamlined, cost effective, and flexible. The organizational structure shall be responsible for the operational areas specified in the above description of required services.

Project Director The contractor shall provide a full-time project director who shall serve as the principal point of contact with the Government for the period of performance of the contract. The Project Director shall be responsible for the overall management of the contract, project development, task scheduling and staffing, performance measure development and execution, preparation of reports and plans, supervision of project staff, monitoring contract progress, and maintaining budget control. The Project Director should demonstrate relevant content knowledge and project management experience.

The Director shall assure that an “escalation plan” is prepared and in place to assure resolution of performance problems, whereby problems are defined and elevated rapidly to the Director for remediation. The Project Director must have demonstrated previous experience administering a project of this scope, size, and cost.

The Project Director shall assure that the contract is in compliance with procedures of the Office of Management and Budget for data collection, preparing OMB approval packages as needed to complete the requirements of the contract for collection of data related to database management and monitoring customer satisfaction.

Performance Management/Strategic Plan The contractor shall develop an overall Performance Management Plan/Strategic Plan to meet the requirements of the contract. As part of the contract performance management the contractor shall establish and maintain a well-coordinated communication system with CDC staff and should make key project reports and management documents available. The plan will be developed yearly reviewed quarterly all changes must be approved by the Contract Officer Representative (COR).

In addition, the project staff of the contractor (and subcontractors, if any,) shall be available to meet with program staff. Whenever possible, meetings will be scheduled in advance. The contractor shall be fully able to meet this requirement within 30 days of award.

Performance Results Reporting As part of the performance management framework, the contractor shall ensure that all performance information collected in the operation of the contract and in the execution of task orders and recommendations to improve or simplify work practices, be formally submitted the Contract Officer Representative (COR) . Such information shall be summarized in electronically submitted monthly reports. Results for the task order period of performance shall be reported electronically in a report that identifies gaps in actual achievement and analyses of the causes for the gaps. This report shall also include any proposed countermeasures or redirection needed during future task orders in response to identified gaps.

The contractor shall provide a “Request for Service” system, whereby the both receipt of each request and steps toward task completion are confirmed (via e-mail) to ensure good customer service.

Performance-Oriented Staffing and Results Incentives The contractor shall provide a highly-qualified staff with appropriate knowledge and skills to complete requested tasks under the contract. The contractor may provide employee incentives for achieving performance results. The contractor shall include in the project plan, the basic elements of the employee incentive plan.

Strategic Partnerships The Contractor shall identify and form strategic partnerships to collaborate in achieving the performance goals and objectives of this contract. The potential to improve the quality and reduce the cost of information products and services should be paramount in these collaborations. Subcontractors and consultants shall be viewed as performance partners and shall be held accountable for achieving performance results in accordance with the performance management framework and plan.

Fiscal Reporting Requirements The Contractor shall develop, implement, and maintain a reporting system regarding staff time and resources allocated and used for each task, subtask tied to the project/activity under the contract. Associated costs, both direct and indirect, shall be reported on a routine monthly basis. This information shall be made readily available at other times, as well as when requested by the Contract Officer Representative (COR).

Allowable Cost and Payment in Section I, Contract Clauses. Examples of allowable costs include, but are not limited to, the following:

(1) All direct materials and supplies which are used in the performing of the work provided for under the contract, including those purchased for subcontracts and purchase orders.

(2) All direct labor, including supervisory , that is properly chargeable directly to the contract, plus fringe benefits.

(3) All other items of cost budgeted for and accepted in the negotiation of this basic contract or modifications thereto.

(4) Special expenditures which, upon request from the Contractor, the Contracting Officer approves as being an allowable cost under this contract, such as purchase or lease of office furniture or equipment, etc..

(5) All travel costs plus per diem or actual subsistence for personnel while in an actual travel status in direct performance of the work and services required under this contract. These costs will be in accordance with the Contractor’s policy and subject to the following:

(i) Air travel shall be by the most direct route using “air coach” or “air tourist” (less than first class) unless it is clearly unreasonable or impractical (e.g., not available for reasons other than avoidable delay in making reservations, would require circuitous routing or entail additional expense offsetting the savings on fare, or would not make necessary connections).

(ii) Rail travel shall be by the most direct route, first class with lower berth or nearest equivalent.

(iii) Costs incurred for lodging, meals, and incidental expenses shall be considered reasonable and allowable to the extent that they do not exceed on a daily basis the per diem rates set forth in the Federal Travel Regulation (FTR).

(iv) Travel via privately owned automobile shall be reimbursed at not more than the current General Services Administration (GSA) FTR established mileage rate.

(b) Except as stated herein, the Contractor shall not incur costs unless the prior written authorization of the Contracting Officer has been obtained. When costs are incurred without such prior authorization, with the intent of claiming reimbursement as direct costs, it shall be at the contractor’s risk.

C.9 Operational Responsibilities

Operational responsibilities shall be assumed from the incumbent contractor providing CDC with information support and CDC NPIN services. The contractor staff shall be required to meet with the Contract Officer Representative (COR) within 2 days after award to discuss the proposed operational transition plan and critical activities requiring immediate attention. Planning and execution of the transition of operations shall begin on award. Full staffing of the project is required by the beginning of the third month of the contract. The contractor shall plan for facility availability, occupancy dates, and staffing issues in the transition plan. The contractor shall think in terms of a cost-effective plan to smoothly assume responsibilities. Transition of services and activities to satisfy requirements shall be addressed in the response to those requirements.

C.10 Government Furnished Property

The government will make the property listed in Attachment J.67 available to the contractor to support the completion of this contract. All work will be performed at the contractor’s facility.

C.11 Delivery Schedule for Specified Products

Deliverables

All contract deliverables intended for communication to the public must comply with Public Law 111-274, the Plain writing Act of 2010. For the Plain language information and Federal Plain Language Guidelines see www.plainlanguage.gov

All materials and documents created under this task order are sole property of CDC. Permission to use data and materials outside this task order must be submitted in writing to the CDC task order COR. All created materials at the end of the performance period must be submitted in camera ready format and be digitalized disk formatted.

Tentative Delivery Schedule for Specified Products

200 electronic distributions 40 Telebriefings Yearly

Schedule of Supplies/Services and Prices/Cost

Base Year: 9/1/2014 – 8/31/2015

COST

(NPIN) Support Services for NCHHSTP

Provide NPIN support services for Domain 2: Communication and Education as outlined in the Performance Work Statement as set forth in Section C of the task order.

Conference/Travel

Tasks 2.2.3

$20,000.00

Option I, Year 2: 9/1/2015 – 8/31/2016

COST

Provide NPIN support services for Domain 2: Communication and Education as outlined in the Performance Work Statement as set forth in Section C of the task order.

Conference/Travel

Tasks 2.2.3

Option II, Year 3: 9/1/2016 – 8/31/2017

COST

Provide NPIN support services for Domain 2: Communication and Education as outlined in the Performance Work Statement as set forth in Section C of the task order.

Conference/Travel

Tasks 2.2.3

Option III, Year 4: 9/1/2017 – 8/31/2018

COST

Provide NPIN support services for Domain 2: Communication and Education as outlined in the Performance Work Statement as set forth in Section C of the task order.

Conference/Travel

Tasks 2.2.3

Option IV, Year 5: 9/1/2018 – 8/31/2019

COST

Provide NPIN support services for Domain 2: Communication and Education as outlined in the Performance Work Statement as set forth in Section C of the task order.

Conference/Travel

Tasks 2.2.3

Recapitulation of Cost:

Base Year

Option I

Option II

Option III

Option IV

Total Cost All Years: