Attachment_3__Full_and_Open_Task_Order__1.docx

Attachment 3 – Full and Open Task Order #1

Section B - Supplies Or Services And Prices/Costs Time and Materials type contract The Government’s estimate amount is not to exceed $2,000,000.00. Each offeror shall propose their not to exceed amount based on their technical solution to prerform the services.

Period of Performance: 09/30/2015 - 09/29/2016

Section C – Performance Work Statement

Title: National IIS Policy Implementation Roadmap

SECTION 1 – BACKGROUND

Immunization Information Systems (IIS) are confidential, population-based, computerized databases that record all immunization doses administered by participating providers to persons residing within a given geopolitical area. IIS inform vaccine providers of upcoming vaccination needs, generate vaccination coverage reports, patient reminders or recalls for due or past due vaccinations, order vaccines for provider sites, manage vaccine inventory, and interoperate with electronic health record (EHR) systems and CDC’s vaccine tracking system (VTrckS). IISs are also used as a data source for provider and population-based vaccination coverage assessments, and other vaccination analyses.

Consequently, IIS are important in evaluating the need for and the effectiveness of overall immunization activities (at multiple levels: provider, grantee, CDC). IIS are used at both the point of clinical care and at the population level.

· At the point of clinical care, an IIS can provide consolidated immunization histories for use by a vaccination provider in determining appropriate patient vaccinations.

· At the population level, an IIS provides aggregate data on vaccinations for use in surveillance and program operations, and in guiding public health action with the goals of improving vaccination rates and reducing vaccine-preventable disease (VPD).

IIS collect and consolidate data on children, adolescents, and adults and are increasingly utilized by a diverse set of immunization stakeholders to help achieve and maintain high vaccination coverage and support the immunization supply chain including:

· Traditional healthcare providers

· Complimentary vaccinators, such as pharmacists;

· School-located vaccination clinics;

· Health plans;

· Public health programs;

· Health information exchanges; and

· Researchers

In 2010, the Task Force on Community Preventive Services reported that there was strong evidence of IIS effectiveness and recommended that IIS be used to increase vaccination coverage. Additionally, two Healthy People 2020 objectives are to increase to 95% the number of children aged <6 years of age that have immunization records housed in a fully operational IIS and to increase the number of states that have 80% of among adolescents aged 11 to 18 years with 2 or more age-appropriate immunizations in an IIS by 2017. A fully operational IIS is one that meets all IIS functional standards, which lay a framework for the development of IIS. The functional standards are intended to identify operational, programmatic, and technical capacities that all IIS should achieve by the end of 2017. The ability for IIS programs to effectively receive, use, and share immunization data helps ensure timely immunizations, consolidate records, and allows immunization providers and other immunization stakeholders to work more efficiently. These capabilities are currently hampered by a lack of consistent and complete data use and exchange-related policies, which manifests in challenges associated with data exchange and interoperability, reporting, data quality, and data ownership. These challenges combine to limit IIS programs’ capability to exchange data among and between a diverse range of stakeholders. For example, inconsistent and incomplete policies limit the ability of many IIS to receive vital records and to share data with other states, EHR-S, and researchers. However, all IIS data exchange and data use policies must ensure that the privacy and confidentiality of information housed in IIS are maintained.

Existing statutes and policies (referred to as policies throughout this document) impact the functions of IIS, immunization programs, and IIS interaction with key stakeholders; however the presence of these policies and degree of impact varies among awardees. For example, some policies limit the exchange of information with stakeholders within an IIS jurisdiction while others prevent states from sending health data across state lines. Interstate policy differences, especially in the areas of data sharing and patient consent, abound affecting support for clinical activities and patient access to immunization information. The presence or absence of specific policies that govern IIS operations, data exchange and data use, the interpretation of policies that impact IIS data and attitudes regarding IIS, and policies that impact IIS funding currently stand in the way of a fully-functional IIS that could support decision-making at the point-of-care and prevent VPD outbreaks at the community level.

IIS have matured into a network of systems that have endured the rapid changes in health care technology and population growth. However, policy barriers to achieving full-functionality of IIS must be addressed to allow the tools and resources supporting immunization programs across the country to support effective and efficient immunization service delivery. By prioritizing these challenges it provides the beginnings of a road map to decision makers on which issues to address.

SUBSECTION A – DEFINITIONS

Awardee: Specific State award recipient EHR: Electronic Health Record CDC: Centers for Disease Control and Prevention COR: Contracting Officer’s Representative IISSB: Immunization Information Systems Support Branch ISD: Immunization Service Division IIS: Immunization Information System NCIRD: National Center for Immunizations and Respiratory Diseases POB: Program Operations Branch VFC: Vaccine for Children

SECTION 2 – PURPOSE

The purpose of this initiative is to develop a nationwide policy implementation roadmap that will help CDC, IIS, and other stakeholders address key policy challenges that hinder their ability to build complete and interoperable IIS and optimally use IIS data. The contractor will also provide technical assistance in determining the feasibility and implementing selected policy decisions from the roadmap for addressing the nationwide barriers to IIS data exchange and data use.

SECTION 3 – SCOPE OF WORK

The scope of this task encompasses the following activities:

1) Develop an IIS Policy Implementation Roadmap

2) Assist CDC to select the policy issues to be addressed based on impact, risk, and achievability

3) Provide technical assistance to CDC and other stakeholders to implement policy changes

The Contractor shall:

· Define the challenges and barriers to implementing IIS policy changes and the impact on the effectiveness and efficiency of IIS in the absence of policy change.

· Present a strategy roadmap on how to effectively engage stakeholders to increase the likelihood of successful IIS policy change.

· Provide status updates and ongoing project progress including briefing material, reports and slide decks.

· Define the outcome requirements and ensure risks and issues are addressed effectively, efficiently and expeditiously.

Special Knowledge, Skills, and Abilities Required of Contractor Personnel

The Contractor shall meet the following proficiencies:

a. Knowledge of and experience with IIS communities and professional groups. Specific expertise in policy and statute analysis in IIS and other health IT oriented systems

b. Knowledge of State specific policy affecting health IT strategies and those affecting IIS strategy and operations

c. Proficient knowledge of and experience with the processes, technical issues, policies, and other considerations of the IIS community

d. Excellent communication and customer service skills

e. Excellent project management skills

f. Writing skills, to communicate information effectively to stakeholders, professional communities, CDC, and other professional groups

g. Organizational skills, to work with a vast array of information gathered and analyze effectively and efficiently and be able to cope with rapidly changing information

h. Excellent policy analysis

i. Interpersonal skills, to help negotiate priorities and to resolve conflicts among project stakeholders

j. Interviewing skills, to hold dialogues with individuals and groups about their current practices and ask the right questions to surface essential information

k. Listening skills, to understand what people say and to detect what they might be hesitant to say

l. Analytical skills, to critically evaluate the information gathered from multiple sources, reconcile conflicts, decompose high-level information into details, abstract up from low-level information to a more general understanding, distinguish presented user requests from the underlying true needs, and distinguish solution ideas from requirements

m. Observational skills, to validate data obtained via other techniques and expose new areas for elicitation

SECTION 4 – TASKS TO BE PERFORMED

Tasks associated with this statement of work to meet the stated objectives and project scope include but are not limited to the following:

Tasks associated with this statement of work to meet the stated objectives and project scope include but are not limited to the following:

Task 1: Develop an IIS Policy Implementation Roadmap:

This task is to develop an implementation roadmap from the NCIRD IIS Policy Decision Report at the national, and/or state level, including all the components necessary to ensure a successful implementation. The roadmap will include a plan that outlines approaches for the feasibility and implementation of nationwide IIS policy changes including but not limited to the opportunities and barriers to addressing particular policy issues, recommended approaches for influencing or implementing nationwide IIS policy solutions, and stakeholders that must be engagement strategies to facilitate policy change that should be implemented.

As part of this task, the contractor is expected to carry out the following activities for each element of the nationwide IIS policy framework:

· Describe the planned deployment and implementation approach.

· Describe the major implementation tasks. Add as many subsections as necessary to describe all the major tasks.

· Describe the primary party(ies) responsible for each implementation task/subtask including the potential role of CDC, IIS, and other key stakeholders in disseminating and implementing the framework.

· Describe the impact on the IIS community that implementing these action items will bring about and recommend mitigation strategies for overcoming potential issues.

· Identify the advantages, disadvantages, risks, issues, estimated time frames, and estimated resource requirements for implementing each recommendation.

· Provide a schedule of activities to be accomplished in chronological order.

· Outline process for engaging major stakeholders.

· State any known issues or problems relevant to implementation planning.

· Develop a dissemination strategy for engaging and educating IIS programs and other key stakeholders on the nationwide or state based policy framework and implementation roadmap.

Task 2: Engagement Strategy

Leveraging the IIS Policy Implementation Roadmap and other current state information based on literature reviews and other formative research, develop a strategy for engaging with the stakeholders required to realize the objectives and expected outcomes of the Roadmap. Activities for consideration to carry out this task include, but are not limited to the following:

· Develop an approach for the engagement and data collection strategy (to be reviewed and approved by CDC). The engagement/interview strategy shall include a thorough stakeholder assessment ensuring attention is given to the motivators and preferred communication style of the stakeholders identified for the engagement strategy.

· Identify, evaluate and prioritize stakeholders that would be of most value for the implementation of the Policy Roadmap objectives and activities. Stakeholders list should be reviewed and approved by CDC.

· Ensure and implement timely and effective communication with stakeholders

· Identify, develop and recommend strategies to engage stakeholders

· Develop a data collection/interview strategy (reviewed and approved by CDC) to also include questions to be asked during the interview and the most effective way of collaborating with the stakeholder(s).

· Summarize the interviews and provide a detailed interview summary.

· Conduct interviews based on the engagement/interview strategy

· Develop and document containing recommendations for required future engagement and communication activities with stakeholders. Recommendations should factor information such as, the appropriate processes and the appropriate communication forum to use for engaging with stakeholder(s).

· Summarize the interview and results of data collection approaches implemented as part of the project and develop document containing a detailed summary of the outcomes of the interviews and data collection methods executed. The document should include information such as, Engagement method, Engagement Summary and Key Outcomes.

Task 3: Technical Assistance in Implementing the Roadmap

This task is to assist CDC and other pertinent stakeholders in implementating policy changes from the implemntation roadmap, including all components necessary to ensure a successful implementation. As part of this task, the contractor is expected to carry out the following activities but not limited to:

· Work with CDC and other stakeholders from Task 2 to determine which policy actions should be implemented based on impact, achievability, and risk.

· Advise CDC about the timing of policy actions to maximize success

· Assist CDC in engaging necessary stakeholders to facilitate policy change including but not limited to:

· Assist CDC in engaging necessary stakeholders to support the ability to use IIS data for health care delivery within a jurisdiction and across jurisdictional borders.

· Assist CDC in engaging necessary stakeholders to support the ability to use IIS data for outbreak response/vaccine preventable disease prevention and other immunization program activities within a jurisdiction and across jurisdictional borders.

· Work with CDC to develop communication tools to inform the IIS community and other critical stakeholders about the pending policy changes.

Task 4: Project Management

· Establish a project management structure including the appropriate tools to oversee the successful execution the project.

· Conduct an initial kick-off meeting and subsequent project scope description meetings with NCIRD to review the project goals and objectives, as well as discuss the vendor’s proposed plans, activities, timeframes, and staff that will participate in the Project

· Prepare weekly and monthly status highlighting key tasks, activities, deliverables, and accomplishments and any known project risks or issues must be included with the status report, as well as a proposed mitigation strategy for any risks.

· Provide ongoing management for all project activities, including project scope, budget, staffing, issues, and risks.

· Develop and vet with CDC for approval a detailed project plan and a project schedule utilizing project plan schedule development tools such as MS Project. Project plan and project schedule should be based on PMI and CDC EPLC best practices. Project schedule should include a WBS for each deliverable and key activity aligned to resources and a timeline.

SECTION 5 – GOVERNMENT FURNISHED MATERIALS

The CDC shall furnish keyfobs for contractor off-site access to CDC network (CITGO) and Consolidated Statistical Platform computer environments. With the exception of keyfobs, the CDC will not provide BlackBerries, computers, printers, or other government-furnished equipment to contractor employees working off-site.

SECTION 6 – PERIOD OF PERFORMANCE

9/29/15-9/28/16

Place of performance: Contractor performance will be offsite. CDC will provide key fobs for access to the CDC Network during offsite availability.

SECTION 7 – DELIVERABLES/REPORTING SCHEDULE

Each deliverable shall be electronically submitted to the Contracting Officer’s Representative (COR) and Contract Specialist (CS). The deliverables for this engagement including the following:

Items

Description Qty or No.

of Copies

Delivery Date

Deliver To

SECTION 8 - PERFORMANCE MATRIX:

The Performance Matrix explains to the contractor what the Government’s expectations are, and how (and how often) deliverables or services will be monitored and evaluated. It spells out any incentives that would encourage the contractor to exceed the performance standards, and it also imposes negative incentives when the outputs/outcomes are below the performance standards. See example below.

(Quality Assurance surveillance Plan/ QASP) Incentives/ Disincentives

As a result of the Contractor’s performance, a strategy roadmap on how to effectively engage stakeholders to increase the likelihood of successful IIS policy change has been developed and the technical assistance required to meet this goal has been successfully executed

100% of submitted reports are accurate, relevant, and reliable

Developed solutions are 100% regulatory compliant

Solutions encompass the needs of ALL immunization stakeholders

Review of weekly and monthly status meetings / reports

End user / stakeholder feedback

1. Positive incentives:

a. Payment of contract’s negotiated labor rates for satisfactory service.

b. Contractor performance evaluated using the Contractor Performance Assessment Reporting System (CPARS). The evaluation will be considered when future AGENCY contract selections are made.

2. Payment is linked to quality through FAR clauses 52.246-6 Inspection of Services – Time and Material and Labor Hour

a. The Government shall accept or reject the work as promptly as practicable after delivery. Government failure to inspect and accept or reject the work shall not relieve the Contractor from responsibility, nor impose liability on the Government, for non-conforming work. Work is nonconforming when it is defective in material or workmanship or is otherwise not in conformity with contract requirements

As a result of the Contractor’s performance, a strategy roadmap on how to effectively engage stakeholders to increase the likelihood of successful IIS policy change has been developed and the technical assistance required to meet this goal has been successfully executed

Execute/perform all required tasks with accuracy, quality and timeliness

Adherence to schedule

All milestones tasks, and deliverables of the project are completed within deadlines determined by the team.

COR observations

As a result of the Contractor’s performance, a strategy roadmap on how to effectively engage stakeholders to increase the likelihood of successful IIS policy change has been developed and the technical assistance required to meet this goal has been successfully executed

No more than a 2% deviation in planned versus actual labor costs for the performance period being surveilled

Recommended IT solutions/products are within the budgetary limits of the contract

Periodic comparison of cumulative invoicing and pricing / staffing plans

COR observations

b. If any of the services do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements; the “hourly rate” for labor hours incurred in the replacement or correction shall be reduced to exclude that portion of the rate attributable to profit.

c. If the Contractor fails to promptly perform the services again or to take the necessary action to ensure future performance in conformity with contract requirements, the Government may (1) by contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service or (2) terminate the contract for default.

As a result of the Contractor’s performance, a strategy roadmap on how to effectively engage stakeholders to increase the likelihood of successful IIS policy change has been developed and the technical assistance required to meet this goal has been successfully executed

Responsive to ad hoc (within-scope) requirements and complies IAW the agreed upon timeframe

Invoicing is properly documented and timely submitted

OCFO / PGO /COR /TPOC feedback

As a result of the Contractor’s performance, a strategy roadmap on how to effectively engage stakeholders to increase the likelihood of successful IIS policy change has been developed and the technical assistance required to meet this goal has been successfully executed

Contractor personnel in sufficient numbers and possessing the requisite skill sets are available/ provide technical support for EACH business day of the performance period.

Key Personnel are not removed from the project without prior consent / concurrence of the COR.

COR / TPOC feedback

Assigned tasks/projects are completed within established deadlines. This includes data analyses and manuscript drafts.

Required milestones tasks, and deliverables of the project are completed within established deadlines.

Actual milestones tasks, and deliverables of the project completed are compared to the established timeline/deadline

- Review monthly status report and quarterly program reviews.

Favorable or Unfavorable Performance Evaluation

Required milestones tasks, and deliverables of the project are completed within established deadlines.

Completes all required reports and submits to the Task Order COR and other designated points of contact by established deadlines.

Complete weekly and monthly reports by agreed upon dates set between the Task Order COR and contractor.

SECTION 9 – SPECIAL CONSIDERATIONS

Section 508 of the Rehabilitation Act (29 USC 794d) Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998, and the Architectural and Transportation Barriers Compliance Board Electronic and Information (EIT) Accessibility Provisions (36 CFR part 1194), require that, unless an exception applies, all EIT products and services developed, acquired, maintained, or used by any Federal department or agency permit:

(1) Federal employees with disabilities to have access to and use information and data that is comparable to the access and use of information and data by Federal employees who are not individuals with disabilities; and

(2) Members of the public with disabilities seeking information or services from a Federal agency to have access to and use of information and data that is comparable to the access and use of information and data by members of the public who are not individuals with disabilities.

Accordingly, any vendor submitting a proposal/quotation/bid in response to this solicitation must demonstrate compliance with the established EIT accessibility provisions. Information about Section 508 provisions is available at http://www.section508.gov/. The complete text of Section 508 Final Provisions can be accessed at http://www.access- board.gov/sec508/provisions.htm.

The Section 508 standards applicable to this solicitation are identified in the Statement of Work/Specification/Performance Work Statement. In order to facilitate the Government’s evaluation to determine whether EIT products and services proposed meet applicable Section 508 accessibility standards, offerors must prepare an HHS Section 508 Product Assessment Template, in accordance with its completion instructions, and provide a binding statement of conformance. The purpose of the template is to assist HHS acquisition and program officials in determining that EIT products and services proposed support applicable Section 508 accessibility standards. The template allows vendors or developers to self-evaluate their products or services and document in detail how they do or do not conform to a specific Section 508 standard. Instructions for preparing the HHS Section 508 Product Assessment Template may be found at http://508.hhs.gov.

Respondents to this solicitation must also provide any additional detailed information necessary for determining applicable Section 508 standards conformance, as well as for documenting EIT products and/or services that are incidental to the project, which would constitute an exception to Section 508 requirements. If a vendor claims its products and/or services, including EIT deliverables such as electronic documents and reports, meet applicable Section 508 standards in its completed HHS Section 508 Product Assessment Template, and it is later determined by the Government – i.e., after award of a contract/order, that products and/or services delivered do not conform to the described accessibility in the Product Assessment Template, remediation of the products and/or services to the level of conformance specified in the vendor’s Product Assessment Template will be the responsibility of the Contractor at its expense.

The applicable provisions of this solicitation are: 1194.21, .22, .31, and .41.

Information Technology Security:

IT Contractor performance and resulting deliverables must adhere to all federal, HHS, and/or CDC IT security policies and procedures.

Privacy Act:

While the Privacy Act is not applicable, the appropriate security controls and Rules of Behavior should be incorporated to protect the confidentiality of information, proprietary, sensitive, and Personally Identifiable Information (PII) the Contractor may come in contact with during the performance of this contract.

The Paperwork Reduction Act of 1995 (PRA):

Offerors are advised that any activities involving information collections (i.e., surveys, questionnaires, applications, audits, data requests, reporting, recordkeeping and disclosure requirements, etc.) from 10 or more non-Federal entities, including State and local governmental agencies, are subject to the conditions of the PRA. Under the PRA, a Federal agency sponsoring a standardized data collection or directly obtaining standardized or substantially similar information from ten or more persons or entities (other than Federal employees within the scope of their employment) in any 12-month period must obtain advance written approval from the Office of Management and Budget (OMB).” Regardless of form or format (oral, written, or electronically transmitted), responses of opinion or fact requested or required by or for CDC, except those specifically exempted or excluded, are subject to the provisions of the PRA and its implementing regulation, 5 CFR 1320 (Controlling Paperwork Burdens on the Public).”

Section I – Clauses

Clauses in addition to the basic contract:

I.1 352.204-16 Prevention and Public Health Fund- Reporting Requirements.

As prescribed in HHSAR 304.1602, insert the following clause:

PREVENTION AND PUBLIC HEALTH FUND- REPORTING REQUIREMENTS (MAR 2012)

1. Pursuant to Public Law 112-74, FY2012 Labor, HHS and Education Appropriations Act, Sec. 220, this contract requires the contractor to provide products and/or services that are funded from the Prevention and Public Health Fund (PPHF), Public Law 111-148, sec. 4002. Section 220(a)(5) requires each contractor to report on its use of these funds under this contract. These reports will be made available to the public.

1. Semi-annual reports from the Contractor for all work funded, in whole, or in part, by the PPHF, are due no later than 20 days following the end of each six-month period. The six-month reporting periods are January through June and July through December. The first report is due no later than 20 days after the end of each reporting period. If applicable, the Contractor shall submit its final report for the remainder of the contract period no later than 20 days after the end of the reporting period in which the contract ended.

1. The Contractor shall provide the following information in electronic and 508 compliant format to the Contracting Officer.

1. The Government contract and order number, as applicable.

1. The amount of the PPHF funds invoiced by the contractor for the reporting period and the cumulative amount invoiced for the contract or order period.

1. A list of all significant services performed or supplies delivered, including construction, for which the contractor invoiced in the reporting period.

1. Program or project title, if any.

1. The Contractor shall report any subcontract funded in whole or in part with PPHF funding, that is valued at $25,000 or more. The Contractor shall advise the subcontractor that the information will be made available to the public. The Contractor shall report

1. Name and address of the subcontractor.

1. Amount of the subcontract award.

1. Date of the subcontract award.

1. A description of the products or services (including construction) being provided under the subcontract.

(End of clause)