Attachment_4__Full_and_Open_Task_Order__2.docx

Attachment 4 – Full and Open Task Order #2

Section B - Supplies Or Services And Prices/Costs Time and Materials type contract

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

Section C – Performance Work Statement

Title: VTrckS ExIS Evaluation Support

SECTION 1 – BACKGROUND

In 2010, CDC developed the Vaccine Tracking System (VTrckS), to facilitate vaccine ordering, inventory management, and related processes for publicly purchased vaccine. As a secure, recoverable system, VTrckS enhances the ability to manage the vaccine supply chain in real-time, while streamlining manual processes and data entry. The implementation of VTrckS, in concert with the transition to the centralized distribution model, has significantly reduced the lead time between vaccine orders and delivery to providers; in 1994, delivery could take up to four weeks, while by 2013, over 98% of routine vaccine orders are shipped in four business days or less. The SAP-based VTrckS solution is a primary element of CDC’s Vaccine Management Business Improvement Project. In 2013, CDC completed the national deployment of this new web-based IT solution for vaccine ordering/forecasting and budget/contract management to CDC and all 64 awardee health departments.

Vaccination providers can order vaccine and report inventory to VTrckS in three ways: 1) providers can access VTrckS directly through a web service, 2) immunization program awardees can manually enter vaccine orders and inventory into the VTrckS web service on behalf of providers, and 3) providers can enter vaccine orders and inventory into an IIS, which interfaces with VTrckS through a file upload. Immunization program awardees can select one or more options for vaccination providers in their jurisdiction. In the 2010 IIS Annual Report, 38 (73%) of the 52 awardees that responded to VTrckS questions indicated their intention to use their IIS to interface with VTrckS. Among those 38 awardees, 32 (84%) planned to implement this functionality within 12 months. Since that time, 13 additional awardees have implemented or indicated their intention to implement an IIS interface with VTrckS for a total of 51 awardees; these awardees are referred to as ExIS (i.e., External Information System) awardees.

Recently, the ExIS solution has expanded available functionalities. In addition to standard provider master data, inventory and order upload interfaces, two more interfaces between IIS and VTrckS have recently become available (i.e., returns and wastage) and some awardees now have plans to implement file upload interfaces that they have not yet implemented. Enhancing IIS to utilize more of the available interfaces will improve the efficiency of the national vaccine ordering system and increase the ability of IIS to meet CDC accountability standards.

Adding IIS ordering functionality as part of an interface between VTrckS and the IIS builds on existing relationships with providers and provides an additional incentive for vaccination providers to participate in IIS while promoting greater accountability for publicly-purchased vaccine. Interfacing an IIS with VTrckS allows providers to submit ordering and inventory data to the IIS. Health department staff review and approve the orders and inventory in the IIS and upload the data to VTrckS for processing. Health department users can also upload data about vaccine shipments from VTrckS to their IIS.

With the initial success of VTrckS ExIS implementation, CDC has identified a need evaluate the public health impact of VTrckS ExIS on the ability of awardees to support accountability of publicly purchased vaccine, vaccine supply chain efficiencies, and provider satisfaction with ExIS solutions for vaccine ordering and inventory management.

Prior VTrckS ExIS evaluation work has included the development of a logic model for the ExIS vaccine ordering and inventory solution, identification of desired outcome measures and development of a proposed evaluation design to meet proposed evaluation objectives.

SUBSECTION A – DEFINITIONS

IISSB: Immunization Information System Support Branch NCIRD: National Center for Immunizations and Respiratory Diseases CDC: Centers for Disease Control and Prevention IIS: Immunization information System VTrckS: Vaccine Tracking System VTrckS ExIS: External Information System that interfaces with VTrckS ISD: Immunization Services Division COR: Contracting Officer’s Representative SME: Subject matter expert EC: Electronic copy

SECTION 2 – PURPOSE

This statement of work defines the effort required to provide evaluation and project support to IISSB. The Contractor would consult with IIS and VTrckS subject matter experts (SMEs) in the Immunization Services Division at CDC and in immunization programs to develop the appropriate evaluation plan for the purpose and scope of the required activities, execute all facets of required evaluation activities, and document evaluation results. CDC artifacts from prior ExIS work can be leveraged to support the creation of this plan. The Contractor may also consult with other CDC and non-CDC staff on evaluation design, outcome measures, and other pertinent evaluation information that use and/or impact other partners.

The objectives of this solicitation are to:

1) Evaluate the public health impact of implementing the VTrckS ExIS solution on the ability of awardees to support accountability of publicly purchased vaccine and vaccine supply chain efficiencies.

2) Assess the national status of ExIS implementation opportunities and barriers; and

3) Assess provider satisfaction with the ExIS solution for vaccine ordering and inventory management.

SECTION 3 – SCOPE OF WORK

The scope of this project encompasses those activities required to define evaluation objectives and implement an evaluation methodology for assessing the public health impact of VTrckS ExIS implementation in awardees, including improvements in IIS vaccine ordering and inventory tracking module usability (e.g., reduced user errors and increased provider satisfaction), efficiency (e.g., improvements in time to process orders, reductions in time to train or in staff time spent answering provider questions), accountability (e.g., improvements in shipments successfully received and wastage tracking).

Within this scope of work, the Contractor shall:

· Exhibit a firm understanding of all VTrckS system functionality and operating practices

· Exhibit a firm understanding of IIS, including IIS functionality, data collection, data processing, IIS vaccine ordering and inventory tracking functionality, VFC provider enrollment requirements, IIS functional standards, and state specific IIS practices.

· Establish a project management structure and bring the appropriate tools to oversee the successful execution of the project, work with CDC and contract staff to meet outcome requirements and ensure risks and issues are addressed effectively, efficiently and quickly as soon as they arrive, and provide status updates and ongoing project progress

· Provide documentation of the evaluation plan and timeline, including the strengths and limitations of the utilized evaluation methodology. CDC artifacts from prior ExIS work can be leveraged to support the creation of this plan.

· Collaborate with IIS awardees to collect data necessary to execute the evaluation and analyze data collected, including complying with the OMB Paperwork Reduction Act clearance process and requirements in a timely manner.

· Provide final report outlining the evaluation methodology, information gathered on the impact of VTrckS ExIS usability, efficiency, and accountability practices for vaccine ordering and inventory tracking.

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:

1. The Contractor shall establish a project management structure and bring the appropriate tools to oversee the successful execution of the project. This includes ensuring that the appropriate management structures are in place to develop and monitor the project work plans, manage contractor staff performing work during the project, and identify and resolve all issues and risks that may impact time, cost, or performance elements of the project. Specific subtasks include:

a) Conduct an initial kick-off meeting with NCIRD to review the project goals and objectives and discuss the Contractor’s proposed plans, activities, timeframes, and staff that will participate in the project

b) Develop a project work plan and schedule that documents the specific tasks, activities, and deliverables that will be conducted during the project using the he preferred consensus approach described previously as the baseline:

· When developing the proposed work plan, the Contractor should provide the tasks, activities, and timelines for the preferred consensus approach as well as a second strategy proposed by the vendor (if an alternate strategy is indeed being proposed). The Contractor may submit two separate project work plans – each specifying one approach – with their proposal if they determine this is the most efficient way to document the necessary task and activities with each approach

· The project work plan and schedule should be organized by the tasks and sub-tasks presented in this Scope of Work and present a clear and detailed plan for satisfying all SOW components

c) Prepare weekly status reports that highlight the key tasks, activities, deliverables, and accomplishments completed in the prior week and the expected activities for the coming week. Any known project risks or issues must be included with the status report, as well as a proposed mitigation strategy for any risks

d) Provide ongoing management for all project activities, including project scope, budget, staffing, issues, and risks

2. The Contractor shall execute the evaluation activities and collect relevant data from federal and non-federal stakeholders (if applicable) and VTrckS ExIS awardees for the purposes of evaluating the public health impact of implementing the VTrckS ExIS solution on the ability of awardees to support accountability of publicly purchased vaccine and vaccine supply chain efficiencies, assessing the national status of ExIS implementation opportunities and barriers; and assessing provider satisfaction with the ExIS solution for vaccine ordering and inventory management:

a) Develop an Evaluation Plan that describes the proposed evaluation approach to address outcomes of interest, presents data collection instruments (e.g. surveys), discusses strengths and limitations of the proposed evaluation design and methodology, recommends ways to mitigate the limitations, and presents a schedule of planned evaluation activities. CDC artifacts from prior ExIS work can be leveraged to support the creation of this plan, and variations or differences in approach from the prior work artifacts should be documented.

b) Execution of evaluation activities may include, but is not limited to conducting online surveys, focus groups, interviews, and/or assisting VTrckS ExIS awardees with providing data necessary to satisfy evaluation needs.

c) Provide evaluation progress updates to VTrckS and IIS SME’s within time frames determined by CDC and Contractor.

d) Determine and document suggested modifications (if applicable) to the evaluation measures or desired outcomes in collaboration with IISSB SME’s.

e) Create an Evaluation Final Report that includes background information about VTrckS ExIS, the evaluation approach, evaluation results, strengths and limitations, conclusions and recommendations for potential next steps with future VTrckS ExIS evaluations.

SECTION 5 – GOVERNMENT FURNISHED MATERIALS

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

SECTION 6 – DELIVERABLES/REPORTING SCHEDULE

Items

Description Quantity or No.

of Copies

Delivery Date

Deliver To

SECTION 7 – PERFORMANCE MATRIX

Quality Assurance*

Incentives/Payment-Quality Link

As a result of the Contractor’s performance:

An evaluation has been performed, and reported detailing VTrckS ExIS capacities, awardee implementation status, lessons learned, implementation impact and other relevant feedback.

Quality of Product/Service

Adherence to schedule

Cost Control

Business Relations

Management of personnel

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

Developed solutions are 100% regulatory compliant

Solutions encompass the needs of ALL immunization stakeholders

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

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

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

Invoicing is properly documented and timely submitted

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.

Review of weekly and monthly status meetings / reports

End user / stakeholder feedback

COR observations

Periodic comparison of cumulative invoicing and pricing / staffing plans

COR observations

OCFO / PGO feedback

COR / TPOC 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.

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.

SECTION 8 – SPECIAL CONSIDERATIONS

IT 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.

Protection of Human Subjects (January 2006)

(a) The Contractor agrees that the rights and welfare of human subjects involved in research under this contract shall be protected in accordance with 45 CFR Part 46 and with the Contractor’s current Assurance of Compliance on file with the Office for Human Research Protections (OHRP), Department of Health and Human Services. The Contractor further agrees to provide certification at least annually that the Institutional Review Board has reviewed and approved the procedures, which involve human subjects in accordance with 45 CFR Part 46 and the Assurance of Compliance.

(b) The Contractor shall bear full responsibility for the performance of all work and services involving the use of human subjects under this contract and shall ensure that work is conducted in a proper manner and as safely as is feasible. The parties hereto agree that the Contractor retains the right to control and direct the performance of all work under this contract. The Contractor shall not deem anything in this contract to constitute the Contractor or any subcontractor, agent or employee of the Contractor, or any other person, organization, institution, or group of any kind whatsoever, as the agent or employee of the Government. The Contractor agrees that it has entered into this contract and will discharge its obligations, duties, and undertakings and the work pursuant thereto, whether requiring professional judgment or otherwise, as an independent contractor without imputing liability on the part of the Government for the acts of the Contractor or its employees.

(c) If at any time during the performance of this contract, the Contracting Officer determines, in consultation with OHRP that the Contractor is not in compliance with any of the requirements and/or standards stated in paragraphs (a) and (b) above, the Contracting Officer may immediately suspend, in whole or in part, work and further payments under this contract until the Contractor corrects the noncompliance. The Contracting Officer may communicate the notice of suspension by telephone with confirmation in writing. If the Contractor fails to complete corrective action within the period of time designated in the Contracting Officer’s written notice of suspension, the Contracting Officer may, after consultation with OHRP, terminate this contract in whole or in part, and the Contractor’s name may be removed from the list of those contractors with approved Human Subject Assurances.

Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) Pursuant to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998, all electronic and information technology (EIT) products and services developed, acquired, maintained, and/or used under this contract/order must comply with the “Electronic and Information Technology Accessibility Provisions” set forth by the Architectural and Transportation Barriers Compliance Board (also referred to as the “Access Board”) in 36 CFR part 1194. 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 contract/order are identified in the Statement of Work/Specification/Performance Work Statement. The contractor must provide a written Section 508 conformance certification due at the end of each order/contract exceeding $100,000 when the order/contract duration is one year or less. If it is determined by the Government that EIT products and services provided by the Contractor 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 own expense.

In the event of a modification(s) to this contract/order, which adds new EIT products and services or revises the type of, or specifications for, products and services the Contractor is to provide, including EIT deliverables such as electronic documents and reports, the Contracting Officer may require that the contractor submit a completed HHS Section 508 Product Assessment Template to assist the Government in determining that the EIT products and services support Section 508 accessibility requirements. Instructions for documenting accessibility via the HHS Section 508 Product Assessment Template may be found at http://508.hhs.gov .

The applicable provisions of this solicitation are: 36 CFR 1194.21, .22, .31, and .41 Documents must be in unlocked form. Acceptance checklists for various file formats are available at http://www.hhs.gov/web/508/index.html.

SECTION 9 – REFERENCE MATERIALS

None

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)