Attachment_5__Small_Business_Set-Aside_Task_Order.docx

Attachment 5 – Small Business Set-Aside Task Order

Section B - Supplies Or Services And Prices/Costs Time and Materials type contract The Government’s estimate amount is not to exceed $2,200,000.00. 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: Immunization Consulting and Research ARM (ICRA) NCIRD IIS Strategy Initiative Support Services Task Order

SECTION 1 – BACKGROUND

In October 2012, the Centers for Disease Control and Prevention (CDC) National Center for Immunization and Respiratory Diseases (NCIRD) launched the creation of an Immunization Information Systems (IIS) Strategic Plan to guide NCIRD’s future investment decisions. The strategic planning effort was initiated for a number of other key reasons including the following:

· The growing importance of IIS in supporting immunization practice at the provider level and the ordering, management and accountability of federally purchased vaccine.

· The significantly increased visibility of IIS due to the EHR Incentive Program (“Meaningful Use”).

· The growing hope that IIS could help offset the costs of national vaccine coverage assessments.

· The increasing need for consistent standards-based performance across systems.

· Broader recognition of the need for planful investment and sustained financial support for IIS.

The objectives of the IIS Strategic Plan include identifying strategies for enhancing the capabilities of immunization registries for managing immunization coverage and clinical decision-making; and to develop a plan and method by which to prioritize investment decisions for registry services and other related activities. Other key objectives for developing the IIS Strategic Plan include strengthen the use of IIS to aide providers, awardees, and public health to gain better insights on vaccine usage, coverage and trends. Another important objective of this effort is to enhance IIS so health care community stakeholders, such as consumers, providers, awardees, state and national public health practitioners can better leverage IIS to inform and improve immunization practice from the individual to the national level.

The IIS Strategic Plan was developed with input from dozens of immunization practitioners, government, non-profit, and academic experts, and members of the IIS community. The Plan was delivered in November 2013. The IIS Strategic Plan focus areas include, Nationwide Leadership, Sustainability, Service Delivery, Capacity and Infrastructure and Interoperability/Data Management. To assist with refining and prioritizing the initiatives—as well as keeping the plan aligned with the evolving IIS environment—NCIRD created an intergovernmental IIS Executive Board. The IIS Executive Board was launched November 2013 and is composed of a broad spectrum of government stakeholders throughout the IIS community, including but not limited to State IIS managers, representatives from VA, other HHS Operating Divisions, and other CDC centers, institutes and offices. The IIS Executive Board advises NCIRD to ensure validation, adaptation and adoption of the IIS Strategic Plan components; ensure support for the execution of strategic initiatives; and maintain alignment between the challenges of today, the vision for the future and the interim steps required to achieve the vision. From May 2013 through October 2014, updates to the NCIRD IIS Strategic Plan by the IIS Executive Board include multiple edits and refinements to the initiative approaches, desired outcomes, success metrics, key steps, and sub-projects. The Strategic Plan presents short-, mid-, and long-term goals across five focus areas, and updates to the strategic plan consolidated the initiatives from 18 to 11 underlying initiatives. As mentioned previously, the IIS Strategic Plan is currently organized into five areas including one called “Nationwide Leadership.” Within that area, an initiative called the “Nationwide Immunization Information Management Vision and Strategy” is intended to include projects that establish and maintain the IIS Strategic Plan and establish and support the IIS Executive Board and other relevant Boards. Therefore, NCIRD has a requirement to support the continuous development, adoption, execution and maintenance of the IIS Strategic Plan and associated strategic project initiatives

SECTION 2 – PURPOSE

The objective of this task is to provide NCIRD IIS strategic plan program assurance services to support the continuous development, adoption, execution and maintenance of NCIRD’s IIS Strategic Plan effort, associated strategic project initiatives, and the Boards NCIRD has established to manage NCIRD’s IIS Strategic Plan. This task order will also be leveraged to obtain technical assistance, including project management, operational and evaluation activities dealing with the support of NCIRD IIS Strategic Plan, strategic IIS initiatives, and selected immunization information systems initiatives in support of awardee and CDC’s immunization programs. Technical assistance may be provided to CDC headquarters staff or to states and other federal partners, and may include establishing communication linkages and evaluating program needs.

SECTION 3 – SCOPE OF WORK

The selected contractor shall provide all personnel, management, and materials necessary for the delivery of the following scope of work:

1. Provide program assurance consultation and technical assistance in the form of evaluation activities required to support the maintenance and execution of the IIS Strategic Plan and NCIRD strategic IIS initiatives.

2. Provide technical assistance to CDC staff and to states on behalf of CDC Headquarter staff (as needed) in the form of project management, administrative and operational support for the execution of IIS strategic initiatives, selected IIS initiatives in support of CDC immunization programs, the IIS Executive Board and the NCIRD IIS Internal Working Group

SECTION 4 – TASKS TO BE PERFORMED

Note that the offereors may be excluded from any future procurements that may result when the contractor was involved in pre-award activtites such as development or writing of statemens of work and similar activities.

This section provides tasks to be performed in the IIS Program Assurance Services initiative.

Task 1: Provide technical assistance in the form of evaluation activities to assist in the execution and maintenance of the IIS Strategic Plan. Other key activities include, but are not limited to the following:

· Conduct ongoing impact assessment of changes, such as but not limited to strengths, weaknesses, opportunities and threats (SWOT) Analysis, Formative Research and other research methods in the environment that could affect the IIS Strategic Plan and the IIS strategic initiatives. Leverage information gathered from assessments to inform and provide input to NCIRD and to use for maintaining and executing the IIS Strategic Plan

· Support collaboration and facilitation of joint efforts among IIS stakeholders and partners to aide in updating and maintaining the IIS Strategic Plan effort. Leverage and implement efficiencies when implementing collaborative sessions. For example, support the implementation of joint interview sessions among IIS strategy projects leveraging similar stakeholders

· In line with NCIRD needs and priorities and as requested by NCIRD, perform analysis and develop requirements for strategic initiatives.

· Leveraging the analysis results used to develop requirements for strategic initiatives, provide support in the in the planning and development of IIS Strategy initiatives procurements. This support includes developing acquisition documents, such as task orders, statements of work, acquisition plans, clearance documentation and late waivers.

Task 2: Provide project management and operational support for the execution and maintenance of the IIS Strategic Plan and IIS strategic initiatives. Other key activities include. :

· Provide technical assistance to CDC staff in the form of management, administrative and operational support for the implementation of the IIS Strategic plan, IIS strategy initiatives and selected immunization program activities

· Provide support developing and implementing governance processes, communications plans, templates, change control procedures and progress tracking methods for the IIS Strategic Plan and IIS strategic initiatives.

· Develop and implement internal communications processes and tools. Assist with the implementation of communication activities being carried out in support of organizational change management approaches for the IIS Strategic Plan

· Facilitate and develop IIS Executive Board internal communications and external communication to stakeholders

· Update and maintain IIS Strategic Plan documentation to reflect changes approved by the IIS Executive Board and IIS Internal Working Group

· Support the planning and implementation of strategic planning sessions conducted by NCIRD with the IIS Executive Board and other stakeholders convened to inform the IIS Strategic Plan effort, including presentation development support, preparing read-ahead materials, administrative/logistical support.

· Support the planning and implementation of IIS Internal Working group, including presentation development support, preparing read-ahead materials, administrative/logistical support.

· Conduct facilitation of strategic planning sessions and breakout groups in support of the IIS Executive Board and Internal Working groups.

· Update and maintain documentation describing the operations required to support the IIS Executive Board and the IIS Internal workgroups

· Develop, document and (when applicable) update IIS Executive Board processes, procedures, and templates

· Update and maintain a SharePoint repository for internal and external Boards managing the strategic plan and for the IIS strategic initiatives.

· Establish and maintain a risk & issue logs on SharePoint for internal and external Boards managing the Strategic Plan and for the IIS strategic initiatives.

· Support Internal Work Groups and IIS Executive Board meetings with agendas, minutes and storing meeting materials on SharePoint

· Create and implement a portfolio management process for current, ongoing and planned NCIRD IIS investments utilizing indicators and metrics agreed upon by CDC and that are aligned to the IIS Strategic Plan goals, objectives, success outcomes and metrics.

· Coordinate EPLC documentation and compliance for projects..

· Create a deliverable tracking mechanism and track the progress of deliverables from contractors and sub-committees

· Create and implement a process for tracking and implementing action items identified as part of the management and implementation of the IIS strategic plan and for the IIS strategic initiatives as well as from meetings with CDC staff

· Facilitate deliverable review & validation for IIS Strategic Plan initiatives project documentation from contractors and sub-committees

· In support of IIS strategy planning activities, coordinate all aspects of the technical and Objective Review Panels including:

· Identify and prepare NCIRD OD and ISD participants for the Technical Evaluation and Objective Review panels

· Provide oversight for the key program activities required for the implementation

· Create specific documentation required for the review panels

· In support of IIS strategy planning activities, coordinate and implement technical Evaluation and Objective Review panels as needed (taking notes, producing reports, etc.)

SECTION 5 – SPECIAL CONSIDERATIONS

a. SECURITY IT Contractor performance and resulting deliverables must adhere to all federal, HHS, and/or CDC IT security policies and procedures. Based upon the scope of this contract, the SOW must include the following HHSAR IT Security clauses: 352.239-70 Standard for Security Configurations; 352.239-71 Standard for Encryption Language; 352.239-72 Security requirements for Federal Information technology Resources. The clauses may be found at: http://www.hhs.gov/policies/hhsar/subpart352 Specific HHSAR IT security clause statements apply for work conducted by the Contractor on behalf of the government. Additionally, if the task order objectives include a cloud-based hosting solution, the RFTOP/SOW must include the GSA FedRAMP Standard Contract Language Security Contract Clause language, as defined in the attached “FedRAMP Standard Contractual Clauses” document. Please see the OCISO website at http://intranet.cdc.gov/ociso/pandp/fedramp.html for more background.

b. PRIVACY 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.

c. PAPER REDUCTION ACT Data collection requirement in support of the project involving the gathering of information from 10 or more individuals and are funded by a contract will be subject to review and approval by the Office of Management and Budget (OMB) under the Paperwork Reduction Act.-

d. TRAVEL The nature of work may require travel to various sites. Travel in the amount of $12,000 will be set-aside for this effort. The contractor will be provided access to necessary facilities, data and documentation relative to planning and control processes and objectives. The contractor shall obtain approval from the Contracting Officer’s Representative (COR) and Contracting Officer (CO) prior to any travel.

e. GOVERNMENT FURNISHED MATERIALS The government will provide contract personnel with an identification badge (HHS-576-CDC) and CDC cardkeys to gain entrance to designated CDC buildings and CDC user accounts (which consist of user IDs and passwords and are required to gain access to CDC LAN/WAN computer environments). Issuance of identification badges to contract personnel is contingent upon successful completion of a NACI or Federal investigative process as required in accordance with Homeland Security Presidential Directive-12 (HSPD-12).

f. PERIOD OF PERFORMANCE Period of performance is 12 months from the date of award.

g. PLACE OF PERFORMANCE Generally work will be performed at the offices of the Centers for Disease Control and Prevention, in Atlanta, GA. An approval from the COR will be required for any contractor staff to perform work from home or other site locations. Telework requests must be submitted in writing and approved prior to contractor performance of off-site services. Government will provide the required desktops/laptops and any mobile devices as deemed necessary.

h. HOURS OF WORK The CDC has a flexible work program schedule that allows individuals to begin work as early as 6:30AM and end as late as 6:00 PM at the discretion of the project officer. Normal business hours are 8:00 AM to 4:30 PM, Monday through Friday, except Government observed holidays

i. 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

j. 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 6 PERFORMANCE STANDARDS

(Quality Assurance surveillance Plan/ QASP) Incentives/ Disincentives

As a result of the Contractor’s performance, program assurance services to support the continuous development, adoption, execution and maintenance of NCIRD’s IIS Strategic Plan effort, associated strategic project initiatives, and the Boards NCIRD has established to manage NCIRD’s IIS Strategic Plan 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, program assurance services to support the continuous development, adoption, execution and maintenance of NCIRD’s IIS Strategic Plan effort, associated strategic project initiatives, and the Boards NCIRD has established to manage NCIRD’s IIS Strategic Plan has been successfully executed

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, program assurance services to support the continuous development, adoption, execution and maintenance of NCIRD’s IIS Strategic Plan effort, associated strategic project initiatives, and the Boards NCIRD has established to manage NCIRD’s IIS Strategic Plan 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, program assurance services to support the continuous development, adoption, execution and maintenance of NCIRD’s IIS Strategic Plan effort, associated strategic project initiatives, and the Boards NCIRD has established to manage NCIRD’s IIS Strategic Plan 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, program assurance services to support the continuous development, adoption, execution and maintenance of NCIRD’s IIS Strategic Plan effort, associated strategic project initiatives, and the Boards NCIRD has established to manage NCIRD’s IIS Strategic Plan 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

Completion of contract deliverables

Accuracy, consistency, and timeliness

All required milestones, task, and deliverables are achieved in accordance to the contract.

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

Review of completed deliverable/reports submission

Favorable or Unfavorable Performance Evaluation

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.

Accuracy, consistency, and timeliness

All required reports are delivered in accordance within established deadlines.

Reports must be 95% accurate. Reports must be 100% on time addressing the requirements of the established Reporting Schedule

100 % review of submitted reports.

Favorable or Unfavorable Performance Evaluation

SECTION 7 – DELIVERABLES/REPORTING SCHEDULE

Each deliverable shall be electronically submitted to the Contracting Officer’s Technical Representative (COTR) and Contracting Officer (CO). The deliverables for this engagement including the following:

Tasks

Items

Description

Mode

Due Date

SECTION 10- KEY PERSONNEL CLAUSE

Contractors shall provide a detailed statement of staffing proposed for this contract, including (1) resumes from key personnel (limited to 10 pages) outlining the credentials and background of key management, professional, and technical personnel to be used for this contract, including the percent time on this and other projects; (2) a detailed plan that describes current staff available for this task order and how the team will interface with CDC, as well as descriptions of methods used to recruit professional and technical staff as workloads increase, and/or emergencies or staff turnovers occur; and (3) a clear delineation of staff authorities and line of responsibility.

Key personnel, including the project manager, project administrators/coordinators, consultants and analysts are considered essential to the work performed under the task order. If these leave the Contractor’s employment or are reassigned to other programs, the Contractor shall notify the Contracting Officer reasonably in advance and shall submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the program. The Contractor shall not replace or divert any key personnel without the written consent of the Contracting Officer. If a suitability determination of the approved substituted key personnel is required, the Contractor shall comply with the instructions in clause titled “Suitability Determination Requirements (Nov 2002)” to obtain the determination.

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)