Attachment_J7_DSLR_Strategic_Planning_Support_Services.docx

Attachment J7 Task Order B

ATTACHMENT J7 – TASK ORDER B

Title: Division of State and Local Readiness (DSLR) Strategic Planning Support Services

GENERAL INFORMATION

I. Task Order Type: Time and Materials

II. Period of Performance: Base Period - 12 Months Option Period – 12 Months Option Period – 12 Months Estimated Start Date: September 25, 2016

III. Basic Task Area 3: Professional/Technical Services

IV. Location of Work: Onsite

V. Program Office: Office of Public Health Preparedness and Response (OPHPR)

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

Base Year

Estimated Period of Performance: September 25, 2016 – September 26, 2017

Time and Materials

Option Year

Estimated Period of Performance: September 25, 2017 – September 26, 2018

Time and Materials

Option Year

ITEM

Estimated Period of Performance: September 25, 2019 – September 26, 2020

Time and Materials

TOTAL CONTRACT VALUE (Base Year Plus Option Year): $__________________

*The Extended Price should represent the total cost proposed. However, the offeror must provide a table identifying the labor categories, the labor rate, and the number of hours proposed for both the base year and the option year. The table should equal the Extended Price proposed for each year.

SECTION C – DESCRIPTION/SPECIFICATION/WORK STATEMENT

Performance Work Statement (PWS)

Title: Division of State and Local Readiness (DSLR) Strategic Planning Support Services

C.1 Background and Need:

The Office of Public Health Preparedness and Response (OPHPR) Division of State and Local Readiness (DSLR) administers CDC’s Public Health Emergency Preparedness (PHEP) cooperative agreement, which supports preparedness activities nationwide and provides technical assistance to 62 state, local and territorial PHEP awardees. The PHEP cooperative agreement is a critical source of funding for state and local public health departments to build and strengthen their abilities to respond effectively to the public health consequences of not only terrorist threats, but also infectious disease outbreaks, natural disasters, and biological, chemical, nuclear, and radiological emergencies.

OPHPR’s Division of State and Local Readiness (DSLR) requires contracted assistance through a contractor capable of providing technical support for various elements of our multi-year programmatic alignment of the Public Health Emergency Preparedness Program with the Hospital Preparedness Program (HPP) operated by the HHS/Assistant Secretary for Preparedness and Response. The alignment of these programs requires significant strategic planning, project management and Information Technolgy (IT) knowledge to support the efforts of the division. This includes work related to supporting HPP/PHEP and Global Health Security Agenda (GHSA) workgroups, evaluation and measurement refinement, and providing input (business requirements, etc.) for the long-term IT project under development at the Agency for Children and Families’ Grants Center of Excellence which will support CDC programs.

C.2 Project Objective:

A major effort went into making sure that programmatic business requirements were refined, evaluation and measurement requirements outlined, reporting methods developed and enhanced and very tight timelines were followed. The contractor has played – and will play – an enormous and vital role in this process. Support is required for the workgroup format we have used to formalize the alignment and make sure the related components fit together to achieve success. Understanding of an Agile Project Management structure, knowledge of current and proposed IT programs and understanding of the existing process and strategies for bringing it to completion will be essential components of this contract award.

C.3 Scope of Work:

The contractor, as an independent organization and not an agent of the Government, shall assign educated, qualified, and trained personnel with the necessary expertise to provide technical support services and perform activities in support of DSLR. Support should be provided by dedicated personnel familiar with DSLR operations and accustomed to the requirements of the DSLR staff. The work breakdown structure represents similar tasks for which the contractor may be expected to assist with: logistical support, emergency operations management, public health preparedness and program coordination. DSLR’s operations are aware of its responsibility in coordination, oversight, and accountability of public health preparedness and response activities throughout CDC, as well as within the states and communities as they relate to the requirements of DSLR.

C.4 Technical Requirement:

The contractor shall participate in one kick-off meeting within 30 days of the contract award and provide notes of the meeting to the COR.

The Contractor shall perform the following tasks:

a. Project Management

i. Project leadership support

ii. Project coordination and collaboration with operational timeline support involving input from other Centers Institute and Offices (CIO)

iii. Project Tracking and Status Reporting for all branches and outside partners as needed (including guidance document updates)

iv. Monthly senior leadership briefings

v. Develop and maintain plans for division wide activities as needed

b. Strategic Planning

i. Facilitate development of division and branch level strategic plans and stakeholder engagement strategies

ii. Support execution of strategy through monitoring and reporting

iii. Facilitate planning sessions and draft all planning documentation

iv. Develop models for BP1-BP5 PHEP site visits with input from key partners in DSLR (PSB PHEP specialists, Applied Science and Evaluation Branch (ASEB), Capacity Building Branch (CBB), DSLR Training Team, IT team, Field Services Branch (FSB), etc.).

v. Develop models for the Medical Counter Measure (MCM) Operational Readiness Review (ORR) Budget Period (BP)1-BP5 implementation

vi. Identification of next steps to improve gaps and areas of opportunity discovered in assessment through strategy development and planning sessions.

c. Organizational Analysis and Design

i. Assess the division’s current state design, processes, workforce and technology

ii. Support development of DSLR Leadership Dashboard to meet internal and external stakeholder needs, analyze operational details for the DSLR Leadership Dashboard; updating the interface, data collection/storage and other related areas

iii. Identify and document roles, responsibilities, processes and procedures

iv. Develop and implement recommendations for improvement to enhance collaboration between branches and units (includes division-wide operational timeline).

v. Conduct organizational needs assessment for CBB Chief

vi. Conduct organizational needs assessment for the Associate Director of MCM

d. Communication

i. Draft and update documents for division and provide follow-up assistance with action items.

ii. Prepare talking points, updates related to participation in meetings as needed.

iii. Develop division-wide communications process to improve coordination.

e. Support of the Grant Alignment Workgroups (e.g., Capabilities, Evaluation, Framework, IT, Training, Technical Assistance (TA), Policy and Guidance, Stakeholder Engagement, and Grant Administration)

i. Supporting CDC Grant Alignment Status Meetings

f. Workforce Development and Capacity Building

i. Develop employee engagement strategies

ii. Support leadership development and team building

iii. Support branch coordination through communication systems improvement (via SharePoint or other platform and training)

iv. Create division-wide training strategy

g. GHSA Support

i. Support implementation and tracking of GHSA Assessment findings

ii. Project planning for GHSA

iii. Track CIO progress and completion of action plans using GHSA assessment tool

iv. Collaboration with HHS on GHS country assessment tool and cross clearance comments

h. PHEP Program Review Recommendations

i. Ongoing project management and communications

1. Stakeholder communications

2. Senior PHEP program workgroup

3. Program support for development of PHEP

ii. Implement DSLR policy and infrastructure activities for Funding Opportunity Announcement (FOA)

i. Capabilities Refinement

i. Assist with capabilities refinement resulting from PHEP outputs, while leveraging feedback from PHEP Program review and DSLR leadership

ii. Internal/External vetting of capabilities

iii. Technical Assistance Strategies Training Refinement

1. Develop and define coordinated TA strategy

2. Identify consistent technical assistance strategies and practices to improve awardee performance

3. Develop technical assistance for revised PHEP program reviewing

4. Provide ongoing technical and operational support for the MCM ORR feedback survey to be collected from 62 awardees

5. Develop training and alignment for DSLR staff regarding new program requirements inclusive of all divisions within DSLR.

6. Technical Assistance Processes, including State and Local Medical Countermeasure Reviews

iv. Training Refinement

1. Design training for revised PHEP program reviewing, MCM ORR and other processes as needed

2. Planning and coordination

3. Training delivery and evaluation

4. Develop internal and external training work plans, updated quarterly, with deliverables such as training on capabilities and knowledge and skills needed to conduct and perform oversight on the cooperative agreements.

v. Assist with the refinement of an IT implementation plan and system to support CDC grants to include training deliverables

vi. Framework Refinement

1. Aligned framework refinement

2. Internal alignment of DSLR branches

3. Business requirements refinement

4. Instructions and templates refinement

5. Assessment tool refinement

vii. Evaluation and measures refinement

1. Develop evaluation strategy to assess program improvements and impact

2. Review and refine measures based on program review recommendations

3. Facilitate development of division and branch level performance measures

4. Extrapolate, collect, and compile data from MCM ORR feedback survey and other avenues of informal feedback

5. Support with activities related to Pandemic Influenza Readiness Assessment (PIRA)

6. Pandemic and All-Hazards Preparedness Act (PAHPA) Benchmarks

7. Grant alignment status meeting support

j. Data Management Strategy and Visualization

i. Coordinate and support Grant Alignment Project management activities of CDC with the IT Project Management activities conducted by Agency for Children and Families (ACF) Grants Management Center of Excellence in the design, build and implementation of the “Program Solutions” program support software.

ii. Continued Long Term IT Strategy development, including program business requirements refinement and coordination with ACF Grants Management Center of Excellence

iii. Grants Alignment IT Change Control Process

iv. Implement the interim IT solution to support CDC/DSLR and Assistant Secretary for Preparedness and Response (ASPR)

v. Develop strategy for DSLR data collection and analysis

vi. Assess current data management processes and systems and develop recommendations for improvement

k. Stakeholder Engagement Refinement

i. Facts and Questions (FAQ) database

ii. FAQ refinement and coordination

iii. Presentation refinement coordination

iv. Stakeholder engagement planning and coordination

v. Project planning

vi. Develop and assist with the implementation of a communications plan that conveys information between CDC and awardees

l. Support the engagement of stakeholders in the long-term IT development process

m. Continued Program Support and Development

i. Support Program Services Branch (PSB) for program requests as needed

ii. Support MCM requests as needed

iii. Coordinate after-action reviews as needed

n. Grants Administration Refinement

i. Support FOA development and refinement

ii. Ongoing grant alignment expertise

iii. Issues management

iv. Project planning and documentation

v. Application receipt and review planning

vi. Post award planning

vii. Technical assistance planning – grants management

Surge Support

Due to the nature of DSLR’s public health preparedness work, there may be times that “surge support” would be needed to assist with division response activities related to emergency conditions or situations. The scope of such surge support would fit within the general parameters of this Statement of Work, but would include an additional level of staffing to address the specific needs identified at that time and would be negotiated between the contractor and the government.

Short, time-limited surge support may also be needed to support DSLR staff on short, time limited activities, which may include designing a strategic planning process, meeting with program staff, or consulting with DSLR programs or personnel on the identification of initiatives or milestones or development of projects related to the Division’s strategic plan and top priorities.

Contractor acknowledges that this potential exists and commits to a response to requests for such support within 5 calendar days of receipt of a solicitation.

C.5 Reporting:

The Contractor shall deliver the Monthly Updates with Senior Staff and/or COR as specified below, within the time frames specified. The Contractor shall provide an electronic copy of a monthly written narrative to the OD Senior Staff and/or COR before the 15th of the following month, summarizing the number and type of activities as outlined below. Any such reports will be submitted in MS Word format (at the version level specified in the CDC Microcomputer Standards) via e-mail. If reports require spreadsheet attachments, such spreadsheets will be provided in MS Excel format (at the version levels specified in the CDC Microcomputer Standards).

C.6 Special Considerations:

For network access via CITGO the CDC will provide key fobs. Card key access will be provided to physical onsite locations such as CDC Roybal Campus, University Office Park, and Williams Building.

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 contractor 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 Section 508 Provisions.

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 contractors 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 contractor 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 contractor’s Product Assessment Template will be the responsibility of the Contractor at its expense.

The applicable provisions of this solicitation are: 1194.21, .22, .24, .31, and .41.

The Paperwork Reduction Act of 1995 (PRA) Offerors should be advised that any activities involving information collection (i.e., posing similar questions or requirements via surveys, questionnaires, telephonic requests, focus groups, etc.) from 10 or more non-Federal entities/persons, including States, are subject to PRA requirements and may require CDC to coordinate an Office of Management and Budget (OMB) Information Collection Request clearance prior to the start of information collection activities. This would also include information sent to or obtained by CDC via forms, applications, reports, information systems, and any other means for requesting information from 10 or more persons; asking or requiring 10 or more entities/persons to keep or retain records; or asking or requiring 10 or more entities/persons to disclose information to a third-party or the general public.

Rights in Data Specific publications shall be identified and approved by CDC prior to initiation, and processes must follow CDC’s Authorship Policy. The Contractor is prohibited from publicizing or disseminating information without the prior written approval of the Technical Monitor or COR. All data and products developed under this contract shall become and remain the property of the Government.

C.7 Government Furnished Property:

The government will not be responsible for providing office space allocation; there are limited hoteling spaces available (usually desktop computers are available at hotel spaces). The contractor will provide necessary on-site computer equipment and related software to complete work. Wireless Internet access is available at CDC campuses, however the contractor should come prepared with necessary technology in case of internet connectivity issues.

The Government will provide printing and reproducing requests. The COR will define the appropriate number of printed copies for a given deliverable. All products generated both paper and digital, are to be considered Controlled Unclassified Information (CUI) and will remain the property of the government.

Any information received from the government or its contractors or generated as a result of this task and taken off of government property will be encrypted with a Government approved thumb drive issued by the Government after appropriate permission is received from the COR. The thumb drives will be retained by the government once the task concludes. Individuals (federal and contractors) who have access to any information generated as a result of this task will be identified by the COR.

The government and its contractors will provide all available and related policies, procedures, system diagrams, database designs, architecture designs, process flows, user and training manuals, business requirements, contract task documents, and other pertinent information necessary to allow the completion of the identified tasks. Information requiring a Secret clearance will not be provided to anyone not holding proper clearance.

C.8 References:

None C.9. Deliverables:

Overall requirements and schedule of deliverables:

(Task Order COR and Program Manager)

PERFORMANCE MATRIX

Meets and complies with defined requirements as approved by the COR and Technical Monitor

Email= Within 1 hr Phone= Within 1 hr In Person= Within 1hr