277-14-0442_SOW.doc

RFP No. 277-14-0442

Attachment No. 1

STATEMENT OF WORK

I.

Background Information and Objectives

A.

Background and Need:

Pursuant to Executive Order 12564 and Public Law 100-71 (Section 503), the Department of Health and Human Services (DHHS) Secretary is responsible for oversight of the federal Drug-Free Workplace Program (DFWP) to achieve a national drug-free workplace. On behalf of the DHHS Secretary, the Substance Abuse and Mental Health Services Administration (SAMHSA), Center for Substance Abuse Prevention (CSAP), Division of Workplace Programs (DWP) has been designated to carry out these DHHS responsibilities of scientific, technical and policy oversight of the DFWP. These DWP responsibilities include:

· certifying federal Executive Branch agency Drug-Free Workplace Program (DFWP) plans

· submitting Reports to Congress that provide details of each Executive Branch agency plan for drug testing

· maintaining the Model Plan for a Comprehensive Drug-Free Workplace Program and the Guidance for Selection of Testing Designated Positions

· maintaining and expanding the Mandatory Guidelines for Federal Workplace Drug Testing;

· operating the National Laboratory Certification Program;

· providing technical assistance to Medical Review Officers (MRO) of the drug testing labs

· convening the Drug Testing Advisory Board (DTAB) This contract supports SAMHSA’s strategic initiative #1, “Prevention of Substance Abuse and Mental Illness”.

Key elements of the Federal Drug-Free Workplace initiative include:

· maintaining the Model Plan for a Comprehensive Drug-Free Workplace Program

· maintaining the Guidance for Selection of Testing Designated Positions

· maintaining and expanding the Mandatory Guidelines for Federal Workplace Drug Testing

· periodic program review to determine the need for program revisions in areas such as drug detection technology, drug test sensitivity, specificity and interpretation of results in workplace settings The 1986 Presidential Executive Order 12564 required that each Federal Executive Branch agency develop and implement programs to address drugs in their workplaces with a comprehensive program that would include a written policy, access to employee assistance program services, employee education, supervisor training, and drug testing. The Department of Health and Human Services (DHHS) was required to oversee the development of the federal-wide program and help agencies with these efforts. Another requirement of the DFWP was the development of the Mandatory Guidelines for Federal Workplace Drug Testing Programs which establishes the scientific and technical standards for Federal workplace drug testing programs under authority of section 503 of Public Law 100-71,5 U.S.G. Section 7301 note, and Executive Order (E.O.) 12564. The Mandatory Guidelines for federal Workplace Drug Testing Programs were first published in the Federal Register on April 11, 1988, (53 FR 11970) and have been revised an additional 5 times; the last occurring on November 25, 2008.

Under the Reorganization of the Alcohol, Drug Abuse and Mental Health Administration on October 1, 1992, the administrative responsibility for managing the DFWP was transferred to CSAP/SAMHSA.

The “Technical Support for Drug-Free Workplace” contract supports DWP responsibilities by providing program quality assurance and technical assistance for the Drug-Free Workplace Program among federal agencies and the drug testing industry. This contract also supports necessary special topic Drug-Free Workplace projects in support of the Mandatory Guidelines for Federal Workplace Drug Testing Programs.

This contract seeks technical assistance and support activities of the:

· Drug-Free Workplace Program

· Mandatory Guidelines for Federal Workplace Drug Testing

· Medical Review Officers (MRO) of drug testing labs

· Drug Testing Advisory Board (DTAB)

B.

Objectives:

The purpose of this contract is to provide technical support for:

· Certification of federal agency Drug-Free Workplace Program plans

· Reports to Congress

· Model Plan for a Comprehensive Drug-Free Workplace Program including Guidance for Selection of Testing Designated Positions

· Federal Drug-Free Workplace annual report

· Federal agency DFWP database archive

· Technical Assistance and training to federal agencies

· Dissemination of information to those associated with DFWP program

· Workgroups such as the Drug Testing Advisory Board, DFWP Interagency Coordinating Group (ICG), ICG Executive Committee (EC) and other groups

· Special projects such as literature reviews and special topic reports which includes identifying and retaining subject matter expert consultants in the drug testing field and other technical fields.

The Drug Testing Advisory Board advises the Administrator, Substance Abuse and Mental Health Services Administration, based on an ongoing review of the direction, scope, balance, and emphasis of the Agency’s drug testing activities and the drug testing laboratory certification program. The individuals appointed represent a variety of disciplines related to forensic drug testing, such as experience in a forensic drug testing laboratory, related academic research, toxicological research, the Medical Review Officer community, or technical expertise from other government agencies involved with drug testing issues, including military drug testing programs.

The DFWP ICG consists of federal agency staff associated with each agency’s DFWP, which covers approximately 197 Federal agencies in the Executive Branch.

The DFWP Interagency Coordinating Group (ICG) Executive Committee (EC) is a policy-setting body for the DFWP. It is chaired by the Office of National Drug Control Policy (ONDCP), and includes representatives from the Department of Health and Human Services (DHHS), Department of Justice (DoJ) and the Office of Personnel Management (OPM).

The overall objectives of this contract shall be to:

· Provide service and information to support workgroups.

· Manage and maintain an automated data collection system for the Federal Drug-Free Workplace reporting system.

· Provide technical support for data entry, maintenance, operation and expansion of the Federal Drug-Free Workplace reporting system.

· Provide scheduled technical assistance and training to agency staff associated with DFWP such as Drug Program Coordinators on topics such as the federal Drug Free Workplace Program, the latest drug testing requirements and the automated data collection system for the Federal Drug Free Workplace reporting system.

· Prepare Federal Drug-Free Workplace Program reports.

· Prepare Federal Drug-Free Workplace Program plans for certification.

· Maintain an up-to-date Federal Drug-Free Workplace model plan.

· Prepare reports to Congress.

· Provide logistical support for meetings such as the Drug Testing Advisory Board.

· Coordinate meetings and workshops related to the federal Drug-Free Workplace Program and workplace drug testing in substance abuse prevention.

· Support the development and dissemination of information about Drug Free Workplace issues.

· Identify and retain the most qualified expert consultants for the purpose of developing and reviewing scientifically-based specialized information materials such as reports on scientific and policy issues relating to Drug-Free Workplace issues, including reports on state-of-the-art emerging or critical technical issues pertaining to the Federal Drug-Free Workplace Program and workplace drug testing in substance abuse prevention.

The primary goals of this contract are:

· Produce certifiable Drug-Free Workplace Program plans for certification.

· Provide an annual report of federal agency Drug-Free Workplace Program data and maintain archive for program management purposes.

· Facilitate workgroup activities and goals

· Complete Subject Matter Expert special projects.

II.

Services To Be Performed

A.

General Requirements

1. Independently, and not as an agent of the Government, the Contractor shall furnish the necessary personnel, labor, equipment, software, services, materials, and supplies, except as otherwise noted specifically herein to perform the work set forth below.

2. All work under this contract will be monitored by the Contracting Officer’s Representative (COR)

3. SAMHSA/DIVISION OF TECHNOLOGY MANAGEMENT (DTM) GUIDELINES: The Contractor shall use software that meets SAMHSA Guidelines. Specifically, the system(s) must be PC compatible, operate in a Windows environment, and use Microsoft Office Suite (Word; Excel; PowerPoint; and Access), .Net, Java or other software; Oracle or SQL server databases, as well as web applications services such as IIS and Oracle AS or other software consistent with SAMHSA/DTM standards. The Contractor shall at all times maintain compliance with current DTM standards, which may change over the duration of this task order. Any deviation from the SAMHSA standards should be negotiated with SAMHSA prior to task order award.

4. IT PLAN:

The Contractor shall prepare an IT Plan that addresses and describes the Design, Development, Implementation, and Maintenance for all IT Applications in the contract. The IT Plan should include functional requirements (e.g., data, workloads, user interface, reliability, security, and maintenance), technical requirements (e.g., hardware, software, and telecommunications) and operational and other requirements. It should also include major IT milestones and implementation dates of the project. The draft and final IT Plan [i.e. “Electronic Version” and “Hard Copy”] shall be submitted as a deliverable to the COR and the DTM [through the COR] for review and approval. Full acceptance of the Contractor’s IT Plan is required and contingent upon the review and approval of the DTM. The IT Plan must be reviewed on an annual basis, and updated as necessary if major modifications. The IT Plan review shall occur 90 calendar days after the start of the contract year or 90 calendar days after a major modification. In the initial contract year and if an IT Plan update is necessary in following contract years, the Draft IT Plan shall be provided 90 calendar days after the start of the contract year or 90 calendar days after a major modification; and the Final IT Plan shall be submitted 30 days after the draft is reviewed by the DTM and returned to the contractor.

5. Security and Privacy Requirements for SAMHSA owned Contractor Managed Systems

(1) Adherence to security and privacy policy. The Contractor shall comply with all Federal and Department of Health and Human Services (HHS) security and privacy guidelines in effect at the time of the award of this contract. A list of applicable United States (U.S.) laws, Office of Management and Budget (OMB) requirements, HHS policies, standards and guidance, and Federal Government Computer Security guidelines can be located on the Secure One HHS website at http://www.hhs.gov/ocio/securityprivacy/index.html. The Contractor shall perform periodic reviews to ensure compliance with existing information security and privacy requirements. The Contractor reviews should revalidate compliance with previous requirements as well as any new requirements since the last review. The Contractor shall make all system information and documentation produced in support of the contract available to the agency and agency auditors upon request. All questions concerning IT security should be directed to the IT Security Team at infosecurity@samhsa.hhs.gov.

(2) Perimeter defense and notification. The Contractor shall ensure that the system and the information it contains are secured using appropriate perimeter defense technologies and that these technologies are monitored for anomalous traffic behavior. The Contractor shall immediately report any unauthorized system access to the agency Project Officer and/or System Owner.

(3) Protection of sensitive information. The Contractor shall ensure that sensitive information is protected by information security and privacy controls commensurate with the risk associated with the potential loss or compromise of the information. For purposes of this contract, information is sensitive if: the loss of confidentiality or integrity could be expected to have a serious, severe or catastrophic adverse effect on organizational operations, organizational assets, or individuals.[1] Further, the loss of sensitive information confidentiality or integrity could: (i) cause a significant or severe degradation in mission capability to an extent and duration that the organization is unable to perform its primary functions or the effectiveness of the functions is significantly reduced; (ii) result in significant or major damage to organizational assets; (iii) result in significant or major financial loss; or (iv) result in significant, severe or catastrophic harm to individuals.

Personally identifiable information (PII) is a subset of sensitive information and is defined as data which can potentially be used to identify, locate, or contact an individual, or potentially reveal the activities, characteristics, or other details about a person.[2] PII shall receive a level of protection commensurate with the risk associated with the loss or compromise of sensitive information.

(4) Sensitive information on public systems. The Contractor shall ensure that sensitive information is not stored, processed or transmitted on a publicly-available system (via the Internet) without the appropriate controls in place and specific authorization from the SAMHSA Chief Information Officer (CIO)and/or Chief Information Security Officer (CISO).

(5) Privacy requirements. The Contractor shall conduct and maintain a Privacy Impact Assessment (PIA) as defined by Section 208 of the E-Government Act of 2002 and Federal Acquisition Regulation (FAR) Clause 52-239-1, and required by HHS policy. The PIA shall be completed in accordance with HHS PIA guidance at http://www.hhs.gov/ocio/securityprivacy/privacyresources/pias.html . Periodic reviews shall be conducted to determine if a major change to the system has occurred, and if a PIA update is subsequently required. If it is determined that an update is necessary, the Contractor shall make the necessary changes to the PIA. Questions or assistance required for PIA completion should be directed to Carla Burch (Carla.Burch@samhsa.hhs.gov) The Contractor shall abide by all requirements of the Privacy Act of 1974 and FAR Clause 52-239-1. Pursuant to those requirements, the Contractor shall create and publish a System of Records Notice (SORN) in the Federal Register when required and shall publish an updated SORN following a major change to the system, as directed by OMB Memorandum (M) 03-22, OMB Guidance for Implementing the Privacy Provisions of the E-Government Act of 2002, or subsequent replacement guidance.

(6) Website Privacy Policy: The Contractor shall assure each page of the Website, including the home page, includes a link to SAMHSA's Website Privacy Policy (found at http://beta.samhsa.gov/privacy). DHHS and SAMHSA policy does not allow for persistent cookies on any SAMHSA or SAMHSA funded websites. In addition, any forms on the site which will ask users to enter personal information must first be approved through SAMHSA channels and the DTM. Questions or assistance required for SAMHSA websites should be directed to the SAMHSA webmaster (webmaster@samhsa.hhs.gov).

(7) Information System Security Plan (ISSP): The Contractor shall develop, submit and maintain an information system security plan compliant with National Institute of Standards and Technology (NIST) Special Publication (SP) 800-18 Revision 1, Guide for Developing Security Plans for Information Technology Systems, standards and must be consistent with the HHS and SAMHSA policy, as applicable to the contract’s statement of work.

Draft and Final ISSP Plan: The Contractor’s draft information system security plan shall be submitted [no later than 90 calendar days after the contract effective date (CED)] to the COR with the proposal for approval. The Final IT Plan shall be submitted 30 days after the draft is reviewed by the DTM and returned to the contractor. The draft and final IT Security Plan [i.e. “Electronic Versions” and “Hard Copies”] shall be submitted as a deliverable to the COR and the DTM [through the COR]. Full acceptance of the Contractor’s ISSP [IT Security Plan] is required and contingent upon the review and approval of the DTM.

Information System Security Plan requirements:

· Each of the 17 NIST security control families prescribed in NIST Special Publication (SP) 800-53, Recommended Security Controls for Federal Information Systems, and the specific ways in which those controls are implemented must be addressed, if applicable, in the ISSP and pertinent to the function the system is designed to provide.

· The system security plan must be reviewed on at least an annual basis.

· The completion date of the ISSP should be revised to record when the plan has been reviewed and update completed.

· Version numbers must be employed and revised to record when changes are made to the document.

Updated ISSP Plan: Following approval of the draft ISSP, the Contractor shall update and resubmit its ISSP to the COR in contract year 3 and when a major modification has been made, as determined by the contracting officer. The Contractor shall use the current ISSP template in Appendix A of NIST SP 800-18 Revision 1, http://csrc.nist.gov/publications/nistpubs/800-18-Rev1/sp800-18-Rev1-final.pdf to complete the ISSP. The information contained in the Contractor’s IT Security Plan shall be commensurate with the System Categorization indicated by the IT Security Officer.

Subcontracts: The Contractor shall include information consistent with this contract language in any subcontractor for performance under the SOW, whenever the submission of an IT Security Plan is required.

(8) System Authorization. The Contractor shall certify and accredit all systems developed for support of the contract in conformance with the standards set forth by the Federal Information Security Management Act (FISMA) and NIST SP800-37 Revisions 1, Guide for Applying the Risk Management Framework to Federal Information Systems: A Security Life Cycle Approach, prior to the system becoming operational, or within 90 days after system completion with approval from the SAMHSA CIO or CISO. This activity shall be performed in conjunction with the initial development of the system, updated when a major change occurs to the system, and renewed no less than every three years. All system authorization (S&A) packages shall be compliant with all Public Law (PL)-107-347, OMB mandates, FIPS, and additional applicable NIST guidance. This guidance includes, but is not limited to FIPS 199, FIPS 200, NIST SP 800-18, NIST SP 800-30, NIST SP 800-37, NIST SP 800-53, NIST SP 800-53A, and NIST SP 800-60. All NIST and FIPS documentation can be found at the NIST website at http://csrc.nist.gov/.

SAMHSA has created a S&A checklist to facilitate compliance with the OMB-mandated S&A process. The SAMHSA S&A Checklist will be provided to the Contractor after contract award and upon request to DTM through the SAMHSA COR.

Annual requirements. The Contractor shall be responsible for meeting ongoing information security and privacy system requirements. These include, but are not limited to, performing annual system testing, completing an annual system self-assessment, and supporting quarterly and annual SAMHSA FISMA reporting. Additionally, SAMHSA reserves the right to test or review the system security and privacy controls at any time. All annual requirements will be administered by SAMHSA IT security and privacy team.

(9) Security and privacy training. All Contractors shall receive general awareness training and role-based training, commensurate with the responsibilities required to perform the work articulated in the terms and conditions of the Contract.

The Contractor shall be responsible for ensuring each contractor employee has completed the SAMHSA Security Awareness Training as required by the agency prior to performing any contract work or accessing any system, and on an annual basis thereafter, throughout the period of performance of the contract. The Contractor shall maintain a list of all individuals who have completed this training and shall submit this list to the Project Officer upon request. As a part of this training, the Contractor shall ensure that all staff read, agree to, and sign the DHHS Rules of Behavior at http://www.hhs.gov/ocio/policy/hhs-rob.html.

(10) Clearances. The Contractor shall ensure all staff have the required level of security clearance commensurate with the sensitivity of the information being stored, processed, transmitted or otherwise handled by the System or required to perform the work stipulated by the contract. At the minimum, all Contractor staff shall be subjected to a Public Trust background check and be granted a Public Trust clearance before access to the System or other HHS resources is granted.

(11) Non-Disclosure. The Contractor shall not release, publish, or disclose agency information to unauthorized personnel, and shall protect such information in accordance with the provisions of the following laws and any other pertinent laws and regulations governing the confidentiality of sensitive information:

-18 U.S.C. 641 (Criminal Code: Public Money, Property or Records)

-18 U.S.C. 1905 (Criminal Code: Disclosure of Confidential Information)

- PL 96-511 (Paperwork Reduction Act) (12) Mobile device encryption. The Contractor shall: (a) encrypt all laptop computers, mobile devices and portable media which store or process, or may store or process, sensitive information using FIPS 140-2 compliant encryption technology; (b) verify that encryption products have been validated under the Cryptographic Module Validation Program at http://csrc.nist.gov/groups/STM/cmvp/index.html to confirm compliance with FIPS 140-2; (c) establish key recovery mechanisms to ensure the ability to decrypt and recover sensitive information by authorized personnel; and (d) generate and manage encryption keys securely to prevent unauthorized decryption of information. For more information, reference the HHS Encryption Standard for Mobile Devices and Portable Media at http://intranet.hhs.gov/it/cybersecurity/docs/policies_guides/EPF/encrypt_plan_format_for_protect_of_sensitive_info.pdf.

(12) Maintenance. The Contractor shall ensure that the system, once operational, is properly maintained and monitored, to include immediate response to critical security patches, routine maintenance windows to allow for system updates, and compliance with a defined configuration management process. All patches and system updates shall be properly tested in a development environment before being implemented in the production environment.

References

1. Policy for Department-wide Information Security at http://www.hhs.gov/ocio/policy/hhs-ocio-2011-0003.html

2. HHS IRM Information Security Program Policy at http://www.hhs.gov/ocio/policy/index.html

3. HHS Personnel Security/Suitability Handbook at http://intranet.hhs.gov/it/cybersecurity/docs/policies_guides/PISSP/pol_for_info_sys_sec_and_priv_hndbk_20110707.pdf

4. NIST SP 800-18, Rev.1, Guide for Developing Security Plans for Information Technology Systems at http://csrc.nist.gov/publications/nistpubs/800-18-Rev1/sp800-18-Rev1-final.pdf

5. NIST SP 800-37, Guide for Security Certification and Accreditation of Federal Information Systems: at http://csrc.nist.gov/publications/nistpubs/800-37-rev1/sp800-37-rev1-final.pdf

6. NIST SP 800-53, Recommended Security Controls for a Federal Information System at http://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800-53r4.pdf

7. NIST SP 800-60, Guide for Mapping Types of Information and Information Systems to Security Categories, Volume I at http://csrc.nist.gov/publications/nistpubs/800-60-rev1/SP800-60_Vol1-Rev1.pdf

8. NIST SP 800-60, Guide for Mapping Types of Information and Information Systems to Security Categories, Volume II at http://csrc.nist.gov/publications/nistpubs/800-60-rev1/SP800-60_Vol2-Rev1.pdf

9. NIST SP 800-64, Security Considerations in the Information System Development Life Cycle at http://csrc.nist.gov/publications/nistpubs/800-64-Rev2/SP800-64-Revision2.pdf

10. FIPS 199, Standards for Security Categorization of Federal Information and Information Systems at http://csrc.nist.gov/publications/fips/fips199/FIPS-PUB-199-final.pdf

11. Federal Information Processing Standards, Minimum Security, Requirements for a Federal Information System at http://csrc.nist.gov/publications/fips/fips200/FIPS-200-final-march.pdf

12. Cryptographic Module Validation Program at http://csrc.nist.gov/groups/STM/cmvp/index.html

13. HHS Policy for Records Management: http://www.hhs.gov/ocio/policy/2007-0004.001.html.

14. Enterprise Performance Lifecycle: http://www.hhs.gov/ocio/eplc/index.html

6. SECTION 508 COMPLIANCE:

1—Section 508 of the Rehabilitation Act, requires agencies and their Contractors to buy Electronic and Information Technology (EIT) that is accessible to people with disabilities.

2—On June 25, 2001, accessibility requirements for Federal Electronic and Information Technology took effect under Section 508 of the Rehabilitation Act. This law requires that such technology be accessible according to standards developed by the Access Board, which are now part of the Federal government's procurement regulations (Ref. to the Section 508 Federal Acquisition Regulations (FAR) Final Rule published on April, 2001 in the Federal Register).

3—These standards, as issued by the Board, cover a variety of products, including computer hardware and software, Websites, phone systems, fax machines, copiers, and similar technologies. Provisions in the standards spell out what makes these products accessible to people with disabilities, including those with vision, hearing, and mobility impairments. The Board included both technical criteria specific to various types of technologies and performance-based requirements, which focus on a product's functional capabilities.

4—The law relies strongly on the procurement process to ensure compliance with the new standards. Compliance with the standards is required except where it would pose an "undue burden" (as defined in the standards) or where no complying product is commercially available.

5—To be considered eligible for award, offerors must propose goods and/or services that meet the applicable provisions of the Access Board's standards as identified by the agency. Alternatively, offerors may propose goods or services that provide equivalent facilitation. Such offers will be considered to have met the provisions of the Access Board's standards for the feature or component providing equivalent facilitation.

6—In instances in which deliverables and other artifacts generated by the contractor are intended for distribution via the Web, deliverables must comply with Section 508 requirements. Additional online resources, including the Section 508 compliance standards are available for reference ( http://section508.gov/summary-section508-standards or http://www.hhs.gov/web/508/).

7. SAMHSA/OFFICE OF COMMUNICATIONS (OC) REQUIREMENTS

A. Branding – The contractor shall adhere to the branding guidelines outlined in the SAMHSA Identity Guide. SAMHSA is the only entity that will be branded in content, services, and products developed through this task order (including products, Web pages, program descriptions, etc.). Communications products and promotion activities developed through this task order will position and brand SAMHSA as the leading source for behavioral health expertise and innovation in the Nation.

B. Communications Products - The COR shall not direct the Contractor to expend funds on the development of any specific communications product until the SAMHSA Office of Communications has issued a concept clearance or other commensurate approval for the product including specific law or description in strategic initiative communications plan. The COR working with the Contractor shall ensure that SAMHSA products reflect SAMHSA's Strategic Initiatives and priorities and are produced with appropriate participation from all SAMHSA Centers and other relevant external agencies. Recommendations from an annual communication product planning meeting and Executive Leadership Team decisions will determine the final communication products to be produced. As a cost reimbursable contract, SAMHSA maintains the right to stop work, cancel future work, or change the level of effort of work on any communications products within this contract. This includes, but is not limited to, the revising, repurposing, producing, finalizing, or disseminating of products. Changes that incur a significant reduction or incretion of effort may require a contract modification depending on the level of effort and cost implications. Any decision by SAMHSA to change the purpose, direction, production, completion, or dissemination of a product does not negatively reflect the performance of the Contractor. The Contractor will be reimbursed for any product development up to the date of request by the COR to end work on the product(s) or a change in direction on the product(s). All products are the property of the Government and shall be turned over to the COR if the decision is made to stop work on the product(s).

In accordance with the Executive Order on Promoting Efficient Spending (EO 13589) products produced under this contract shall be developed for electronic and web-base distribution only unless SAMHSA exercises the right to produce/print hard copies. The duplication of print copies/DVDs/CDs will be the exception and will require prior approval. Recommendations from an annual communication product planning meeting and Executive Leadership Team decisions will determine the final communication products to be produced in hard copy. In addition, all products prepared under this contract will follow the “plain English” guidelines and will strive to maintain the national level of suggested reading levels for the appropriate audiences. All products prepared under this contract will be written and edited in accordance with the Government Printing Office Style Manual and SAMHSA style guidelines. All materials will be printed by the Government Printing Office (GPO) or approved entity such as through SAMHSA’s PEP, still meeting GPO printing guidelines.

C. Public Engagement Platform (PEP) and Marketing Support - Use of and close collaboration with the COR and SAMHSA’s OC for the services provided by PEP and OC is a requirement of this task order. This task order shall not reproduce or budget for any of the services that are available through SAMHSA’s OC. See below for details on the distribution services and Marketing Support that SAMHSA already has available:

· Contact center – 1-877-SAMHSA-7 which responds to public inquiries.

· Warehouse – full warehouse functions of receiving, maintaining, shipping, and managing the entire SAMHSA print and audiovisual library.

· Communications Products Pages – provides online presence for products, including “shopping cart” functionality to order/download products, tagging with the SAMHSA taxonomy, and other related content.

· Reports – provides inventory management information, (e.g. remaining inventory, monthly distribution, and reprint recommendations) and data analytics on the electronic consumption of SAMHSA communications products. Analyzing the product inventory reports is a requirement of this task order. The Contractor shall work with the COR in obtaining these reports from the OC.

· Press releases, News bulletins – these are more traditional forms of information dissemination. They are typically distributed to other news outlets.

· Conference Exhibit Program – Provides a SAMHSA presence at meetings that are aligned with the Agency’s strategic initiatives. Provides publications, programmatic information, promotional materials, etc.

· eBlasts – Internet-based email marketing and current awareness tool that allows subscribers to create profiles and select to receive updates on topics of interest to them, including, but not limited to upcoming awareness campaigns, funding opportunities, and new publications.

· Social Media – SAMHSA utilizes various social media tools (Facebook, Twitter, Flickr, YouTube) with a strong presence and following.

· SAMHSA Newsletter – SAMHSA News, the Agency’s newsletter, disseminates information to behavioral health service providers, consumers, and the general public from all SAMHSA program divisions and offices.

D. Adherence to SAMHSA Internet/Web Policy: The Contractor shall follow all SAMHSA Internet/Website Policy. Any development and production of Internet/Web applications, including Intranets and Extranets shall comply with SAMHSA policy and procedures. These policies and procedures cover Websites, Web page linkages, and Web development; and agency programmatic, concept, and technical clearances. All new contracts/task orders or modifications to existing contracts/task orders involving Internet/Web sites will require Programmatic and Concept Clearance from the Office of Communications and IT Clearance from the DTM. The SAMHSA Website is the only authorized Website. No new Websites will be created without prior written approval of the COR, in collaboration with appropriate agency Website officials. Any new Websites created by the Contractor will become part of the SAMHSA Website. Applications development may be accomplished on the Contractor's server. Productions versions must reside on the SAMHSA/DTM server.

i. Content Development and Management Plan - Within 60 days after the CED, the Contractor shall submit “Electronic Versions” and “Hard Copies” of the Content Development and Management Plan to the DTM and OC [through the COR] for review and approval. Full acceptance of the Contractor’s Content Development and Management Plan is required and contingent upon the review and approval of the DTM—for IT Technical Issues; and the OC—for Content and New Media Issues. This plan must include any information on the Web Content that is being prepared for SAMHSA site. The plan must also include, but is not limited to:

· Social Media. Details on any channels of social media that are planned to be used, either external (e.g., Facebook, Twitter, etc.) or internal to the content with justification for their use.

· E-mail. Details on mass e-mail distribution, or other Internet-based communication methods, with justification for their use.

· Processes. Descriptions of the processes for the review, approval, and clearance (if applicable) for the Web content (inclusive of social media, e-mail, etc.) for both initial posting and ongoing maintenance. Multiple/variable processes for different classes of content is suggested if applicable.

· Disposition. The management plan shall also include a plan for management or disposition of the content after the task order ends.

· Hosting. If there is a plan to physically host the content outside of SAMHSA.gov, details and a justification shall be provided.

· Content Management System Standards. Details how the contractor plans to provide updates compatible with or directly through SAMHSA’s Web Content Management System.

· Metrics Standards. Provides information on how the contractor plans to place “code” on each page of web content to allow it to be discovered and counted by SAMHSA metrics tools.

· Data Standards. Details how all data that is produced or incorporated as part of this task order and that is cleared for public distribution shall be made available in an open data format, compatible with Federal raw data and/or geodata standards at data.gov.

· Web Content Integration. If this task order includes assuming responsibility for a legacy site or content, the management plan shall include a plan for integrating that legacy site or content into SAMHSA.gov. This plan shall be coordinated with the agency plans for SAMHSA.gov, and may require multiple phases or steps for integration.

The COR, Office of Management, Technology and Operations (OMTO), and OC will have 30 days to review and provide comments.

ii. Digital Engagement – The preferred approach to digital engagement focuses on the empowerment of trained Federal staff as the agent of engagement. However, there will be instances where contractors are responsible for engagement activities. Digital engagement activities should be included as part of the Content Development and Management Plan and should, as closely as possible, adhere to the following principles:

· Transparency is essential to effective engagement

· Digital engagement should encourage building and sustaining communities and work to establish long-term relationships

· Engaging in a way that allows for timely responses should be the default

· Establishing an emergency mitigation strategy should be included as part of all planning activities

· Documenting where engagement activities have occurred is mandatory

· Measuring and reporting on mission-based outcomes is essential

iii. Web Content Approval - No later than three (3) weeks prior to initially posting a Web-only document, the Contractor shall submit the Content to the COR for review and approval. This document should be consistent with Federal policy and have all other signatures obtained for any other clearances (as needed) prior to submission. Depending on the document and the level of review necessary, SAMHSA will review and post the Content onto the SAMHSA site or on the appropriately determined SAMHSA social media platform. Development of new social media accounts is limited on a case by case basis based on criteria set by the SAMHSA Communications Governance Council (CGC).

iv. Web Content Migration Plan - The Contractor shall plan for, facilitate and expedite the migration of all production (as opposed to development) Web content from the Contractor’s web site to the SAMHSA Website. The Contractor shall prepare a plan that includes the Design, Development, Implementation, Public Production and Maintenance. The Content Migration Plan should include functional requirements, technical requirements and other operational requirements. It should also include major milestones and implementation dates of the project, including the migration phase. The draft and final Content Migration Plan shall be submitted as a deliverable to the COR and the OMTO [through the COR] for review and approval. Any new content proposed by the Contractor for the Internet will become part of the SAMHSA Website. It is not the intent to have the Contractor house SAMHSA-funded content for this project unless evidence is presented that it is more efficient to do so and approval is received from OC. Any new Web development must be focused on content that is logically integrated into the SAMHSA.gov organization, design and existing content. Content shall be developed in a manner that provides smooth and efficient integration into the SAMHSA.gov site. Web content is any materials (HTML files, XML files, PDF files, video, audio, etc.) with an expectation of being distributed via the Web or similar Internet system.

E. Strategic Communications Planning Template is designed for CORs, their contractors and field partners to create a consistent approach for planning communication activities for communications products or for ongoing operation of a program or organization. The content aligns with the target audiences, distribution and other elements of HHS clearance form 615, and with the justification section of HHS clearance forms 524/524A. The Template includes the key elements in communications planning and execution:

Field Analysis - identifying what the field needs, what’s already available to meet these needs, and potential collaborators

Goal - how meeting these needs will support SAMHSA’s mission

Objectives - ways in which particular communications and marketing activities will achieve this goal

Target Audiences - specific target audiences that need to be reached to achieve these objectives

Program, Product or Service - what will be delivered to these target audiences in order to reach the identified objectives

Formatting - how messages about these deliverables will be formatted to reach the identified objectives

Creative Mix of Tactics and Message Products -Advertising, Promotion, Events, Public Relations and Personal Communications approaches that will be combined with electronic or print message products to help achieve the identified objectives, timed against a projected product life expectancy.

Dissemination - implementation of this creative mix to reach identified objectives.

Evaluation and Quality Improvement - data gathering needed to improve task performance, and justify public investment in activities supporting SAMHSA’s mission.

Use of the template is a requirement for creation, promotion, dissemination and evaluation of communications products developed through this contract.

B.

Specific Requirements

Task 1

Contract Administration

Task 1.1 Transition/Transfer Activity – Startup at Beginning of Contract The contractor shall coordinate an orderly transition of the project from the previous contractor. The contractor shall:

a) Implement Transition Plan - Contractor will implement plan to ensure a smooth transition. Contractor will state what methodology they will use to retain their files according to the terms and conditions of the contract. (i.e., location of file storage, contact person & telephone). Delivery date: 30 days after contract award; no later than 60 days

b) Meetings – At the Contract Officer Representative’s (COR) discretion, the contractor shall participate in five or more meetings with the previous contractor to effect a smooth transition and to receive detailed information on the operation of Technical Support for DWP’s Federal Drug-Free Workplace Program Services Support. Delivery date: As requested by the COR according to dates set for meetings.

c) Materials – Ensure receipt and review of materials from the previous contractor or SAMHSA of complete files, documentation and all government furnished property, hardware, software, materials and data necessary to support continuation of full services, capabilities and outstanding technical and related work inherited from the previous contractor. The Contractor shall confirm receipt of materials and promptly notify the COR of any omissions or deficiencies. Delivery date: 10 days after receipt of materials or by the end of the transition period.

d) Training – Ensure that, during the transition period, the appropriate new contractor personnel receive training in all system operation and maintenance functions. The Contractor shall confirm receipt of training. Delivery date: 10 days after receipt of training or by the end of the transition period

Task 1.2 Develop and Finalize Work Plan

The contractor shall submit a draft Work Plan to the COR. The contractor shall meet with the DWP COR to review the preliminary draft of a comprehensive work plan and make modifications deemed necessary. This work plan will define the work processes and will contain key project management information including process Contractor will utilize in hiring staff, a timeline of task activities defined in the Statement of Work, and information on obtaining necessary resources to complete the objectives of this contract. Modifications of this work plan shall be delivered as an integrated part of the final work plan described below. If the COR determines necessary, the work plan will be updated annually as needed to plan task activities.

A draft, preliminary work plan (1 copy) will be submitted to the COR ten (10) days after the meeting described in Task 1.2, or no later than four (4) weeks after the effective date of contract (EODC). The preliminary work plan will be revised at the direction of the COR.

Once revised, two (2) copies of the final work plan are to be submitted 10 days after COR’s requested revisions, (one for the Contracting Officer Representative (COR) and Contracting Specialist). Copies can be emailed electronically.

Task 1.3 Meet or Confer Regularly with the DWP Contracting Officer Representative (COR).

After the first kick-off meeting to finalize the Work Plan, the Contractor shall have meetings or conference calls with the COR every two (2) weeks for the first two (2) months of the new contract. During the remainder of the contract term, the Contractor shall have monthly meetings or conference calls with the COR to discuss issues such as progress and trends to date, issues requiring clarification in the work of the Contractor, to resolve problems and concerns in the project and discuss upcoming activities. The contractor shall also be responsive to ad-hoc calls and emails regarding status updates and requests.

Task 1.4 Administrative Reports The contractor shall prepare and submit monthly progress reports to the Government in electronic format. One copy of the monthly report shall be submitted to the COR and one copy submitted to the Contracting Officer. Monthly progress reports shall consist of two parts. 1) A narrative table providing information by task including task title; summary description of work activities; staff person and consultant/subcontractor hours including hours by SME and by SME project, total hours per task and drawdown; total hours of all tasks for the month; concerns and problems; and future activities planned. 2) A spreadsheet providing budget total and by task; monthly and year-to-date expenses/obligations totals and by task; amount and percent remaining; total billed to date; and total cumulative hours for the contract to date and by task.

Other ad-hoc administrative/status reports may be requested as needed by the COR, such as a projected spend-down report, agency Drug Free Workplace Program plan certification status reports, meeting cost summary reports, SME activity report and summary accomplishment reports. For cost estimating purposes, assume the following: projected spend-down report (approximately 2 times per year), certification status reports (approximately 6 times per year), meeting cost summary reports (approximately 4 times per year), summary accomplishment reports (approximately 1 time per year).

Task 2 Group/Workgroup Support The contractor shall provide group/workgroup support as needed for DWP groups such as:

· Federal Interagency Coordinating Group Executive Committee (ICG-EC)

· Federal Interagency Coordinating Group (ICG)

· Drug Testing Advisory Board (DTAB)

· Special Topic Meetings and Work Groups The contractor shall provide support for approximately 12 workgroup meetings per year consisting of approximately 2 ICG-EC meetings during the 5-year contract term, 2 ICG meetings during the 5-year contract term, 5 DTAB meetings per year and 3 special topic meetings per year.

Support for the Federal Interagency Coordinating Group Executive Committee (ICG-EC) As requested by the COR, the contractor shall provide support as needed for the ICG-EC workgroup. It is anticipated the workgroup will convene quarterly. Additional ad hoc meetings may occur depending on the number and complexity of issues identified. It is anticipated the workgroup will not convene more than (5) times per year. It is anticipated the contractor will provide technical support for the workgroup approximately two (2) times during the term of a five year contract.

The purpose of the workgroup is to provide status updates and focus the Committee on issues and problems in the federal Drug-Free Workplace Program (DFWP) that require attention, and determine the necessary follow-up actions.

The ICG-EC workgroup will convene in the Washington, DC Metropolitan Area and the attendees will be federal Government staff from this area. The attendees shall pay their own expenses to attend the workgroup. The contractor will not be expected to regularly attend the workgroup. The contractor, may occasionally be requested by the COR to give a one (1) hour presentation to the ICG-EC workgroup via teleconference or local travel to meeting site. For cost estimating purposes: approximately one 1-hour presentation per year.

Primary services anticipated to be requested:

· Prepare materials such as PowerPoint presentations and status reports

· Presentation of information to workgroup

The above lists the primary workgroup support services that are most likely to be requested by the COR for this task. As needed, other workgroup support services may be requested by the COR from the list of services noted in Task 2.

Support for the Federal Interagency Coordinating Group (ICG) As requested by the COR, the contractor shall provide support as needed when the ICG convenes. It is anticipated the contractor will provide technical support to the group approximately two (2) times during the term of a five year contract.

The purpose of convening the group is to allow the ICG Executive Committee, and primarily the Division of Workplace Programs (DWP), to communicate important and updated information to invited representatives from each of the Federal agencies (approximately 197 federal agencies).

It is anticipated that the ICG will convene by teleconference or face-to-face in the Washington, DC Metropolitan Area for approximately one (1) day in length. The attendees will be federal Government staff primarily from this area, contractor subject matter experts and consultants, and contractor coordinators as needed. There will be approximately 150 attendees.

Primary services anticipated to be requested:

· Invitations – mail or email invitations, using the list of Federal agency contacts from the federal drug-free workplace database

· prepare information materials for the group

· registration – register participants to record their contact information

· operate audiovisual equipment or webinar applications in assisting with the presentations

· Transcript/Summary – arrange for a verbatim transcript (1 copy) or summary (1 copy) and provide to the…