RFP_277-15-0424 _Attachment_1 _SOW_and_Del..docx

RFP No. 277-15-0424 Attachment 1 Health Communications and Marketing (HCM) Services for Public Engagement

Statement of Work A. Background Information Within the Department of Health and Human Services, the Substance Abuse and Mental Health Services Administration (SAMHSA) leads public health efforts to advance the behavioral health of the nation. SAMHSA’s mission is to reduce the impact of substance abuse and mental illness on America’s communities.

The mission of SAMHSA’s Center for Substance Abuse Prevention (CSAP) is to improve behavioral health through evidence-based prevention approaches. SAMHSA/CSAP works with federal, state, public, and private organizations to develop comprehensive prevention systems. To this end, SAMHSA/CSAP:

· Provides national leadership in the development of policies, programs, and services to prevent the onset of illegal drug use, prescription drug misuse and abuse, alcohol misuse and abuse, and underage alcohol and tobacco use; and,

· Promotes effective substance abuse prevention practices that enable states, communities, and other organizations to apply prevention knowledge effectively.

Prevention is recognized as a foundational pillar of the National Drug Control Strategy and is one of the Administration’s highest drug policy priorities. In addition, SAMHSA’s prevention programming is consistent with the National Prevention Strategy’s four strategic directions: building healthy and safe community environments, expanding quality preventive services in both clinical and community settings, empowering people to make healthy choices, and eliminating health disparities.

At SAMHSA/CSAP, substance abuse prevention is integrated within a broader public health framework. SAMHSA/CSAP’s approach reflects the Institute of Medicine’s three classifications of prevention, which focus on target populations and the degree of risk they face. Public health promotes and protects the health of people and the communities where they live, learn, work and play. SAMHSA/CSAP works with states and communities to prevent substance abuse and related problems in the first place. In addition, SAMHSA/CSAP promotes wellness by encouraging healthy behaviors. As such, this opens up the opportunity to unite a wide range of educational, safety, youth-focused, and community-building initiatives with strategies to preempt substance abuse and mental illness.

As SAMHSA leads public health efforts to advance the behavioral health of the nation, it is important that SAMHSA/CSAP’s efforts to communicate comprehensive prevention messaging activities align with SAMHSA’s overall communications strategy as well as expand the Agency’s reach with new partners and audiences. SAMHSA’s number one Strategic Initiative - Prevention of Substance Abuse and Mental Illness includes these goals:

· Goal 1.1: Promote emotional health and wellness, prevent or delay the onset of and complications from substance abuse and mental illness, and illness, and identify and respond to emerging behavioral health issues;

· Goal 1.2: Prevent and reduce underage drinking and young adult problem drinking;

· Goal 1.3: Prevent and reduce attempted suicides among populations at high risk; and

· Goal 1.4: Prevent and reduce prescription drug and illicit opioid misuse and abuse.

According to the 2013 National Survey on Drug Use and Health results, the report shows that:

· Past month, binge, and heavy drinking rates among underage persons declined between 2002 and 2013. Past month alcohol use declined from 28.8 to 22.7 percent, binge drinking declined from 19.3 to 14.2 percent, and heavy drinking declined from 6.2 to 3.7 percent.

· 24.6 million Americans aged 12 or older were current (past month) illicit drug users – 9.4 percent of this age group.

· Marijuana was by far the most commonly used illicit drug with approximately 19.8 million current users aged 12 and older. The percentage of youth aged 12 to 17 perceiving great risk in smoking marijuana once or twice a week fell from 54.6 percent in 2007 to 39.5 percent in 2013.

· In terms of other illicit drugs, the report indicates that among those aged 12 and older, there were 4.5 million current nonmedical users of prescription pain relievers (1.7 percent), 1.5 million current cocaine users (0.6 percent), 595,000 methamphetamine users (0.2 percent), and 289,000 current heroin users (0.1 percent).

One of the communications challenges for SAMHSA/CSAP is to develop effective prevention messaging to counter the mixed messages being presented by popular culture, media, and other information sources regarding substance use and abuse. SAMHSA/CSAP will use this contract to develop and disseminate evidence-based prevention messaging to engage the public in efforts to prevent alcohol, tobacco, and other drug misuse and abuse.

B. Purpose This contract directly supports Strategic Initiative #1: Prevention of Substance Abuse and Mental Illness. Its purpose is to develop and disseminate a broad range of substance abuse prevention messages, resources, and communications activities for use by states, communities, and the general public to help prevent substance abuse and related problems. For example, these communication resources will be designed to:

· Raise awareness;

· Increase knowledge;

· Influence attitudes and norms;

· Show the benefits of behavior change;

· Reinforce knowledge, attitudes, and behaviors;

· Refute myths and misconceptions;

· Increase demand for preventive health services; and

· Demonstrate the link between prevention programming and its impact.

The contract will use a comprehensive communications approach to address the information needs of SAMHSA/CSAP’s constituents (e.g., grantees, stakeholders), national partners, and the general public. Other populations at risk to be addressed include:

· College students

· Transition age youth, especially those at risk of first episodes of mental illness or substance abuse

· American Indian/Alaska Natives

· Ethnic minorities experiencing health and behavioral health disparities

· Service members, veterans, and their families

· Lesbian, gay, bisexual, and transgender individuals

The contract goals include:

· Provide SAMHSA/CSAP’s constituents with easily accessible, compelling, and effective substance abuse prevention communication resources;

· Facilitate partnerships to leverage SAMHSA/CSAP public education activities; and

· Measure the effectiveness of communication resources provided to inform the execution and adaptation of future efforts.

The contract objectives include:

· Develop content for use across all SAMHSA communication platforms;

· Utilize best practices in health communications science to develop tailored content for multiple formats;

· Promote prevention resources using innovative and cost-effective strategies (includes digital and traditional dissemination approaches);

· Utilize relevant metrics to measure audience reach and engagement; and

· Refine content based on audience feedback and communications metrics on an ongoing basis.

Section C. Services to be Performed

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/task order 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/OMTO/DTM standards. The Contractor shall at all times maintain compliance with current DTM standards, which may change over the duration of this contract/task order. Any deviation from the SAMHSA standards should be negotiated with SAMHSA prior to contract/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/task order. 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 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/task order year or 90 calendar days after a major modification. In the initial contract/task order year and if an IT Plan update is necessary in following contract/task order years, the Draft IT Plan shall be provided 90 calendar days after the start of the contract/task order 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/task order. 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/task order 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 COR 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/task order, 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.[footnoteRef:2][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. [2: [1] Federal Information Processing Standard (FIPS) 1999, Standards for Security Categorization of Federal Information and Information Systems, February 2004.]

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.[footnoteRef:3][2] PII shall receive a level of protection commensurate with the risk associated with the loss or compromise of sensitive information. [3: [2] DHHS Rules of Behavior, February 12, 2008.]

(4) Sensitive information on public systems. The Contractor shall ensure that sensitive information is not stored, processed or transmitted on any 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 homepage, contains a link to SAMHSA's Website Privacy Policy (currently available 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 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/task order’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/task order 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 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 DTM [through the COR]. Full acceptance of the Contractor’s ISSP [IT Security Plan] is required and contingent upon the review and approval of 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/task order 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/task order 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/task order 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 an 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/task order 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/task order.

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/task order work or accessing any system, and on an annual basis thereafter, throughout the period of performance of the contract/task order. The Contractor shall maintain a list of all individuals who have completed this training and shall submit this list to the COR 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 has 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/task order. 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.

(13) 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

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

1. 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

1. 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

1. 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

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

1. 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

1. 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

1. 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

1. 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

1. 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

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

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

1. 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 makes information 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 (Refers 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 when 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

(1) Branding – The Contractor shall adhere to the branding and trademarking guidelines outlined in the SAMHSA Identity Standards. SAMHSA is the only entity that shall be branded in content, services, and products (including, but not limited to publications, webpages, mobile applications, program descriptions) developed through this contract/task order. Communications products and promotion activities developed through this contract/task order shall position and brand SAMHSA as the leading source for behavioral health expertise and innovation in the Nation.

(2) 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 (OC) has issued a concept clearance or other commensurate approval for the product including specific law or description in SAMHSA’s Strategic 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/Offices and other relevant external agencies. Recommendations from an annual communication product planning meeting and Executive Leadership Team decisions shall determine the final communication products to be produced. As a cost reimbursable contract/task order, SAMHSA maintains the rights to stop work, cancel future work, or change the level of effort of work on any communications products within this contract/task order. 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/task order 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 is not a reflection on the performance of the Contractor. The Contractor shall be reimbursed for any product development up to the date of request by the COR to end work on the product(s) or to change 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).

Unless SAMHSA exercises the right to produce/print hard copies, products produced under this contract/task order shall be developed for electronic and web-based distribution only, in accordance with the Executive Order on Promoting Efficient Spending (EO 13589). The duplication of print copies/DVDs/CDs shall be the exception and shall require OC approval prior to duplication. Products developed under this contract/task order shall adhere to SAMHSA’s web governance policy for layout, file format and other technical specifications. The Contractor shall work with the COR to upload approved content into SAMHSA’s Web Content Management System (WCMS). Training on SAMHSA’s WCMS shall be provided to the Contractor and the COR. OC approval is required for final communication products to be produced in hard copy. The intent to produce hard copies shall be identified during the concept clearance approval process. In addition, all products prepared under this contract/task order shall follow the “Plain English” guidelines and shall strive to maintain the national level of suggested reading levels for the appropriate audiences. Products granted an exception to print hardcopies prepared under this contract/task order shall be written and edited in accordance with the Government Printing Office Style Manual and SAMHSA style guidelines. All materials granted an exception shall be printed by the Government Printing Office (GPO) or other approved entity, such as through SAMHSA’s Public Engagement Platform (PEP), that still meets GPO printing guidelines.

(3) 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 contract/task order. This contract/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.

(4) Adherence to SAMHSA Technical Governance: The Contractor shall adhere to the SAMHSA Technical Governance. Any development, production and maintenance of Internet/Web applications, including Intranets and Extranets shall comply with SAMHSA policy and procedures.

The SAMHSA.gov website is the only authorized agency website. No new websites shall be created without prior written approval of the COR, in collaboration with OC and DTM and any appropriate agency website officials. Any new websites created by the Contractor shall be part of the SAMHSA.gov website. Websites or applications development may be accomplished on the Contractor's server(s). Production versions must reside on the SAMHSA/DTM infrastructure.

i. Content Development and Management Plan - Within sixty (60) days after the Contract Effective Date (CED), the Contractor shall submit electronic and hard copy versions of the Content Development and Management Plan through the COR to OC and DTM 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 DTM—for IT Technical Issues; and OC—for Content and New Media Issues. This plan must include any information on the web content that is being prepared for the 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) 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 contract/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 contract/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 geo data standards at data.gov.

· Web Content Integration. If this contract/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, OC, and DTM shall 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 shall 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 the planned initial posting of a 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 signatures obtained for any clearances (as needed) prior to submission. Depending on the document and the level of review necessary, SAMHSA shall 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 – For existing websites or other Internet content, if not already completed, the Contractor shall in conjunction with the COR, Center Content Coordinator and OC, plan for, facilitate and expedite the migration of all production (as opposed to development) Web content from the current website to the SAMHSA website. The Contractor shall prepare a plan that includes 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 DTM [through the COR] for review and approval. Any new content proposed by the Contractor for the Internet shall become part of the SAMHSA website. It is not SAMHSA’s intent to have the Contractor house SAMHSA-funded content for this contract/task order unless evidence is presented that it is more efficient to do so and approval is received from OC and DTM. 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 website. Web content consists of any and all materials (HTML files, XML files, PDF files, video, audio, etc.) with an expectation of being distributed via the Web or similar Internet system.

v. Contractor shall submit quarterly reports of actual Web-related IT costs to the COR. It is the responsibility of the COR to submit the quarterly report to OC and DTM. A reporting template shall be provided to the Contractor upon award of contractor/task order.

vi. Staff members from both OC and DTM shall be included in the initial contractor/task order kick-off meeting at the start of the contract/task order as well as any required annual meetings.

(5) HHS and SAMHSA Strategic Clearance Platforms are designed for the COR, 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 as well as to determine the appropriate level of clearance required for the product. The HHS and SAMHSA platforms include the key elements in communications planning and execution:

Use of the HHS and/or SAMHSA clearance platforms is required for the creation, promotion, dissemination and evaluation of communications products developed through this contract/task order.

Specific Requirements

The Contractor shall provide support in areas of specific importance to SAMHSA/CSAP including, but not limited to, the following tasks:

Task 1— Management Requirements

1.1 Kick-off Meeting - Within 10 business days of the contract effective date (CED), the Contractor shall have a face-to-face kick-off meeting with the COR, Alternate COR, and other relevant federal staff to discuss the project and to review SAMHSA’s expectations of the contract, lines of communication, and reporting procedures.

The kick-off meeting shall take place at SAMHSA headquarters, currently located at 1 Choke Cherry Road, Rockville, MD 20857. The SAMHSA headquarters may relocate to 5600 Fishers Lane, Rockville, MD 20857 during the course of this contract.

1.2 Regular Meetings - The Contractor shall have regular meetings with the COR and designated SAMHSA staff at least once a week for the duration of the contract effort. The purpose of these meetings will be to discuss current contract activities, briefly review progress made or completion of tasks, and identify and discuss emerging challenges. The Contractor shall schedule the conference calls and draft the meeting agenda. As needed, any face-to-face meetings will be held at the SAMHSA location. The Contractor shall provide a concise written summary of each meeting or conference call reflecting decisions and action steps to the COR within five (5) business days of the event.

1.3 Development of Work Plans - Within 14 business days of the CED, the Contractor shall submit a draft work plan. The Contractor, COR, and other parties will determine necessary modifications to the work plan proposed by the Contractor. The final work plan shall be delivered ten (10) business days after receipt of comments from the COR.

1.4 As for Optional Years the Contractor shall, no later than two (2) weeks before the contract year ends, submit a draft work plan and budget for the following option year. This work plan shall define the process that the Contractor shall utilize for scheduling tasks defined by the Statement of Work and obtaining necessary resources to achieve the objectives of this contract. The purpose of the work plan and budget for the option year is to ensure that contract resources are allocated across contract tasks in the most cost-effective manner and reflect the most current assessment of program needs and demands under each task.

Revised and Final Work Plan - After approval by the COR, the revised work plan shall govern the conduct of tasks for the remainder of the contract year. One (1) copy of the revised work plan and budget are to be provided to the COR, Alternate COR, and CO. The final work plan and budget shall be delivered five (5) business days after the receipt of comments from the Government. Once the work plan is revised, an electronic copy shall be submitted to the COR and Alternate COR.

Task 2— Reporting Requirements

The Contractor shall prepare and submit written Quarterly Reports, Annual Reports, and a Final Report. One (1) copy should be submitted to the COR and one (1) copy to the Contract Specialist. Reports submitted under this contract shall reference and cite the contract number in addition to identifying SAMHSA/CSAP as the sponsoring agency.

2.1 Monthly Report - This report shall be divided by individual work order task, and include information on the overall activities performed during the reporting period, difficulties encountered during the reporting period, remedial actions taken, and a statement of activity anticipated during the subsequent reporting period. The report also shall include any changes of personnel concerned with the project. This report shall be due on or before the tenth calendar day of the following month. The report is to be submitted electronically and length is not to exceed 15 pages.

2.2 Annual Report - The Annual Report shall reflect the accomplishments and performance metrics of the contract work during the reporting period for the respective year. This report shall include a summation of the work performed and results obtained over the year. This report should be in sufficient detail to describe comprehensively the results achieved. This report shall be submitted within 30 calendar days before the end of the period of performance.

2.3 Final Report - The Final Report shall include a summation of the work performed and results obtained over the entire contract period of performance. This report should be in sufficient detail to describe comprehensively the results achieved. A final report should be submitted within 30 calendar days before termination of the contract performance period.

Task 3—Materials/Content Development (Communication/Production)

3.1 Content Development - The Contractor shall provide content development, graphics, and editorial support to SAMHSA/CSAP staff in producing new content around a wide range of behavioral health topics and substance abuse emerging trends to complement the work of various SAMHSA programs and address the information needs of internal/external end users. The Contractor shall identify content, products, and other resources for repackaging that are complementary to other content developed by grantees and other intermediary partners. In addition, the usability of these resources shall be assessed. Additionally, during the planning process of materials, the offeror shall stay abreast of the progress of SAMHSA’s Science of Changing Social Norms and incorporate any relevant findings on messaging gained through this initiative.

NOTE: For budgeting purposes, please assume the development of 10 publication plan clearances (615s/PPCs) for GPO published materials/products per year.

3.2 Products and Services - The Contractor shall provide the following services to CSAP as assigned by the COR.

· Provide support to CSAP staff through the development of messaging that promotes the impacts achieved through CSAP’s program efforts, and also substance abuse prevention messages for CSAP staff to use in the field and to support the branding of SAMHSA/CSAP (e.g., what is substance abuse prevention, does it work, how does it work, etc.).

· Preparation of draft concepts and copy for all public education initiative materials. This may include print, and radio PSAs, promotional videos, posters, other audiovisual products, media kits, handbooks, pamphlets, web site content, and related ancillary materials (e.g., logos and themes).

· Develop content targeted for racial and ethnic minorities and other special populations. The Contractor shall develop materials that are culturally appropriate for a variety of audiences and reading levels; potential audiences include but are not limited to African American, Hispanic/Latino, Native American/Alaska Native, and other minority populations.

The purpose of this task is to support the development, design, and production of the following types of products and services:

3.2.1 Preparation of cover designs, logo designs, posters, meeting signage, PowerPoint (PPT) presentations, multimedia presentations, bulletins, meeting summaries, pamphlets, brochures, booklets, reports, CDs, DVDs, photos, other print and audio-visual products, and Web site pages.

3.2.2 Preparation of bilingual materials in Spanish/English for oral (e.g., CDs, DVDs, etc.) and written (e.g., PPT, bulletins, pamphlets, brochures, web pages, etc.) media. It is CSAP’s expectation that content will be developed first in English and then adapted into Spanish.

NOTE:

For budgeting purposes (Task 3.2.1), please assume development of eight (8) new products per year [e.g., 2 cover designs, 2 PPT presentations, 2 bi-fold brochures, 1 DVD (run time approximately 30 to 45 minutes), and 1 booklet (8 ½ x 11 at 20 pages), (Task 3.2.2) One (1) cover design, one (1) PPT presentation, one (1) bi-fold brochure, one (1) DVD, and one (1) booklet.].

3.3 Presentations - The Contractor shall provide a full range of services to create talking points or PowerPoint presentations for virtual and on-site presentations to constituency audiences at national conferences, workshops, and webinars. In addition, the Contractor shall research and develop talking points and PowerPoint presentations necessary for the CSAP Director and other SAMHSA officials as needed.