Attach_01a_PWS.doc

RFP 277-19-0531

Attachment 1a, PWS

Performance Work Statement (PWS) Project Title: “Technical Support Services for Drug-Free Workplace”

A. Purpose of the Contract The purpose of this contract is to provide technical assistance and support for the federal Drug-Free Workplace Program (DFWP) which is a statutory, regulatory program pursuant to Executive Order 12564 and Public Law 100-71 (Section 503). This contract provides technical support to the Substance Abuse and Mental Health Services Administration (SAMHSA), Center for Substance Abuse Prevention (CSAP), Division of Workplace Programs (DWP) in administering the day-to-day operations of the DFWP; monitoring federal Executive Branch agencies’ compliance with the DFWP; and satisfying the program’s regulatory requirements among federal agencies and within the drug testing industry.

This contract will provide technical assistance and support to DWP and DFWP stakeholders such as:

· Federal Executive Branch agencies’ leadership and Drug Program Coordinators (DPCs)

· Medical Review Officers (MROs) of drug testing labs and those in the drug testing industry who use the Medical Review Officer (MRO) Guidance Manual and Mandatory Guidelines for Federal Workplace Drug Testing Programs

· Workgroups such as the Drug Testing Advisory Board (DTAB) and MRO workgroup

The task activities associated with this contract are:

· Task 1: Contract Management and Administration

· Task 2: Group and Workgroup Support

· Task 3: DFWP Annual Summary Report (ASR) and Agency Archives Data

System

· Task 4: Certification and Maintenance of Federal Agency Drug-Free

Workplace Program (DFWP) Plans

· Task 5: Reports to Congress

· Task 6: DFWP Tools – Updates

· Task 7: Dissemination of Information to DFWP Stakeholders

· Task 8: Consultation and Training

· Task 9: Subject Matter Expert (SME) Activities/Special Projects

· Task 10: Transition/Transfer Activities – Contract Closeout

· Optional Task 11: Supplemental SME Activities/Special Projects

· Optional Task 12: Supplemental Meetings B. Background and Need

The need for this contract is based on the regulatory requirements of E.O. 12564 and P.L. 100-71 which established the federal Drug-Free Workplace Program with the aim of eliminating illicit use of drugs in the federal workforce and enhancing workplace safety and safety of U.S. citizens. This contract is needed to obtain Subject Matter Expertise to maintain the technical policy and scientific aspects of the program to meet program requirements.

i. History

In 1986, the President of the United States found that drug use was having serious adverse effects upon significant proportions of the national work force, resulting in billions of dollars of lost productivity annually.

The federal government, as an employer, is concerned about the well-being of its employees, the successful accomplishment of agency missions, and the need to maintain employee productivity.

Use of illegal drugs, on or off duty, by federal employees is inconsistent with expectations of law-abiding behavior; inconsistent with the special trust placed in federal employees as public servants; and can pose a serious threat to national security, public health and public safety of U.S. citizens and federal employees.

As a result, in 1986, the President enacted the Drug-Free Workplace Program through Executive Order 12564 and in 1987, enacted Public Law 100-71 (Section 503). The DFWP requires federal employees to refrain from using illegal drugs and requires each federal Executive Branch agency to develop a DFWP plan and implement a drug testing program to address drugs in their workplaces. Agencies must develop a comprehensive program that includes a written policy, access to Employee Assistance Program services, employee education, supervisor training, and drug testing. Agencies’ drug testing programs must be in accordance with the Mandatory Guidelines for Federal Workplace Drug Testing Programs.

The federal government has modelled an approach toward achieving drug-free workplaces with the Drug-Free Workplace Program which is designed to offer drug users a path toward recovery and, at the same time, demonstrate that illicit drug use will not be tolerated in the federal workplace.

In 2017, in response to the nation’s current opioid epidemic, the Division of Workplace Programs revised the Mandatory Guidelines for Federal Workplace Drug Testing Programs using Urine, to allow drug testing of four commonly misused prescription opioids.

ii. Program Authority

Pursuant to Executive Order 12564 and Public Law 100-71 (Section 503), the Department of Health and Human Services (HHS) Secretary is responsible for oversight of the federal Drug-Free Workplace Program to achieve a national drug-free workplace.

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

On behalf of the HHS Secretary, SAMHSA’s Center for Substance Abuse Prevention (CSAP), Division of Workplace Programs (DWP) has been designated to carry out HHS responsibilities of scientific, technical and policy oversight of the DFWP.

DWP has been designated by HHS to carry out these responsibilities:

1) Plan Certification – Oversee the development and certification of federal-wide agency program plans.

2) Report to Congress – Submit federal agency certified plans in a Report to Congress.

3) Drug Testing – Develop and update the Mandatory

Guidelines for Federal Workplace Drug Testing Programs which establishes the scientific and technical standards for federal workplace drug testing programs.

The Mandatory Guidelines for Federal Workplace Drug Testing Programs was first published in the Federal Register on April 11, 1988, (53 FR 11970) and has been revised an additional six times; the last revision occurring on January 23, 2017.

DWP’s DFWP activities include:

Plan certification –

· Providing technical assistance to agency Drug Program Coordinators (DPCs) in developing and updating their agency plans

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

· Maintaining the Model Plan for a Comprehensive Drug-Free Workplace Program and the Guidance for Selection of Testing Designated Positions which are tools for developing agency plans

· Collecting data to monitor program status

Report to Congress –

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

Drug testing –

· Maintaining and expanding the Mandatory Guidelines for Federal Workplace Drug Testing Programs

· Operating the National Laboratory Certification Program (NLCP)

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

· 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.

· Convening the Drug Testing Advisory Board (DTAB) and other groups of technical experts to address complex program issues.

iii. Link to HHS/SAMHSA mission

The Department of Health and Human Services’ (HHS) mission is to enhance the health and well-being of all Americans, which includes providing for effective health and human services. SAMHSA provides health services relating to substance use and mental health with the mission of reducing the impact of substance misuse and mental illness on America's communities, and working closely with other health agencies to advance the behavioral health of the nation.

This contract supports HHS’ and SAMHSA’s mission and the following initiatives: 21st Century Cures Act, 2016; the President’s Commission on Combatting Drug Addiction and the Opioid Crisis; HHS Strategy for Fighting the Opioid Crisis; and Interdepartmental opioids initiatives. This contract supports these initiatives through drug and opioid use detection, early intervention, prevention of addiction, and referral to treatment/counseling resources.

C. Goals and Objectives The goals of this contract are:

1) Support program operations – Support timely day-to-day operations of the DFWP.

2) Monitor program compliance – Accurately monitor program operations for compliance with regulatory and other program requirements, including monitoring the status of federal Executive Branch agencies’ compliance with the DFWP.

The objectives of this contract and strategies for accomplishing the goals are:

· Provide meeting support and Subject Matter Experts (SMEs) expertise to support workgroups in addressing program issues (Task 2)

· Manage and maintain electronic archives, data collection and Annual Summary Reporting (ASR) system for the federal Drug-Free Workplace Program to provide reports on program status and compliance (Task 3)

· Work with federal agencies to prepare federal Drug-Free Workplace Program plans for certification, and plan updates according to program requirements and program changes (Task 4)

· Prepare Reports to Congress to transmit certified agency plans to Congress and to meet program requirements (Task 5)

· Maintain the federal DFWP model plan and other DFWP-related tools for plan certification and plan updates (Task 6)

· Develop and disseminate information about the Drug-Free Workplace Program to inform stakeholders of program changes (Task 7)

· Provide DFWP training, consultation and technical assistance to DFWP stakeholders to ensure program awareness and compliance (Task 8)

· Identify and utilize the most qualified subject matter experts to accomplish special projects to support the DFWP, including drug testing (Task 9) The anticipated end results and aim of this contract are to:

· Provide accurate DFWP ASR/Archives reports on program status and compliance to guide future program direction;

· Produce timely, certifiable and legally defensible Drug-Free Workplace Program plans that meet program requirements and enhance program compliance;

· Complete Subject Matter Expert special projects and workgroup support to address and resolve program issues; and

· Enhance visibility and viability of the Drug Free Workplace Program by providing current program information through technical assistance, training, consultation and information dissemination.

D. General Requirements The Contractor shall account for project funding necessary to meet all requirements specified in Section C, including but not limited to activities supporting IT security and privacy, Section 508 compliance, and web content development, management, and migration.

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).

General boilerplate requirements are the Division of Technology Management (DTM) and Office of Communications (OC) Requirements – please see Attachment 1b.

E. Specific Requirements NOTE TO OFFEROR for Budgeting Purposes:

For all tasks throughout this PWS, wherever the term “approximately” is used to indicate a quantity or timeframe, for budgeting purposes, assume the “approximate” quantity/timeframe is the amount that will be requested.

Task 1 Contract Management and Administration Purpose: The purpose of Task 1 is for the Contractor and government to effectively manage the contract in an orderly, accurate and efficient manner, with the goal of timely completion of work and delivery of quality deliverables.

The Contractor and government shall work toward the common goal of supporting the best interests of the Drug-Free Workplace Program in a manner that is consistent with initiatives of the Department of Health and Human Services (HHS) and Substance Abuse and Mental Health Services Administration (SAMHSA), and the Division of Workplace Programs (DWP).

The Contractor shall participate in contract management by:

· Providing information needed to monitor the contract such as a work plan and administrative reports;

· Regularly communicating with the COR via email and contract management meetings.

Task 1.1 Develop and Finalize Work Plan The Contractor shall develop and finalize a Work Plan as follows:

Deliverable 1.1.a. – Draft Work Plan: No later than ten (10) business days after the Contract Effective Date (CED) and one (1) business day before the Contract Management Kick-off meeting, the Contractor shall submit one (1) draft Work Plan of task activities to the Contracting Officer Representative (COR) for discussion at the Contract Management Kick-off meeting. The Contractor shall review the preliminary draft Work Plan with the COR as needed, by phone or email, and make revisions as requested by the COR.

Deliverable 1.1.b. – Final Work Plan: The Contractor shall revise the Work Plan according to revisions requested by the COR and the Contractor shall provide one (1) final comprehensive Work Plan on the date requested by the COR (approximately 10 business days after the requested revisions). The Contractor shall email the final Work Plan in electronic document format to the COR.

Purpose of Work Plan: The purpose of the Work Plan is to plan, coordinate and track timely completion of task activities.

Components of Work Plan: The Work Plan shall include:

· Timeline Schedule – all task activity milestones, deadlines, project start/end dates with sufficient lead times for clearances and reviews

· Work Processes – work processes to perform each task activity

· Task Dependencies – dependencies among task activities, potential obstacles and challenges that could interfere with project completion

· Task Resources – required resources to complete task activities

· Task Management – management of each task and tracking of costs

· Project Management – i.e., contractor’s process for hiring key staff.

Deliverable 1.1.c. – Work Plan Annual Review: The Contractor shall perform one (1) annual review of the Work Plan per year, and provide recommended updates to the Work Plan no later than 10 business days after the start of the contract year.

Deliverable 1.1.d. – Work Plan Updates: If the COR determines necessary, and if requested by the COR, the Contractor shall provide one (1) updated Work Plan as needed per year. On the date requested by the COR, the revised updated Work Plan shall be emailed to the COR as a final comprehensive work plan.

IT Work Plan: For more information, see PWS - General Requirements (Attachment 1b), Part 1. SAMHSA Information Technology (IT) Contract Requirements, Section II. Information Technology (IT) Plan and Part 2, Work plan. Also see Delivery Schedule – General Requirements (Attachment 1c).

Task 1.2 Contract Management Meetings The Contractor shall participate in the following 16 contract management meetings in the Base Year, and 12 monthly recurring contract management meetings in each Option Year.

Table 1 – Contract Management Meetings

Contract Management Kick-off meeting Approx. 3 hours In-person or Teleconference To review contract management documents, i.e., PWS, discuss contract goals, objectives, expectations, task activities, processes, deliverables, communications protocol, meetings schedules, timelines, and draft Work Plan.

NOTE: This meeting could occur in-person if the COR determines necessary.

IT Privacy and Security Kick-off meeting Approx. 3 hours

In-person or Teleconference To discuss execution of IT transition activities related to data, software, web content, and electronic records management; and IT system privacy and security requirements including reporting requirements and deliverables for the IT system under Task 3 of the contract.

NOTE: This meeting could occur in-person if the contractor is already in the Maryland area for another meeting on the same day, and no further travel is required.

Recurring Contract Management meetings Approx. 1 hour

Approx. 2 meetings

In-person;

Remaining meetings in the year, by Teleconference To provide status updates on work progress by task, discuss issues with the COR such as upcoming task activities, issues needing clarification, concerns with projects, anticipated problems, methods for resolving problems, lessons learned, activities that drive up costs, opportunities for quality improvements, and cost and time efficiencies.

NOTE: Two in-person meetings could occur per year if the COR determines necessary. These meetings could occur in-person if the contractor is already in the Maryland area for another meeting on the same day, and no further travel is required.

in

Base Yr;

Each Option yr

TOTAL meetings

Base Yr.

Each Option Yr.

Contract Management Kick-off Meeting

· Deliverable 1.2.a. – Participate in Meeting: No later than ten (10) business days after the CED, the Contractor shall participate in one (1) Contract Management Kick-off meeting with the COR, and SAMHSA Contract Specialist.

· Deliverable 1.2.b. – Agenda: The Contractor shall provide to the COR, one (1) meeting agenda for review and approval no later than three (3) business days before the Kick-off meeting.

· Deliverable 1.2.c. – Meeting Summary: If needed, as requested by the COR, the Contractor shall provide one (1) meeting summary, including key decisions and action steps.

IT Privacy and Security Kick-off Meeting

· Deliverable 1.2.d. – Participate in Meeting: No later than four (4) calendar weeks (20 business days) after the CED, the Contractor shall participate in one (1) IT Privacy and Security Kick-off meeting with the COR, Alternate COR and SAMHSA Chief Information Security Officer.

· Deliverable 1.2.e. – Agenda: The Contractor shall provide to the COR, one (1) meeting agenda for review and approval no later than three (3) business days before the IT meeting.

· Deliverable 1.2.f. – Meeting Summary: If needed, as requested by the COR, the Contractor shall provide one (1) meeting summary, including key decisions and action steps.

NOTE: For More Information about the IT Privacy and Security Kick-off Meeting deliverables, see PWS - General Requirements (Attachment 1b) and Delivery Schedule - General Requirements (Attachment 1c).

Recurring Contract Management Meetings

· Deliverable 1.2.g. – Participate in Meetings: The Contractor shall participate in recurring contract management meetings with the COR. For the first two (2) months of the contract base year, the Contractor shall meet with the COR two times per month (every 2 weeks), and then monthly for the remaining 10 months in the base year, and monthly for the option years.

Task 1.3 Administrative Reports The Contractor shall provide the following (approximately 18) administrative reports per year, plus the IT reports specified in Attachment 1b and Attachment 1c (DTM Requirements).

Deliverable 1.3.a. – Monthly Progress Report: The Contractor shall provide 12 Monthly Progress Reports per year, to the COR via email. See further details in the Table 2 – Task 1.3: Administrative Reports below.

To enable the reported expenditures in each Monthly Progress Report to be up-to-date according to the final monthly voucher, the monthly progress report is due each month when voucher amounts are final, approximately five (5) work days before the voucher is due, no later than the same day the voucher is provided, so the labor hours and expenditures match each month between the monthly Progress Reports and monthly vouchers.

Monthly Progress Report – Description of the three (3) parts:

1) Narrative (Word format) - provide information by task, such as:

· Summary list of work activities - including system maintenance activities, and status

· Labor hours for each staff person

· Total labor hours

· Consultant/subcontractor hours - by person; by SME project

· Total SME hours

· Concerns/problems/resolutions

· Accomplishments and outcomes

· Lessons learned

· Future activities planned within the contract year

· Performance feedback received - i.e., from federal agencies Totals among all tasks:

· Total staff hours (added together among all tasks)

· Total consultant hours (added together among all tasks)

2) Expenditures (Excel) - a spreadsheet providing a comparison of the contract budget and actual expenses which includes:

· Total budget amount; budget amount per task

· Total monthly expenditures; monthly expenditures by task

· Total year-to-date expenditures; year-to-date expenditures by task

· Total budget amount remaining; budget amount remaining by task

· Total percent of budget remaining; percent of budget remaining by task

· Percent of contract year remaining

· Cumulative total of prior years billed

· Total billed to date

· Contract expenditure rate to show drawdown

3) Annual Summary of Accomplishments: The last monthly progress report for each contract year shall include a summary of accomplishments for the reporting year with quantified accomplishments such as the number of products provided.

Deliverable 1.3.b. – Information Technology (IT) Reports: The Contractor shall provide IT reports as specified in the PWS - General Requirements (Attachment 1b) and the Delivery Schedule - General Requirements (Attachment 1c) (DTM Requirements). These requirements include data security and IT cost reports, and training certificates for completed required IT training.

In addition, if requested by the COR, the Contractor shall provide one (1) additional IT report of all contractor costs associated with IT requirements. This IT report is one of the Ad-hoc Administrative Reports (deliverable 1.3.c.) that may be requested, and the IT report is included in the total count of Ad-hoc Administrative Reports in Table 2 below.

Deliverable 1.3.c. – Ad-hoc Administrative Reports: If needed, and as requested by the COR, the Contractor shall provide approximately six (6) additional other ad-hoc administrative reports per year. See further details in the Table 2 – Task 1.3: Administrative Reports.

Table 2 – Task 1.3: Administrative Reports

Quantity

Per Year

Deliverable 1.3.a. – Monthly Progress Report

Deliverable 1.3.a. – Monthly Progress Report (1 per month)

11 of the monthly reports shall consist of 2 parts (Narrative & Expenditures);

1 monthly report at end of the year shall consist of 3 parts (Narrative, Expenditures, & Annual Summary of Accomplishments)

Deliverable 1.3.c. – Ad-hoc Administrative Reports

Other reports, i.e.,

· IT report of all contractor costs related to IT requirements

· Project Spend-down plan

· SME activity/cost report

· Summary accomplishments

TOTAL

Ad-hoc Administrative Reports

TOTAL

Administrative Reports

6 ad-hoc administrative reports)

NOTE TO OFFEROR for Budgeting Purposes:

Task 1.2 – Contract Management Kick-off meeting; in-person; approx. 3 hrs.

Contractor staff travel assumptions:

1 mtg in MD/DC X 1 day X $291 ($253 hotel per night plus $38 for 15% hotel tax per night)

1 mtg in MD/DC X $121 M&IE (full day: $69; partial day $51.75)

1 mtg in MD/DC X $850 (airfare round trip per person plus $50 baggage cost per person round trip)

1 mtg in MD/DC X 1 day X $148 ground travel

Task 1.2 – IT Privacy/Security Kick-off meeting; teleconf./in-person; approx. 3 hrs.

and

Recurring Contract Management meetings; teleconf./in-person; approx. 1 hr.

Contractor staff travel assumptions:

No travel costs are anticipated since the meeting would occur in-person only if there are no additional travel costs.

Task 2 Group and Workgroup Support Purpose: The purpose of Task 2 is for the contractor to provide logistical meeting support and technical Subject Matter Expert (SME) support for meetings and workgroups relating to the DFWP, with the goal of addressing program needs and producing solutions to resolve issues.

The Contractor shall provide the following types of support for groups, workgroups and meetings:

· Technical Subject Matter Expert (SME) support (Task 2.1)

· Logistical support (Task 2.2) Groups and Workgroups: Groups and workgroups may convene in-person or via teleconference. As requested by the COR, the Contractor shall provide group and workgroup support for approximately 18 meetings per year, as noted in Table 7 – Task 2: Summary of Meetings (#1 – #18) and Table 5.

The Contractor shall provide support as needed, when DWP convenes groups such as:

Table 3 – Groups/Workgroups

Task 2.1 Technical Subject Matter Expert (SME) Support As requested by the COR, the Contractor shall provide technical SME support with appropriate subject matter expertise for activities such as: participating in meetings and leading workgroup discussions relating to DFWP policy and drug testing; providing updates and recommendations on topic research; developing and giving presentations to the group.

The Contractor shall have two (2) SMEs on staff:

1) An expert in workplace drug testing science – knowledge and expertise in areas such as: federal, federally-regulated and private workplace drug testing programs; the federal DFWP; drug testing using alternative specimens such as urine, oral fluids and hair; laboratory science and methods; and developing drug testing guidelines such as the Mandatory Guidelines for Federal Workplace Drug Testing.

Credentials such as: Board certified Forensic Toxicologist, i.e., American Board of Forensic Toxicology (ABFT), Medical Review Officer, laboratory Chemist, Pharmacologist.

2) An expert in Drug-Free Workplace Program policy – knowledge and expertise in areas such as: program policy and political underpinnings of drug-free workplace programs within the context of detection, deterrence and prevention programs; knowledge of drug-free workplace political constituency group activities; experience shaping program initiatives and future program direction in workplace drug testing programs; and experience developing and implementing national federal drug-free workplace policy, regulations and guidelines.

NOTE – Selecting SMEs: The Contractor shall work with SAMHSA to identify SMEs in appropriate subject matter areas, and shall secure SMEs’ as consultants or contractor staff. The Contractor shall screen SMEs for potential conflicts of interest and obtain final approval of selected SMEs from the COR. If specific SMEs are needed such as to give presentations on special topics at a meeting, the COR may recommend to the contractor, names of consultants.

Deliverable 2.1.a. – As requested by the COR, the Contractor shall provide a total of approximately 20 technical SME support services per year among all (approximately) 18 meetings, as noted in Table 7 – Task 2: Summary of Meetings (#1 – #18).

Task 2.2 Logistical Support Deliverable 2.2.a. – As requested by the COR, the Contractor shall provide a total of approximately 54 logistical support services (i.e., planning and facilitating meetings and workgroups), per year among all (approximately) 18 meetings, as noted in Table 7 – Task 2: Summary of Meetings (#1 – #18).

For more information about the three (3) other logistical support services that may be requested among the approximately 18 total meetings noted in the Table 7 – Task 2: Summary of Meetings, see the comprehensive list in Table 6 – Summary of Meeting Logistical Support Services.

Deliverable 2.2.b. – DTAB Transcript and Meeting Summary Package: The Contractor shall provide one (1) package containing a transcript and meeting summary for each of the approximately five (5) DTAB meetings per year. The transcript/meeting summary package is due no later than 10 business days after the DTAB group convenes.

NOTE – Regarding AV Equipment: For cost savings, the Contractor shall use SAMHSA’s teleconferencing/webconferencing platform (i.e., Webex, Verizon provider) for document sharing at meetings, unless otherwise directed by the COR. However, the Contractor shall be prepared to secure another teleconferencing/webconferencing platform/software if requested by the COR. This AV support is included in the Table 6 – Summary of Meeting Logistical Support Services.

NOTE – Payment of Meeting Costs: The Contractor is responsible for coordinating payment of all costs related to meetings, including but not limited to, logistical services, meeting room costs, contractor consultant and subcontractor travel costs and fees.

Task 2.3 Meeting Expenditure Reports

Deliverable 2.3.a. – Meeting Expenditure Reports: As requested by the COR, the Contractor shall be prepared to provide approximately four (4) Meeting Expenditure Cost reports per year (quarterly by fiscal year) in tabular format (i.e., Word or Excel), according to an approved template, approximately two (2) pages, for meeting costs and other information such as:

Table 4 – Meeting Expenditure Reports – for Meetings in Tasks 2, 9, & Optional Tasks 11 & 12 Report Information Such As:

· Contractor & consultant labor hours & costs for meeting planning & attendance

· Travel & Indirect Costs

· Venue & meeting materials costs

· Attendees

Table 5 – Information About Specific Meetings ( #1 – #18)

DTAB *

Meetings #1 – #5

SME *

Meetings #1, #2, #16 -#17

12 teleconf. meetings (meetings

#6 - #17).

Contractor staff and/or consultants provide SME technical support, consultation and recommendations to the DWP Director, and perform special projects.

ICG-EC meeting – an option for meeting #18 **

DPC meeting – an option for meeting #18 **

MRO meeting – an option for meeting #18 **

* NOTE: Each of the 2 in-person DTAB meetings and 2 in-person SME meetings are combined;

so the 4 meetings are combined into 2 DTAB/SME meetings so the DTAB & SME meetings occur the same day and location to save costs.

** NOTE: Meeting support may be requested by the COR for approx. 1 ad-hoc meeting per year.

Table 6 – Summary of Meeting Logistical Support Services Comprehensive list of logistical support that may be requested among the approx. 18 meetings

NOTE: See Table 7 - Task 2: Summary of Meetings for Logistical support typically needed for each specific meeting.

Meeting Design

· Concept of Operations – project design outline (purpose, approach, methodology, process, personnel, resources, facilitation, participants, agenda, expected outcomes)

· Agenda development – topics, speaker annotation, AV and materials requirements

· Participation – needed representation, stratification, identification Meeting Planning

· Participant recruitment - polling for participant availability

· Speaker liaison and support

· Lodging Arrangements – select and secure hotel sleeping rooms

· Local Travel Arrangements – arrange local travel from hotel to meeting site

· Audio-Visual (AV) equipment coordination

· Transcription Service – verbatim electronic text and/or audio transcript

· Meeting Summary – of decisions, milestones, action items, next steps

· Inform SMEs – about meeting details

· Agenda

· Meeting Venue – Secure non-federal meeting site, reserve meeting room, room setup, liaison

· Meeting Materials – i.e., PowerPoint presentation (approximately 20 slides)

· Invitations – mail or email invitations

· Registration – register participants to record their contact information

· AV – Operate AV equipment or webinar applications; assist with presentations

· Teleconferencing/Web Conferencing platform/software – document sharing & audio transcript Pre-Meeting

· Speaker/participant invitation/instruction/RSVPs/confirmations/reminders

· Speaker/participant travel and lodging arrangements

· Speaker slide preparation, review, rehearsal (approx. 20 PowerPoint slides)

· Consultant/subcontractor agreements

· Meeting room arrangements (reservations, security badges, name tents/tags)

Onsite During Meeting

· Manage Teleconferencing/Web Conferencing platform/software – document sharing/audio transcript

· Registration management

· Onsite trouble-shooting

· Meeting facilitation

· Speaker support – i.e., operate AV equipment, assist with slide show, distributing handouts

· Operate AV equipment in assisting with presentations

· Meeting feedback/evaluation

· Note-taking

· Transcription service

· Handout materials (approximately two 2-page handouts)

· Meeting room clean-up

· Teleconference (audio)/webinar (audio & video) support

· Recorded presentation (web accessible)

· Recording meeting discussion to prepare meeting summary Post Meeting

· Meeting Summary

· Speaker/participant voucher processing

· Coordinating payment of meeting costs

· Meeting cost summary

· Follow-up – phone/email approximately 150 participants for follow-up

NOTE TO OFFEROR for Budgeting Purposes – Assume:

Table 7 – Task 2: Summary of Meetings ( #1 – #18)

Meeting

Approximate Duration of Meeting

& Location Approximate Number of Attendees Federal & Non-federal Contractor Out of Town Travel

Requiring Airfare/Per Diem/ Baggage/Transportation/ Hotel Nights

Technical SME Support

Logistical Support Services

2 mtgs.:

#1 & #2

DTAB/

SME Meeting

(In- person)

2 days in MD/DC area possibly in non-federal meeting room 10 federal staff, 10 DTAB members, 100 public, 3 contractor staff

5 consultants

4 other attendees 2 hotel nights x $291 ($253 hotel per night plus $38 for 15% hotel tax)

$173 M&IE per meeting

For 3 days of M&IE

$800 round trip airfare

$50 for one luggage round trip

2 days x $148 ground travel per day

Total Support Services:: 5

Technical SME Support:

1) Subject Matter Experts

Logistical Support:

1) Lodging arrangements

2) Local travel arrangements

3) Transcript

4) Meeting summary SME portion of meeting:

Total Support Services: 4

Technical SME Support:

1) Subject Matter Experts

Logistical Support:

1) Inform SMEs

2) Agenda

3) Meeting venue/room

3 mtgs.:

#3, #4, #5

DTAB

Teleconf. Meeting

10 federal staff, 10 DTAB members, 100 public, 3 contractor staff

5 consultants

4 other attendees

Technical SME Support:

1) Subject Matter Experts

Logistical Support:

1) Transcript

2) Meeting summary

12 mtgs.:

#6 - #17

SME

Monthly Telecof.

Meeting

10 federal staff, 2 contractor staff

5 consultants

Technical SME Support:

1) Subject Matter Experts

Logistical Support:

1) Inform SMEs

2) Agenda

1 mtg.:

#18 Ad-hoc Teleconf. meeting (i.e., DPC ICG-EC, MRO mtgs.)

143 federal staff, 1 contractor staff 6 other attendees

Technical SME Support:

1) Subject Matter Experts

Logistical Support:

1) Invitations

2) Meeting materials

3) Registration

4) AV

5) Teleconferencing/Web conf.

6) Agenda

7) Meeting summary

Task 3 DFWP Annual Summary Report (ASR) & Agency Archives Data System

Purpose: The purpose of Task 3 is to manage the ASR/Archives system to collect, analyze and report data and information on the DFWP for internal monitoring of program status, compliance and progress toward program implementation. The goal of Task 3 is to maintain complete and accurate ASR/Archives records, data and information to facilitate establishing the DFWP among all federal executive branch agencies (approximately 150 agencies).

Task 3.1 Operate and Maintain ASR/Archives System

System Operations/Maintenance: The Contractor shall manage all aspects of the ASR/Archives system regarding streamlined operations and maintenance, including: information management (i.e., data collection, analysis and reporting); and maintenance of system software, database, security controls and system documentation. The Contractor shall report system maintenance activities in the Monthly Progress report (Deliverable 1.3.a.) noted in Task 1.3.

ASR/Archives System Description: The ASR 3.0/Archives system is a single-access password protected web-based portal providing access to two system components: the ASR and the Archives. The ASR 3.0/ Archives system is a custom web application hosted on the Microsoft Office 365 SharePoint Online framework platform, which is considered a Software-as-a-Service (SaaS). The web application system is located at the contractor’s hosting facility; migration to the SAMHSA cloud is anticipated.

Annual IT Fee: There is an ASR/Archives system annual IT fee for:

· Secured Sockets Layer (SSL) certificate installed on the server

· SharePoint server online services

· PHPStorm (not needed if system is migrated to SAMHSA cloud)

· E1 SharePoint license Data System Classification: This data system is currently classified as a Moderate security risk since it contains Personal Identifiable Information (PII) such as federal employee names and work contact information. The Contractor shall obtain an Authorization to Operate (ATO) before the system is deployed into the production environment. See PWS - General Requirements (Attachment 1b), and the list of IT deliverables in the Delivery Schedule – General Requirements (Attachment 1c) (DTM Requirements).

Data Security: Data from the ASR/Archives system are considered government property and contain PII data. Therefore, the data must be handled in a confidential manner and shall not be sent to anyone other than the COR and federal entity who provided the information.

ASR: The ASR component of the IT system is the annual survey and reporting component that provides information on the federal DFWP status and progress toward program implementation. The ASR contains data on the components of the agencies’ DFWP: DFWP plans; Testing Designated Positions (TDPs); Employee Assistance Program (EAP); supervisor training; employee education; drug testing results; and follow-up actions.

Agency Archives: The Agency Archives component of the IT system is an online searchable electronic documents archive database that enables tracking and reporting information on the status of federal agency plan certifications and updates. The Archives component contains approximately 150 federal agency records since the start of the DFWP in 1986. Each record contains approximately four (4) DFWP documents related to agency plan certification/ updates since the start of the DFWP in 1986. The Archives contains specific DFWP documents such as: agency certified DFWP plans; agency updated DFWP plans; TDP lists; ICG-EC plan review documents; and other related documents. Information is summarized in a database table by agency to provide summary agency profiles on program status.

IT Cost Information Reports: The Contractor shall provide the required IT reports for the ASR/Archives system, as Directed by the COR, as specified in: Delivery Schedule - General Requirements (Attachment 1c) (Division of Technology Management (DTM) Requirements); the PWS - General Requirements (Attachment 1b); and as noted in the PWS - Specific Requirements, Task 1.3.

Deliverable 3.1.a. – Ad-hoc Requests for IT Cost Information: In addition to the required DTM IT reports noted above, the Contractor shall be prepared to report IT cost information for other ad-hoc requests, i.e., HHS requests. This includes IT costs on System Development, Modernization and Enhancement (DME) and Operations and Maintenance (O&M). The Contractor shall provide the required information in the requested format, as requested by the COR, approximately two (2) times per year.

Annual System Maintenance: The Contractor shall monitor the system to ensure records are complete and accurate, including activities such as:

· Deliverable 3.1.b. – Archiving Historical Datasets: Annually, one (1) time per year, approximately one (1) month prior to the next reporting period, archive and maintain historical data so it is available to send to DWP and agencies requesting past year data.

· Deliverable 3.1.c. – Creating New Data Records: Approximately 12 times per year, create and complete new data records, as requested by the COR, usually one (1) business day after the COR’s request.

· Deliverable 3.1.d. – Updating/Revising/Uploading Data and Files: Approximately 12 times per year, update and revise data sets and data records, upload and add files into the ASR/Archives system, as requested by COR, usually one (1) business day after COR’s request. The Contractor shall convert hard copy materials received into Portable Document Format (PDF) format to include in the archives.

Data Collection Activity: Annually by fiscal year, according to the Annual schedule (Deliverable 3.2.1.b., Task 3.2.1), the Contractor shall establish and manage the following data collection activities:

· Deliverable 3.1.e. – Review Data Collection Documents and Provide Recommended Revisions: During approximately a two-month data collection preparation period, review data collection documents and provide recommended revisions to system documents including the data collection instrument, data entry screens, data reports, alert and launch memos, and user guide.

· Deliverable 3.1.f. – Revise Data Collection Documents: During approximately a two-month data collection preparation period, revise the data collection documents as requested by the COR, up to 3 sets of revised documents. NOTE: OMB clearance will not be required since respondents are federal agencies and not the public.

· Deliverable 3.1.g. – Perform Data Collection: Conduct one (1) data collection per year of DFWP fiscal year data, for a period of approximately three (3) months, from approximately 150 federal agencies/entities.

· Deliverable 3.1.h. – Provide Technical Assistance on Data Entry: During approximately a three-month data collection period, provide Technical Assistance (TA) and consultation (by phone or email) on ASR/Archives data entry and data collection to approximately 120 federal agency DPCs. TA may consist of providing written instructions and answers to questions. The Contractor shall provide responses to requests no later than one (1) business day after the request. Questions the contractor receives that are outside the purview of the ASR, such as requests about the status of DWP plan reviews, should be referred to the COR no later than one (1) business day after the request. The Contractor shall also follow-up with approximately 120 federal agency DPCs to ensure data collection is complete, accurate and submitted on-time. The Contractor shall review all submissions to address and resolve all data discrepancies with the agency DPC contact. The system data shall be exportable to a format that can be accessed and used by other systems.

Data Analyses: The Contractor shall:

· Deliverable 3.1.i – Perform Data Analyses: The data system shall be available to DWP staff to independently perform simple data analyses of DFWP information for tracking and searching information, sorting data, performing data inquiries and creating data reports (i.e., producing a list of agencies with plans that have not been updated within the past three (3) years). As requested by the COR, the Contractor shall provide data analyses, approximately two (2) requests per year. To facilitate data analyses, the data system should be capable of generating an exportable data file that can interface with other systems, and upload data from other systems as possible within limitations of platform compatibility and security restrictions (i.e., data from systems such as the National Laboratory Certification Program data system and the Department of Interior laboratory data system).

Data Quality: The Contractor shall:

· Deliverable 3.1.j. – Perform Data Quality Control Checks: Quarterly, and as requested by the COR, perform data quality control checks to check the quality of records for completeness and accuracy (i.e., Archives records filed under the wrong agency, or invalid ASR data entered by a survey respondent).

· Deliverable 3.1.k. – Correct Data: Correct data discrepancies found by the contractor or others, within one (1) business day after the discrepancy is identified, or one (1) business day after COR’s request. The Contractor shall routinely maintain data quality such as revising data entry edit criteria.

System Review: As requested by the COR, the Contractor shall use technical program knowledge and IT expertise to:

· Deliverable 3.1.l – Perform System Review: Perform approximately one (1) system review per year to assess the need for system updates and system upgrades. The system review shall include review of IT security requirements; data accuracy; system software and functionality; streamlining opportunities; and data needs of DWP and DFWP partners.

· Deliverable 3.1.m. – System Recommendations: Provide approximately one (1) set of recommendations per year, documenting the results of the system review. The set of recommendations shall consist of: One (1) set of proposed recommendations provided to the COR for review; up to three (3) sets of revised recommendations incorporating COR’s input; a table of recommendations indicating costs and feasibility within the current contract budget; and a timeline with milestones for completion of modifications/enhancements.

System Modifications/Enhancements: If needed and feasible, as requested by the COR, the Contractor shall provide modifications/ enhancements to the ASR/Archives system:

· Deliverable 3.1.n. – System Updates: Provide one (1) set of system updates and updated system documents annually, by fiscal year, on the dates noted on the annual schedule (Deliverable 3.2.1.b., Task 3.2.1.).

· Deliverable 3.1.o. – System Upgrades: Provide one (1) set of system upgrades implemented and completed, annually, by fiscal year.

Table 8 – ASR/Archives Modifications and Enhancements May Occur for Purposes Such as:

· Consistency with program requirements and changes, i.e., revised Mandatory Guidelines

· Enhancing accuracy and consistency in data reporting, and data sorting capability

· Upgrading to a current version of the system platform, and possibly minor changes to the application software

System Migration: If system migration is needed, and approved by SAMHSA, as requested by the COR, the Contractor shall:

· Deliverable 3.1.p. – Submit one (1) system migration work plan for approval that shows a timeline for completion

· Deliverable 3.1.q. – Obtain the necessary approvals for system migration to the SAMHSA Cloud

· Deliverable 3.1.r. – Complete the system migration Task 3.2 ASR/Archives Annual Data Reporting The Contractor shall establish an annual schedule and annually report the ASR/Archives data.

Task 3.2.1 Develop Annual Schedule - for Data Collection and Reporting

The Contractor, with input from the COR, shall establish an annual schedule for data collection and reporting. The schedule shall include a timetable for activities such as: updating the data collection instrument and report templates; and completion of data collection and reporting.

Deliverable 3.2.1.a. – Draft Annual Schedule: The contractor shall provide one (1) draft schedule (approximately 3 pages in electronic Word format) to the COR by Oct. 15, or if needed, a later date set by the COR.

Deliverable 3.2.1.b. – Final Annual Schedule: If revisions are requested by the COR, the Contractor shall provide one (1) final schedule (approximately 3 pages) on the date requested by the COR.

Annual Data Reports: The Contractor…