Attachment 01a_PWS.pdf

RFP 277-24-0621

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, expertise and support for the federal Drug-Free Workplace Program (DFWP) which is a statutory, regulatory program pursuant to Executive Order (E.O.) 12564 and Public Law (P.L.)

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 Executive Branch 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)

• Workgroups such as the Drug Testing Advisory Board (DTAB) and Medical Review Officer (MRO) workgroup

• MROs of drug testing labs and those in the drug testing industry who use the MRO Guidance Manual and Case Studies, and Mandatory Guidelines for Federal Workplace Drug Testing Programs

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)/Agency Archive Data System

• Task 4: Certification and Maintenance of Federal DFWP Plans

• Task 5: Notifications to Congress

• Task 6: DFWP Tools – Updates

• Task 7: Dissemination of Information to DFWP Stakeholders

• Task 8: Consultation – Briefings and Trainings

• 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 (Section 503) which established the federal DFWP 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 maintaining 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 DFWP through E.O. 12564 and in 1987, enacted P.L. 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 (Mandatory Guidelines).

The federal government has modelled an approach toward achieving drug-free workplaces with the DFWP, 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.

The Mandatory Guidelines, initially developed to allow for urine drug testing only, were first published in the Federal Register on April 11, 1988 (53 FR 11970) and have been revised additional times to address emerging issues such as the opioid epidemic. The latest revisions to the Mandatory Guidelines for Federal Workplace Drug Testing Programs using Urine became effective February 1, 2024. The Mandatory Guidelines have also been revised to allow for oral fluid drug testing (effective January 1, 2020). The latest revisions to the Mandatory Guidelines for Federal Workplace Drug Testing Programs using Oral Fluid became effective October 10, 2023.

ii. Program Authority Pursuant to E.O. 12564 and P.L. 100-71 (Section 503), the Department of Health and Human Services (HHS) Secretary is responsible for oversight of the federal DFWP 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.

The HHS Secretary designated SAMHSA’s CSAP, DWP 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) Notifications to Congress – Submit federal agency certified plans in a report to notify 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.

DWP’s DFWP activities include:

1) Plan certification –

• Providing technical assistance to agency DPCs in developing and updating their agency DFWP plans;

• Certifying federal Executive Branch agency DFWP plans;

• Maintaining the Model Plan for a Comprehensive Federal Drug-Free

Workplace Program and the Guidance for Selection of Testing Designated Positions which are tools for developing agency plans; and

• Collecting data to monitor program status.

2) Notifications to Congress –

• Submitting Notifications to Congress that provide details of each Executive Branch agency plan for drug testing.

3) Drug testing –

• Maintaining and updating the Mandatory Guidelines for Federal

Workplace Drug Testing Programs;

• Operating the National Laboratory Certification Program (NLCP);

• Providing technical assistance to MROs of the drug testing labs;

• Periodic program review to determine the need for program updates, i.e., drug detection technology, drug testing and interpretation of results in workplace settings; and

• Convening the DTAB and other groups of technical experts to address complex program issues.

iii. Link to HHS/SAMHSA mission The HHS mission is to enhance the health and well-being of all Americans, which includes providing effective health 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, providing access to recovery, and maintaining partnerships with other health agencies to advance the behavioral health of the nation.

This contract supports HHS’ and SAMHSA’s mission and these initiatives:

• Opioids: 21st Century Cures Act (2016); Comprehensive Addiction and

Recovery Act (CARA) (2016) (P.L. 114-198); Opioids Crisis Response Act of 2018; the President’s initiatives on ending the Opioids Crisis; and HHS and Interdepartmental opioids initiatives.

• Marijuana drug testing: Agriculture Improvement Act of 2018 (Farm bill of 2018) (P.L. 115–334)

• Fentanyl drug testing: SUPPORT for Patients and Communities Act (2018) (P.L. 115–271); and Fighting Opioid Abuse in Transportation Act (2018)

• Methadone drug testing: Heidi's Law (2019)

• Hair drug testing: Fixing America’s Surface Transportation (FAST) Act

(2015) (P.L. 114-94)

This contract supports these initiatives through drug use detection, early intervention, addiction prevention, and referral to counseling and recovery resources.

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

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

2) Program monitoring of DFWP – Accurately monitor program operations and compliance with regulatory and other program requirements, including monitoring the status of federal Executive Branch agencies’ compliance with the DFWP. This includes tracking agencies’ plan development and implementation, and addressing external changes impacting the program.

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 an electronic archive, data collection and Annual

Summary Reporting (ASR) system for the federal DFWP to provide reports on program status and compliance (Task 3)

• Work with federal agencies to prepare federal DFWP plans for certification, and review plan updates according to program requirements and changes (Task 4)

• Prepare Notifications to Congress for transmitting certified agency plans to Congress in accordance with program requirements (Task 5)

• Maintain DFWP-related tools for plan certification and plan updates, such as the Model Plan for a Comprehensive Federal Drug-Free Workplace Program (Task 6)

• Develop and disseminate information about the DFWP 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 highly qualified subject matter experts to accomplish science and policy special projects to support the DFWP (Task 9)

The anticipated end results and expected outcome of this contract are to:

• Provide complete and accurate ASR/Archive reports and other DFWP reports on program status and compliance to guide future program direction;

• Produce timely, certifiable and legally defensible DFWP plans that meet program requirements and enhance overall program compliance;

• Provide workgroup support and complete SME special projects that provide knowledge and insights to address and resolve program issues; and

• Enhance visibility and viability of the DFWP by providing current program information through technical assistance, training, consultation and information dissemination.

D. General Requirements (SAMHSA IT & OC Contract Technical Requirements)

Services to be Performed The Contractor shall account for project funding necessary to meet all requirements specified in this Section D, 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) and Alternate Contracting Officer’s Representative

(ACOR).

The Contractor is required to follow the general information technology requirements – the DTM and 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 and timeframe is the amount that will be requested.

Task 1 Contract Management and Administration Purpose: The Contractor effectively works with the government to manage the contract in an orderly, accurate and efficient manner.

Goal: Timely completion of work and delivery of quality deliverables.

The Contractor and government shall collaboratively support the best interests of the DFWP in a manner consistent with initiatives of the HHS, SAMHSA, and the DWP.

The Contractor shall participate in contract management by:

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

• Routine communication 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.

Purpose of Work Plan: To plan, coordinate and track timely completion of task activities.

Components of Work Plan shall include:

• Timeline Schedule – for all task activity milestones, deadlines, and 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 – resources to complete task activities

• Task Management – managing each task and tracking costs

• Quality Management – quality assurance process

Deliverable 1.1.a. – Draft Work Plan: No later than one (1) business day before the Contract Management Kick-off meeting in the Base Year, the Contractor shall submit one (1) draft Work Plan of task activities to the 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) in the Base Year. The Contractor shall email the final Work Plan in electronic document format to the COR.

Deliverable 1.1.c. – Annual Review of Work Plan: No later than 10 business days after the start of each contract Option Year, the Contractor shall perform one (1) annual review of the Work Plan per year, update as needed, and incorporate the COR’s revisions.

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 Meeting Purpose # of

Meetings Contract Management Kick-off meeting

Approx. 3 hours

In-person or Virtual

Review contract management documents and Work Plan; discuss contract goals, expectations, task activities, processes, deliverables, communications protocol, meeting schedules and timelines.

NOTE: If COR determines necessary, the meeting could occur in-person if Contractor is already in MD, and no additional travel costs are incurred.

in

Base Year only

IT Privacy & Security Kick-off meeting

Approx. 3 hours

In-person or Virtual

Discuss IT transition activities related to data, software, web content, electronic records management; IT system privacy, security and reporting requirements; and IT system deliverables under Task 3.

NOTE: If COR determines necessary, the meeting could occur in-person if Contractor is already in MD, and no additional travel costs are incurred.

in

Base Year only

Recurring Contract Management meetings

Approx. 1 hour

Approx. 2 meetings In-person;

Remaining meetings Virtual

Provide status updates, task progress and upcoming task activities. Discuss issues needing clarification, project concerns, anticipated problems, methods for resolving problems, lessons learned, activities that drive up costs, opportunities for quality improvements, and cost/time efficiencies.

NOTE: If COR determines necessary, approximately two in-person meetings could occur per year if Contractor is already in MD, and no additional travel costs are incurred.

in

Base Year;

in Each Option Year

TOTAL meetings 16 Base Yr.

Each Option Yr.

Contract Management Kick-off Meeting (Base Year only) (see Table 1)

• Deliverable 1.2.a. – Participation: As requested by the COR

[approximately ten (10) business days after the Contract Effective Date (CED)], the Contractor shall participate in one (1) Contract Management Kick-off meeting (approximately 3 hours) with the COR, and SAMHSA Contract Specialist in the Base Year only.

• 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 (Base Year only) (see Table 1)

• Deliverable 1.2.d. – Participation: As requested by COR

(approximately 20 business days after the CED), the Contractor shall participate in one (1) IT Privacy and Security Kick-off meeting (approximately 3 hours) with the COR and SAMHSA Chief Information Security Officer, in Base Year.

• 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 on IT Privacy and Security Kick-off Meeting deliverables, see IT Technical Requirements (Attachment 1b) and IT Deliverables (Attachment 1c).

Recurring Contract Management Meetings (see Table 1)

• Deliverable 1.2.g. – Participation: The Contractor shall participate in recurring contract management meetings with the COR on dates requested by the COR. For the first two (2) months of the contract Base Year, the Contractor shall meet with the COR every 2 weeks, and monthly for the remaining 10 months in the Base Year, and monthly for the contract option years.

Task 1.3 Administrative Reports The Contractor shall provide the following (approximately 16) administrative reports per year, plus IT reports specified in IT Technical Requirements (Attachment 1b) and IT Deliverables (Attachment 1c).

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 below in the Table 2 – Task 1.3: Administrative Reports.

The final Monthly Progress Report is due each month on the same day the voucher is provided to SAMHSA, to ensure labor hours and expenditures match between the Monthly Progress Reports and monthly vouchers.

Monthly Progress Report – 11 reports: 2 parts; 1 year-end report: 3 parts

1) Narrative (Word format): in all reports; provide information by task, i.e.:

• Summary list of work activities - i.e., status, milestones reached

• Contractor staff labor hours – by person

• Consultant/subcontractor labor hours - by person; by SME project

• Concerns/problems/resolutions/challenges

• Accomplishments and outcomes of task activities

• Lessons learned

• Future activities planned within the contract year

• Performance feedback received - i.e., from federal agencies

Totals for each task (per month):

• Total labor hours for each staff and each consultant; total labor hours for all contractor staff; total labor hours for all consultants

• Total cumulative labor hours (contract year-to-date) for each staff and each consultant; total cumulative labor hours for all staff; total cumulative labor hours for all consultants

Totals among all tasks (per month & cumulative total per year):

• Total staff hours per month (all tasks added together)

• Total consultant hours per month (all tasks added together)

• Contract year-to-date (cumulative) staff hours

• Contract year-to-date (cumulative) consultant hours

2) Expenditures (Excel): in all reports; provide a spreadsheet comparing 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 (YTD) expenditures; YTD expenditures by task

• Total budget amount remaining; budget amount remaining by task

• Total percent budget remaining; percent 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: only in the 1 year-end Monthly Progress Report for each contract year, include a summary of annual accomplishments quantified, i.e., the number of products provided.

Deliverable 1.3.b. – IT Reports: The Contractor shall provide IT reports noted in Attachment 1b and Attachment 1c, which includes IT cost reports, completed IT training and Non-Disclosure Agreement (NDA).

Deliverable 1.3.c. – Ad-hoc Administrative Reports: As requested by the COR, the Contractor shall provide approximately four (4) 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 Administrative Reports Approx. Quantity

Per Year Approx.

Number of Pages

File Format

Deliverable 1.3.a. – Monthly Progress Report Monthly Progress Report 12

(1 per month) 11 Monthly

Reports with 2 parts;

15 pages

1 Year End Monthly Report with 3 parts;

20 pages

Microsoft Word and Excel

11 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.b. – Information Technology (IT) Reports IT Reports (Attachment 1b & 1c – DTM requirements)

Approx. 14 in Base Year; Approx. 8 in OY1- OY3; Approx. 10 in OY4

Varies (approx. 10 pages)

Varies

Microsoft Word, Excel, pdf form

Deliverable 1.3.c. – Ad-hoc Administrative Reports Cost Summary reports i.e., for meetings, special projects, contractor staff & consultants’ hours

2 2 pages Microsoft Word or Excel

DFWP plan certification status 1 5 pages Microsoft Word document Other report, i.e.,

• HHS IT costs, i.e., Development, Modernization, Enhancement, Operations & Maintenance

• Project Spend-down plan

• SME activity/cost report

• Summary accomplishments

1 5 pages Microsoft Word or Excel document

TOTAL

Ad-hoc Administrative Reports

TOTAL

Administrative Reports (excludes IT Reports)

16 (12 monthly progress reports plus 4 ad-hoc administrative reports;

excludes IT Reports)

NOTE TO OFFEROR for BUDGETING Purposes – Task 1.2:

• Contract Management Kick-off meeting: Virtual; approx. 3 hrs.

• IT Privacy/Security Kick-off meeting: Virtual; approx. 3 hrs.

• Recurring Contract Management meetings: Virtual; approx. 1 hour

• Travel costs are not anticipated for Task 1. A meeting would only occur in-person if the contractor is already in MD for another meeting.

Task 2 Group and Workgroup Support Purpose: The contractor provides logistical meeting support and technical SME support for meetings and workgroups relating to DFWP.

Goal: To share information, address program needs, and produce solutions to resolve issues.

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

• Technical SME support (Task 2.1)

• Logistical support (Task 2.2)

Groups and Workgroups: As requested by the COR, the Contractor shall provide group and workgroup support for approximately 17 meetings per year, as noted in Table 5 and Table 7. Groups and workgroups may convene in-person or virtual as noted in Table 7.

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

Table 3 – Groups/Workgroups

• Medical Review Officer (MRO) workgroup • Subject Matter Experts (SME)

• Interagency Federal Drug Program Coordinators (DPC) • Drug Testing Advisory Board (DTAB)

• Federal Interagency Coordinating Group Executive Committee (ICG-EC) • Other workgroups

Task 2.1 Technical Subject Matter Expert (SME) Meeting Support Deliverable 2.1.a. – Technical SME Meeting Support: As requested by the COR, the Contractor shall provide a total of approximately 19 technical SME support services per year among all (approximately) 17 meetings, as noted in Table 7 – Task 2: Summary of Meetings (1 – 17). The Contractor shall provide technical SME support with appropriate subject matter expertise for activities such as: participating in meetings; leading workgroup discussions relating to DFWP policy and drug testing; providing technical meeting materials, providing updates and recommendations on topic research; and developing and giving presentations.

Selecting SMEs: The Contractor shall: work with DWP to identify SMEs in appropriate subject matter areas; secure SMEs as consultants or contractor staff; screen SMEs for potential conflicts of interest; and obtain final approval of selected SMEs from the COR. If specific SMEs are needed, i.e., to give special topic presentations at a meeting, the COR may recommend SMEs to the contractor.

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

Table 4 – Contractor SMEs SME on Staff Knowledge and Expertise An expert in workplace drug testing science

Science knowledge and expertise in:

• workplace drug testing programs – federal, federally-regulated and private

• the federal DFWP

• drug testing using alternative specimens such as urine, oral fluid and hair

• laboratory science and methods

• developing drug testing guidelines, i.e., Mandatory Guidelines for Federal Workplace Drug

Testing Programs

Credentials such as:

• Board certified Forensic Toxicologist, Masters or Doctoral level

• Medical Review Officer, or Laboratory Chemist, or Pharmacologist

An expert in Drug-Free Workplace Program policy

Policy knowledge and expertise in:

• drug-free workplace program policy – federal, federally-regulated and private

• program policy and political complexities of drug-free workplace programs within the context of prevention and treatment, and drug detection vs. drug deterrence

• drug-free workplace political, legal and legislative activities

• shaping program policy initiatives and future program direction of federal drug-free workplace programs

• developing and implementing national federal drug-free workplace policy, regulations and guidelines

Task 2.2 Logistical Meeting Support Deliverable 2.2.a. – Logistical Meeting Support: As requested by the COR, the Contractor shall provide a total of approximately 50 logistical support services per year among all (approximately) 17 meetings noted in Table 7 – Task 2: Summary of Meetings (1 – 17).

For more information about the two (2) “Other Logistical Support Services” that may be requested among the approximately 17 total meetings noted in Table 7 – Task 2: Summary of Meetings, see the list of services 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 both the open session and closed session (4 components) for each of the approximately four (4) DTAB meetings per year. The transcript/meeting summary package is due after each DTAB meeting (open session documents: 25 calendar days after DTAB meeting;

closed session documents: 7 calendar days after DTAB meeting).

NOTE – Meeting AV Equipment: For cost savings, the Contractor shall use SAMHSA’s online audio/video conferencing platforms (i.e., Microsoft Teams, Webex, Zoom), unless otherwise directed by the COR. The Contractor shall be prepared to secure other online audio/video conferencing platforms as needed on rare occasions, if requested by the COR. This AV support is included in 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 logistical services, meeting room costs, contractor consultant travel costs and fees.

Table 5 – Information About Specific Meetings (1 – 17)

Meeting Purpose Frequency Contractor Staff/Consultants’ SME Technical Support

DTAB

Meetings 1 - 4

Meetings 1 & 2: * in-person;

Meetings 3 & 4:

virtual

DTAB meetings with appointed technical expert members provide ongoing review of the DFWP.

The DTAB advises SAMHSA’s Assistant Secretary and DWP on program direction, scope, balance, and latest scientific and technical methodologies, including SAMHSA’s drug testing activities and the National Laboratory Certification Program. DTAB convenes open-to-public sessions and closed sessions.

Quarterly, approx.

4 times per year

• Attend DTAB meetings

• Give presentations

• Provide technical consultation

• Off-site pre-meeting preparation

• Post-meeting follow-up activities, i.e., literature searches, and summary papers for DTAB members

SME

Meetings 1, 2, 5 - 16

Meetings 1 & 2: * in-person;

Meetings 5 - 16:

virtual

SME meetings enable contractor SMEs to meet with the DWP Director and DWP staff to discuss program status, future direction, and status of special projects.

Approx. 14 times per year: approx.

2 in-person (mtgs.1 & 2) and approx.

12 virtual (mtgs. 5-16)

• Attend SME meetings

• Provide technical consultation

• Recommendations to the DWP

Director

• Perform special projects

Ad-hoc Meeting 17

1st Example of virtual Ad-hoc mtg:

ICG-EC meeting **

ICG-EC meetings provide DFWP status updates, address DFWP issues needing attention, and determine follow-up actions. The ICG-EC is a policy-setting group for the DFWP, consisting of federal agency representatives who have a role in managing the DFWP. The group is chaired by ONDCP and includes representatives from HHS, DOJ and OPM.

Approx.

1 time per 5 years

• Provide technical consultation

• Prepare meeting materials, i.e., PowerPoint slides, and program history summary documents

The contractor will not be expected to attend ICG-EC meetings.

2nd Example of

DPC meeting **

DPC meetings communicate program changes and updates to all federal agencies regarding the DFWP. The interagency group of DPCs consists of DPCs and leadership of federal executive branch agencies.

Approx.

1 time per 5 years

• Attend DPC meeting - approx. 1 SME contractor staff or consultant

• Provide technical consultation

• Prepare meeting materials

3rd Example of

MRO meeting**

MRO workgroup convenes when program changes occur, to review and update MRO resources relating to the DFWP (i.e., MRO Manual, case studies)

Approx.

1 time per 5 years

• Attend MRO meeting - approx. 1 SME contractor staff or consultant

• Provide technical consultation

• Prepare, review and update

MRO documents

* NOTE: Each in-person DTAB meeting and in-person SME meeting is combined into one DTAB/SME in-person meeting, so the DTAB & SME meetings occur the same day and same location to conserve costs.

Meetings 1 and 2 are the combined DTAB/SME meetings.

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

Table 6 – Summary of Meeting Logistical Support Services List of logistical support that may be requested among the approx. 17 meetings

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

Meeting Design

• Concept Plan – project design outline (purpose/need, approach, methodology, process, personnel, resources, facilitation, participants, agenda, expected outcomes, end product)

Meeting Planning

• Participation – needed representation, stratification, identification, polling for availability, recruitment

• Travel Arrangements – arrange travel including local travel from hotel to meeting site

• Lodging Arrangements – select and secure hotel sleeping rooms

• Transcription Services – verbatim electronic text and/or audio transcript

• Meeting Summary – of key discussion points, perspectives, decisions, milestones, action items, next steps

• Inform SMEs – about meeting details

• Agenda – topics, speakers, speaker time slots

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

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

• Invitations – email invitations

• Registration management – register participants to record their contact information

• AV – equipment needs/requirements, equipment coordination

• Online conferencing platform – i.e., audio, video, document sharing, audio transcript

Pre-Meeting

• Speaker/participant communications – invitations, instructions, RSVPs, confirmations, reminders

• Speaker liaison and support – i.e., speaker slides preparation, review, rehearsal (approx. 20 PowerPoint slides)

• Consultant/subcontractor agreements

• Meeting room arrangements – reservations, security badges, name tents/tags

• Pre-recorded meeting presentations to show during meeting

On-site During Meeting

• Manage online conferencing platform – i.e., audio, video, document sharing, audio transcript

• Registration management

• On-site trouble-shooting

• Meeting facilitation

• Speaker support – i.e., operate AV equipment, assist with slide presentations, distribute handouts

• Note-taking

• Transcription services

• Handout materials (approximately two 2-page electronic handouts)

• Meeting room clean-up

• Recorded presentations and meeting discussions – to prepare meeting summary

• Sign language Interpreter

Post-Meeting

• Meeting Summary/Transcript

• Coordinating payment of meeting costs – meeting room, speakers/participants

• Summary report of meeting costs

• Follow-up – phone/email approximately 50 participants for meeting follow-up activities

• Meeting feedback/evaluation

NOTE TO OFFEROR for Budgeting Purposes – Assume:

Table 7 – Task 2: Summary of Meetings (1 – 17)

Meeting

Approximate Duration of

Meeting & Location

Approximate Number of Attendees

Federal & Non-federal

Contractor Out of Town Travel

Airfare/Per Diem/Baggage/

Transportation/Hotel

Approximate Registration

Fee

Approximate Technical SME Support

Logistical Support Services

2 mtgs:

#1 & 2

DTAB/

SME

In-person

2 days in MD/DC area usually in federal meeting room, so no cost for meeting room

10 federal staff 10 DTAB members 3 Ex Officio members 100 public 3 contractor staff 4 contractor consultants 6 non-contractor attendees

NOTE: Assume 2 contractor staff attend 1 day open session only, virtual; 1 SME contractor staff attends 2 days, in-person; 4 consultants attend 2 days, in-person.

Per person:

2 hotel nights x $297 ($258 hotel per night plus $39 for 15% hotel tax)

$198 M&IE per meeting For 3 days of M&IE

$800 round trip airfare

$70 for one luggage round trip

3 days x $149 ground travel per day (including parking)

NOTE: Assume travel for 5 contractor staff/consultants.

None DTAB portion of each meeting:

Total Technical SME Support Services per mtg: 1

1) Subject Matter Experts

Total Logistical Support Services per mtg: 4

1) Travel arrangements

2) Lodging arrangements

3) Transcript

4) Meeting summary

SME portion of each meeting:

Total Technical SME Support Services per mtg: 1

Total Logistical Support Services per mtg: 3

1) Inform SMEs

2) Agenda

3) Meeting venue/room

2 mtgs:

#3 & 4

DTAB

2 days 136

10 DTAB members 3 Ex Officio members 100 public 3 contractor staff 4 contractor consultants 6 non-contractor attendees

NOTE: Assume 2 contractor staff attend 1 day open session only, virtual; 1 SME contractor staff and 4 consultants attend 2 days, virtual.

None None Total Technical SME Support Services per mtg: 1

Total Logistical Support Services per mtg: 2

1) Transcript

2) Meeting summary mtgs:

#5 - 16

SME

Monthly Virtual

1 hour 16

2 contractor staff 4 contractor consultants

Total Logistical Support Services per mtg: 2

2) Agenda

1 mtg:

#17

Ad-hoc meeting (i.e., DPC

ICG-EC,

MRO)

2 hours 145

140 federal staff 1 contractor staff or contractor consultant 4 non-contractor attendees

Total Logistical Support Services per mtg: 6

1) Email Invitations

2) Meeting materials

3) Registration management

4) Online conferencing platform

5) Agenda

6) Meeting summary

Other Logistical Support Services that might be requested from Table 6 for any meetings in Table 7

Total Other Logistical Support Services: 2

1) Other Logistical Support Service

2) Other Logistical Support Service

TOTAL Estimated Technical SME Support Services per Year: 19 TOTAL Estimated Logistical Support Services per Year: 50 TOTAL Estimated Meetings per Year: 17

Task 3 DFWP Annual Summary Report (ASR)/Agency Archive Data System Purpose: Maintain and manage ASR/Archive system to collect, analyze and report DFWP data and information for internal monitoring of program status, compliance and progress toward program implementation.

Goal: To maintain complete and accurate ASR/Archive 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/Archive System System Operations/Maintenance: The Contractor shall use their IT and DFWP expertise to maintain and manage all aspects of the ASR/Archive system operations and processes in an efficient streamlined manner, to prevent system and data errors and to enhance data quality. System management includes:

• Information management (i.e., data collection, analysis and reporting;

document storage; records management; and data quality controls)

• System maintenance (i.e., software, database, security controls, system backups, archiving historical datasets, system review, system modifications/enhancements, and system documentation)

The Contractor shall report system management activities in the Monthly Progress report (Deliverable 1.3.a.) noted in Task 1.3.

Table 8 – ASR/Archive System Description

• Purpose: DFWP data collection and reporting; document storage; and records management

• Single-access password protected web-based portal with access to 2 system components: ASR and agency

Archive

• Custom cloud-based web application hosted on the Microsoft Office 365 SharePoint Online framework platform, which is a Software-as-a-Service (SaaS) subscription

• Uses Statistical Analysis Software (SAS 9.4 TS); version X64_8PRO WIN 6.2.9200 for system data analysis and management

• Resides in Microsoft cloud; migration to SAMHSA cloud may occur during contract close-out

Description of System Components

ASR

• Annual survey of federal agencies, providing information on federal DFWP status across agencies and progress toward program implementation

• Contains data on these components of agencies’ DFWP implementation: DFWP plans/policy; Testing Designated Positions (TDPs); Employee Assistance Program (EAP); supervisor training; employee education; drug testing results; and follow-up action.

Agency Archive

• Online records repository and searchable electronic documents archive database

• Document storage and information tracking on status of federal agency plan certifications and updates

• Contains approximately 233 federal agency records since 1986 (date DFWP was established).

• Each Archive record contains approximately 4 main DFWP documents related to agency plan certification and updates: 1) certified agency DFWP plans; 2) certified TDP lists; 3) agency updated DFWP plans; 4) updated TDP lists; and other related documents such ICG-EC plan review documents.

• Provides profile summary on program status of each agency.

Table 9 – ASR/Archive Data System Classification & Security Classification: “Moderate” security risk

Contains Personal Identifiable Information (PII): federal employee work contact information NOTE: For more information about System Security Requirements, see IT Technical Requirements (Attachment 1b) and IT Deliverables (Attachment 1c). The current system requires an Authorization to Operate (ATO). The system currently operates on the FedRAMP-approved Microsoft Office 365 platform.

Data Security

• ASR/Archive system data are considered government property and contain PII data on federal employee work contact information.

• The data are not available to the public, and are accessible by only DWP and federal agency DPCs who access their agency-specific data via a password protected web-based portal.

NOTE: The contractor must handle the data in a secure and confidential manner and shall not send the data to anyone other than the COR and federal entity who provided the information.

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

• Spanning back up of ASR/Archive (one time per year)

• SharePoint support for Archive and ASR annual data collection site

Records Management: The Contractor shall monitor the ASR/Archive system to ensure records are complete and accurate, including:

• Deliverable 3.1.a. – Create New Data Records: Approximately 2 times per year, create and complete new data records (i.e., for new certified agency plans), as requested by the COR [usually one (1) business day after the COR’s request].

• Deliverable 3.1.b. – Update Data Records: Approximately 10 times per year, update and revise data sets and data records, upload data and add files into the ASR/Archive system (i.e., for updated agency plans/TDP lists), as requested by the COR [usually one (1) business day after the COR’s request].

Data Collection: Annually each fiscal year, according to the ASR Annual Schedule (Deliverable 3.2.b., Task 3.2.), the Contractor shall establish and manage the following ASR data collection activities, during approximately a three-month data collection period:

• Deliverable 3.1.c. – Review Data Collection Documents and

Provide Recommended Revisions: Review ASR data collection documents and provide recommended revisions to system documents including the ASR data collection instrument, data entry screens, data reports, alert and launch memos, and user guide.

• Deliverable 3.1.d. – Revise Data Collection Documents: Revise ASR data collection documents as requested by COR, approximately 3 sets of revised documents. NOTE: OMB clearance is not required since respondents are federal agencies and not the public.

• Deliverable 3.1.e. – Perform Data Collection: Conduct one (1) ASR annual fiscal year data collection of DFWP data, from approximately 150 federal agency DPCs entering data via the ASR/Archive system or form. 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 DPCs.

• Deliverable 3.1.f. – Technical Assistance (TA) on Data Entry and Reporting: Provide TA and consultation on ASR/Archive data entry and data reporting to approximately 120 federal agency DPCs and partners. TA may consist of providing written instructions and answers to questions about the ASR/Archive. The Contractor shall respond to requests no later than one (1) business day after receiving the request. Questions the contractor receives that are outside the ASR/Archive purview, such as requests about the status of DWP plan reviews, should be referred to the COR no later than one (1) business day after receiving the request.

Data Analyses: The Contractor shall:

• Deliverable 3.1.g. – Perform Data Analyses: As requested by the

COR, provide data analyses, including approximately two (2) ad-hoc requests per year. If needed, the data system shall allow DWP staff to independently perform simple data searches, sort data and create data reports [i.e., producing a list of agencies with plans older than five (5) years]. To facilitate data analyses, the data system should be capable of: 1) generating exportable data files that are accessible by other systems; and 2) data upload from other systems as possible within limitations of platform compatibility and security restrictions (i.e., the Department of Interior laboratory data system).

Data Quality: The Contractor shall ensure data quality by performing ongoing quality control checks of records for completeness and accuracy, i.e., revising data entry criteria, and correcting data discrepancies.

• Deliverable 3.1.h. – Correct Data: The Contractor shall correct data discrepancies found by the COR or others, within one (1) business day after the discrepancy is identified, or as requested by the COR.

System Review: The Contractor shall use technical program knowledge and IT expertise to conduct ongoing system review of system software and functionality and other purposes listed in Table 10.

• Deliverable 3.1.i. – System Recommendations: As requested by the COR, the Contractor shall provide approximately one (1) set of recommendations per year, documenting the results of the system review. As needed, the set of recommendations shall consist of:

o one (1) set of proposed recommendations to COR for review o up to three (3) sets of revisions incorporating COR’s input o table of recommendations indicating costs and feasibility within the current contract budget o timeline for completing modifications/enhancements

System Modifications/Enhancements: As requested by COR, if needed and feasible, the Contractor shall perform modifications/enhancements to the ASR/Archive system to enhance system functionality and incorporate lessons learned from the data collection cycle:

• Deliverable 3.1.j. – System Updates: Provide one (1) set of system updates and updated system documents annually, each fiscal year, according to ASR Annual Schedule (Deliverable 3.2.b., Task 3.2.).

• Deliverable 3.1.k. – System Upgrades: Provide one (1) annual set of implemented and completed system upgrades, each fiscal year.

Table 10 – System Review & Modifications/Enhancements May Occur for Purposes such as:

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

• Updates - minor revisions to system software and functionality

• Upgrades to current version of system platform

• Meeting data needs of DWP & DFWP partners • Utilizing technology advances for system modernization

• IT security and other compliance requirements • Streamlining opportunities, i.e., simplified data entry

• Enhancing data accuracy and consistency in data collection, data reporting, and data management capability

Task 3.2 ASR Annual Data Reporting Annual Schedule – for Data Collection and Reporting: The Contractor shall establish an annual schedule for data collection and reporting. The schedule shall include a timetable for activities, i.e., updating the data collection instrument and reports; completing data collection and reporting.

• Deliverable 3.2.a. – Draft Annual Schedule: The Contractor shall provide one (1) draft schedule (approximately 3 pages) per year to the COR by Oct. 15, or if needed, a later date set by COR.

• Deliverable 3.2.b. – Final Annual Schedule: If revisions are requested by the COR, the Contractor shall provide one (1) final schedule (approx. 3 pages) per year on the date requested by COR.

DFWP ASR Annual Reports: The Contractor shall use data visualization presentation expertise to:

• Deliverable 3.2.c. – Draft DFWP ASR Annual Aggregate Report:

Provide one (1) draft DFWP ASR annual fiscal year data report, summarizing the data entered by federal agencies. The Contractor shall submit the draft report (approx. 100 pages) to the COR according to the schedule in Deliverable 3.2.b., Task 3.2., (approximately two months after the reporting period closes).

Follow-up with Agencies: The Contractor shall review all data submissions and follow-up with federal agency DPCs to address and resolve all missing data and discrepancies to ensure the final report is complete, accurate and on-time.

• Deliverable 3.2.d. – Final DFWP ASR Annual Aggregate Report:

The Contractor shall provide the final report to the COR according to the schedule in Deliverable 3.2.b., Task 3.2. (see Table 11).

Table 11 – Description of the DFWP ASR Annual Report Report Description/ Purpose

Annual Fiscal Year report provides information on:

• Status of the federal DFWP across all agencies

• Degree of program implementation across all agencies

• Operational results of individual agencies’ DFWP

Contents of Report

Contains data on:

• Annual summary highlights of the federal DFWP

• Program operations profile of the federal DFWP, as outlined in E.O. 12564

• Status of program components: federal DFWP plans, TDPs, EAP, supervisor training, employee education, drug testing results and follow-up actions Components of Report

1) Aggregate data tables

2) Aggregate summary graphical overview of the data

Report Scope Contains DFWP data from all federal agencies (approx. 120 agencies) # of Reports 1 draft report; 1 final report # of Pages Approximately 100 pages Report Format Data tables & summary graphics, i.e., dashboard graphics format, electronic document, system-generated report

• Deliverable 3.2.e. – Agency Profile Annual Report: The Contractor shall be prepared to annually provide one (1) system-generated profile report for each agency that submitted data in the ASR/Archive system (and graphics if requested), according to the schedule in Deliverable 3.2.b., Task 3.2. (see Table 12).

Table 12 – Description of the Agency Profile Annual Report Report Description

Annual Fiscal Year report provides information for federal agencies on:

• Status and operational results of each agency’s individual DFWP

Contents of Report

Contains data for each individual agency on:

• Annual summary highlights of each individual agency’s DFWP

• Program operations profile of each individual agency’s DFWP

• Status of program components: federal DFWP plans, TDPs, EAP, supervisor training, employee education, drug testing results and follow-up actions Components of Report

1) Data tables

2) Summary graphical overview of each individual agency’s data

Report Scope Contains DFWP data for each individual agency (approximately 120 agencies) # of Reports 1 report for each federal agency (approximately 120 reports) # of Pages Approximately 10 pages Report Format Data tables & summary graphics, i.e., dashboard graphics format, electronic document, system-generated report

Task 3.3 Special Reports These reports contain data for a specific data inquiry from the ASR/ Archive database such as the data analyses performed under Task 3.1, Deliverable 3.1.g.

• Deliverable 3.3.a. – Ad-hoc Special Data Reports: The Contractor shall…