0518_Attach_1a_Statement_of_Work.docx

RFP No. 280-18-0518 Attachment 1a Statement of Work Tribal Training and Technical Assistance Center Background Information A.1. Purpose of the Contract The purpose of this contract is to provide comprehensive broad, focused, and/or intensive training and technical assistance (TTA) to federally-recognized tribes and other American Indian/Alaska Native (AI/AN/) communities, seeking to address and prevent mental and substance use disorders, suicide, and promote mental health. This contract shall use a culturally relevant, evidence-based, holistic approach to support native communities in their self-determination efforts through infrastructure development, capacity building, as well as program planning and implementation. The TTA contract shall specifically provide proactive planning/implementation of substance abuse prevention and mental health programming focused on native children, youth, and their families to (1) decrease the impact of risk factors, such as poverty, unemployment, racism and historical trauma that contribute to suicide, family disruption, youth violence including bullying, and high-risk substance use, and (2) increase the protective factors, such as strengthening cultural identity, a sense of family and community connectedness, and communication skills, that are linked to the healthy and safe development of AI/AN children and their families. Through collaboration and coordination with internal and external TTA providers and other native-focused organizations, the contract shall get the best value for limited prevention resources, tailoring the tools necessary to increase community protective factors that can serve to reduce suicide, violence, and substance abuse.

According to the 2010 SAMHSA publication To Live To See the Great Day that Dawns: Preventing Suicide by American Indian and Alaska Native Youth and Young Adults, more than 28 percent of AI/AN ages 12 and over binge drink, the highest rate of all racial groups. In addition, at 9.8 percent, marijuana use was higher in AI/AN ages 12 and over than for all other racial groups. Suicide is the second leading cause of death (after accidents) among AI/AN populations in all age groups. According to the National Violence Against Women study at least one out of every three AI/AN women has been subject to domestic partner violence and alcohol was a factor in 85 percent of reported cases. Additionally, AI/AN communities are disproportionately affected by illicit drug use and mental illness. According to the 2011 National Survey on Drug Use and Health (NSDUH), the rate of illicit drug use is: 13.4 percent of American Indians or Alaska Natives, and 13.5 percent of persons of two or more races. The percentage of persons aged 18 or older with AMI (any mental illness) alone was 28.9 percent among American Indians or Alaska Natives.

A.2. Background and Need This contract provides an innovative range of broad, focused, and/or intensive TTA to federally-recognized AI/AN tribes seeking to address and prevent mental and substance use disorders, suicide, and promote mental health. The TTA contract shall reach three types of audiences:

(1) BROAD:

Indian Country in general is the target audience for broad TTA. This includes native communities across the country who request TTA to address and prevent mental and substance use disorders, suicide, and promote mental health, including those seeking to develop Tribal Action Plans (TAPs) under the Indian Alcohol and Substance Abuse Act of the Tribal Law and Order Act Amendments of 2010 (TLOA/IASA).

(2) FOCUSED:

SAMHSA’s tribal grantees are the intended target audience for focused TTA. The TTA Contractor shall also coordinate closely with other TTA contracts, grants, and cooperative agreements that serve grantee cohorts that have tribal members so that services are not duplicated.

(3) INTENSIVE

Native communities (identified based on Indian Health Service (IHS)/Centers for Disease Control and Prevention (CDC) data and leadership/village resolution) who are selected, invited, and accept the invitation for individualized, community-specific, and time-limited TA are the audience for intensive TA. The Contractor shall use a holistic approach to supporting native community self-determination efforts through infrastructure development, capacity building, and increasing the pool of native and/or tribal evidence-based or practice-based prevention programs, related to the prevention of substance abuse and suicide and the promotion of mental health.

Native communities around the globe, like many AI/AN communities, have been experiencing higher rates of suicide among their youth and young adults. Building on the success of SAMHSA’s Native Aspirations project, several AI/AN communities have developed community healing initiatives to address suicide, bullying and violence, leading to effective, community-supported prevention efforts.

AI/AN communities are among the high-risk groups affected by high levels of suicide. IHS reports that suicide among AI/AN youth aged 15-24 was 3.7 times the national average, the second leading cause of death behind unintentional injuries. Suicides among this age group account for 64 percent of all suicides in AI/AN IHS service areas. In native communities, suicide does not occur in a vacuum or by itself. It happens within a larger community or circle. An effective response will involve and come from the families, youth, schools, elders, and community members. The goal is to have this community-driven response be sustained over time as the process is firmly integrated into the cultural substrate.

Goal and Objectives The overall goal of this contract is to address and prevent mental and substance use disorders, suicide, and promote mental health in native communities and families by providing culturally relevant and meaningful TTA that honors tribal culture and ways of life as well as respects and protects government-to-government relations. Native populations have the knowledge, capacity, and strength to address the risk factors that affect their communities. Cultural beliefs and practices provide a foundation for taking action, solving problems, and promoting lasting wellness among tribal communities, families, and youth. By supporting the local vision and solutions, protective factors will be increased. This contract has several objectives:

Provide culturally appropriate and sensitive TTA to native communities across the country, who desire to address substance abuse and mental health, including those seeking to develop Tribal Action Plans (TAPs) under the TLOA/IASA.

Work with SAMHSA tribal grantees and other TTA contracts that serve tribal grantee and tribal members.

Work collaboratively with other TTA providers and non-governmental entities to leverage resources and address a variety of different issues affecting tribal communities, families, and youth.

Assist communities in mobilizing, planning, and implementing community-driven and culturally-tailored evidence-based practices and interventions.

Increase protective factors linked to the healthy and safe development of AI/AN communities, families, and children.

GENERAL REQUIREMENTS

a. 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.

b. 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.

c. All work under this contract/task order will be monitored by the Contracting Officer’s Representative (COR).

General Requirements are the Division of Technology Management (DTM) and Office of Communications (OC) Requirements – please see Attachment 1b Services to be Performed

SPECIFIC REQUIREMENTS

Task 1: Plan of Performance The Contractor shall:

Within two (2) weeks of the start of the contract year have a virtual kick-off meeting with the Contracting Officer’s Representative (COR), Alternate COR, task leads, and other relevant federal staff to review the SOW, including the purpose, goals, objectives, tasks, protocols, activities, deliverables, schedule of project meetings, and timelines. The meetings shall take virtually on a platform provided by the contractor.

In all years, within two (2) weeks of the virtual kick-off meeting, present a Draft Plan of Performance to the COR, Alternate COR, and task leads for feedback.

In all years, within three (3) weeks of receiving feedback on the draft, deliver a revised Draft Plan of Performance for the upcoming year. The COR/Alternate COR will either approve the revised draft or ask for further revision.

Submit the Final Plan of Performance one (1) week after COR/Alternate COR approve or ask for further revision. The Final Plan of Performance shall serve as the guide for work requirements to be performed.

Update the final Plan of Performance as necessary and with the approval of the COR/Alternate COR. Detail any variances from the plan, reason for such variances and methods used or proposed to make mid-course corrections.

Initiate meetings with SAMHSA IT Department:

· Within four (4) weeks after the CED, the Contractor shall create and submit draft system’s Privacy Impact Assessments, Entity Relationship Diagrams, Physical and Logical diagrams, information types along with data types and related relationship diagrams for the data that is being stored, processed and transmitted within the system. The above information shall be submitted to SAMHSA Security through the COR for approval and validation.

· Within four (4) weeks after the CED, the Contractor shall meet with the COR and Chief Information Security Officer at a Privacy and Security Kick Off meeting to plan an implementation schedule that attains an ATO prior to system entering the production stage. (This meeting can be held virtually.)

· The contractor is responsible for submitting all required materials 30 days prior to the ATO anniversary date for review by the SAMHSA Security team, and contractor must follow SAMHSA continuous monitoring schedule.

Data Classification Note: Based upon preliminary review of the SOW the data residing within this system should be categorized as a “[Moderate]” and must obtain Authorization to Operate (ATO) before system gets deployed into the production environment. Please see Security and Privacy Requirements section ‘B’ for example deliverables for the ATO.

Task 2: Deliver Training and Technical Assistance (TTA) The Contractor shall provide TTA to a variety of audiences using methods as described in the subtasks below. TTA under this contract is defined as any assistance provided to increase knowledge, build community capacity of the target populations, as well as enhance systems designed to prevent substance abuse and suicide and promote mental health. In the base year of the contract only, youth violence and bullying prevention shall also be addressed.

Task 2.1: Delivery of TTA to a Broad Audience Provide TTA to a wide-ranging audience to address and prevent mental and substance use disorders as well as suicide, and to promote mental health among federally-recognized AI/AN tribes, including tribes seeking to develop Tribal Action Plans (TAPs) under the Indian Alcohol and Substance Abuse Act of the Tribal Law and Order Act Amendments of 2010 (TLOA/IASA). TTA may be delivered via face-to-face meetings, webinars, teleconferences, or by establishing new and/or continuing currently established Learning Communities.

Gatherings of Native Americans/Gatherings of Alaska Natives (GONA/GOAN/GOANs):

The Contractor shall:

Deliver three (3) GONA/GOAN trainings per year following the established best practices curriculum.

In consultation with and at the direction of the COR, Alternate COR and appropriate task leads, convene planning sessions related to the GONA/GOANs; make all logistical arrangements, facilitate, and evaluate the events; and provide a 2-5 page summary of each GONA/GOAN in the monthly report.

Plan for, as appropriate, 1 Contractor and 2 consultants to attend each meeting. Also, the Contractor shall provide logistics and travel estimates for the meetings for use by the COR, Alternate COR, and task leads in preparing the meeting request forms.

Provide all required logistical support for these trainings.

Note to Offeror: For budgeting purposes, the trainings will be three (3) days in length, delivered face-to-face, for 80 attendees. The Contractor shall plan for a consultant fee of no more than $500 per day per consultant for their preparation, presentation/training time; this includes three (3) days onsite, one (1) day of preparation, and one (1) day of travel for a total of five (5) days. Assume no more than $1000 for airfare, $250 per day for lodging, $77 per diem, and $100 for ground transportation. No travel support is needed for the attendees.

Learning Community:

Learning Communities enable our target audiences to come together as a group via virtual meetings and discuss special topics important to the target audience. These virtual meetings provide participants with the opportunity to talk, teach, share materials, and inspire each other.

The Contractor shall:

Facilitate one (1) Learning Community per year on topics relevant to the prevention of mental and substance use disorders, suicide, and the promotion of mental health.

Plan for approximately 80-100 members for each community.

Provide logistical support for the Learning Community including providing a platform for the webinars.

Promote the Learning Community to appropriate Broad Audiences, through SAMHSA website and listservs.

Note to Offeror: For budgeting purposes, the contractor shall provide the platform for conducting Learning Communities. No travel support is needed for participants.

Technical Assistance (TA):

The Contractor shall:

Provide 110 TA days in each year of the contract, utilizing both consultants and staff as well as face-to-face meetings, phone, e-mail, or webinars.

Review these TA requests with the COR, Alternate COR, and task leads during project meetings.

Use the SAMHSA-approved TA Tracker to submit requests to the COR and Alternate COR.

Recommend the best course of action to fulfill these requests. The COR or Alternate COR will approve these recommendations with guidance from the task leads as needed.

Provide a summary of TA activities in the monthly report.

Conduct follow-up sessions via phone, six (6) months after the TA session. The Contractor shall identify the steps the trainee has taken, the challenges/barriers to implementing their plan, and the successes achieved.

Note to Offeror: Twenty-five (25) percent of TA (27 days) will be face-to-face with the assistance of consultants, each such effort lasting 2-3 days, using no more than 2 consultants per TA visit and 75 percent of TA (83 days) will be done via phone, email, webinars, etc. (i.e. virtual TA provided by contract staff).

Task 2.2: Delivery of TTA to a Focused Audience Provide TTA to address and prevent mental and substance use disorders as well as suicide, and to promote mental health. TTA under this contract is defined as any assistance provided to increase knowledge, build community capacity of the target population, as well as enhance systems. The audience for focused TA is SAMHSA’s tribal grantees. The Contractor shall coordinate closely with other TTA contracts, grants, and cooperative agreements that serve tribal members so that services are not duplicated.

1. GONA/GOANs:

The Contractor shall:

Deliver three (3) GONA/GOAN trainings per year following the established best practices curriculum.

In consultation with and at the direction of the COR, Alternate COR and appropriate task leads, convene planning sessions related to the GONA/GOANs; make all logistical arrangements, facilitate, and evaluate the events; and within seven (7) business days after the event, provide a 2-5 page summary of each GONA/GOAN in the monthly report.

Plan for, as appropriate, 1 Contractor and 2 consultants to attend each meeting. Also, the Contractor shall provide logistics and travel estimates for the meetings for use by the COR, Alternate COR, and task leads in preparing the meeting request forms.

Provide all required logistical support for these trainings.

Note to Offeror: For budgeting purposes, the trainings will be three (3) days in length, delivered face-to-face, for 80 attendees. For budgeting purposes, the Contractor shall plan for a consultant fee of no more than $500 per day per consultant for their preparation, presentation/training time; this includes three (3) days onsite, one (1) day of preparation, and one (1) day of travel for a total of five (5) days. Assume no more than $1000 for airfare, $250 per day for lodging, $77 per diem, and $100 for ground transportation. No travel support is needed for the attendees.

Learning Community:

The Contractor shall: Learning Communities enable our target audiences to come together as a group via virtual meetings and discuss special topics important to the target audience. These virtual meetings provide participants with the opportunity to talk, teach, share materials, and inspire each other.

The Contractor shall:

Facilitate one (1) Learning Community per year on topics relevant to the prevention of mental and substance use disorders, suicide, and the promotion of mental health.

Plan for approximately 80-100 members for each community.

Provide logistical support for the Learning Community including providing a platform for the webinars.

Promote the Learning Community to appropriate Focused Audiences, through SAMHSA website and listservs.

Note to Offeror: For budgeting purposes, the contractor shall provide the platform for conducting Learning Communities. No travel support is needed for participants.

Technical Assistance:

The Contractor shall:

Provide 110 TA days in each year of the contract, utilizing both consultants and staff as well as face-to-face meetings, phone, e-mail, or webinars.

Review these TA requests with the COR, Alternate COR, and task leads during project meetings.

Use the SAMHSA-approved TA Tracker to submit requests to the COR and Alternate COR.

Recommend the best course of action to fulfill these requests. The COR or Alternate COR will approve these recommendations with guidance from the task leads as needed.

Provide a summary of TA activities in the monthly report.

Conduct follow-up sessions via phone, six (6) months after the TA session. The Contractor shall identify the steps the trainee has taken, the challenges/barriers to implementing their plan, and the successes achieved.

Note to Offeror: Twenty-five (25) percent of TA (27 days) will be face-to-face with the assistance of consultants, each such effort lasting 2-3 days, using no more than 2 consultants per TA visit and 75 percent of TA (83 days) will be done via phone, email, webinars, etc. (i.e. virtual TA provided by contract staff).

Task 2.3: Delivery of TTA to an Intensive Audience

1. Identifying and Inviting Participants:

The Contractor shall:

Within ten (10) weeks of CED and for each option year, develop a strategy for identifying five (5) new communities for intensive TA. The strategy can be based on the results of prior and current site identification processes or other means proposed by the Contractor.

In order to determine the sites in highest need of intensive TA, consider data and information related to Native youth violence, substance abuse, bullying, and suicide using indicators that may include, but are not limited to, the following socioeconomic, mortality, and behavioral health indicators: poverty, per capita suicide rate, per capita homicide rate, violent deaths, school attendance, justice and law enforcement data on threatening or violent behavior, school truancy, school-based discipline or bullying referrals, mental health services referrals, domestic violence, motor vehicle accidents, IHS Services appropriation, Area Behavioral Health Funding per person, and documentation of substance use. Another important factor is willingness of the AI/AN community to participate.

Within twelve (12) weeks of CED and for each option year, prepare a 2-5 page report that recommends five (5) communities as recipients for intensive TA and submit to the COR and Alternate COR for approval.

Propose a method for substituting sites and/or revising the strategy in the event that there are not sufficient sites available in subsequent years.

Within sixteen (16) weeks of CED and for each option year, after approval of the report, extend invitations for selected communities to receive intensive TA, using the strategy submitted to the COR, Alternate COR, and task leads for approval.

In all years, within two (2) weeks after receiving a formal acceptance of the invitation to receive intensive TA, either through Tribal Council Resolution or Executive Order, conduct a site visit to each community, to develop a plan for leadership and oversight of the project. This meeting also serves to identify possible lead agencies, a lead community coordinator and contact person, and recommended participants on the oversight panel. Readiness Assessment and Community Engagement:

The Contractor shall:

Within twelve (12) weeks after the CED and for each option year, provide to the COR, and Alternate COR, for review and approval, an initial list of 20 proposed training experts to be used to implement the facilitated GONA/GOAN, a Community Mobilization and Planning (CMP) event, and training for the programs and activities selected by each tribe. Resumes for each identified training expert must be included with the listing.

In all years and using methods such as the Community Readiness Model and the Strategic Prevention Framework, work with the Community Coordinator, Contact Person, and Oversight Committee members, to conduct a Community Readiness Assessment (CRA) for each of the five (5) communities to assess the community’s readiness and capacity to address the issues of preventing mental and substance use disorders, suicide, and promotion of mental health, and begin the participatory process of assessing the community-specific risk and protective factors.

Conduct a GONA/GOAN/CMP event at the request of each of the five (5) chosen communities. Two site visits per community, ten (10) total, shall be conducted in order to provide a facilitated 3-day GONA/GOAN, CMP, CRA, and/or TA in developing the final Community Prevention Plan.

In all years, within two (2) weeks of each of the ten (10) site visits, prepare a written report to submit with the monthly report.

Note to Offeror: For budgeting purposes, there will be 2 consultant trainers per site visit and 1 Contractor and 2 consultants for each GONA/GOAN.

For site visits, the Contractor shall plan for a consultant fee of no more than $500 per day per consultant for their preparation, presentation/training time; this includes three (3) days onsite, one (1) day of preparation, and one (1) day of travel for a total of five (5) days. Assume no more than $1000 for airfare, $250 per day for lodging, $77 per diem, and $100 for ground transportation.

Infrastructure Development Assistance and Support:

The Contractor shall:

Within eight (8) weeks of completing the Community Prevention Plan, provide a strategy for each of the five (5) communities to implement the requested culture-, practice-, and evidence-based services and interventions, including the hiring of expert consultants/trainers, if necessary. The interventions must be agreed upon by both the communities and the COR, Alternate COR, and task leads.

Within four (4) weeks after each community’s final Community Prevention Plan is submitted, coordinate with the community to hire 1 additional staff member for each community, such as a community-based coordinator, to assist with implementation of the plan and/or additional consultants to provide evidence-based trainings.

In all years, provide, when indicated, supplemental TA to address the particular needs of individual communities receiving intensive TA. This assistance shall include phone and e-mail consultation and the development of a process to involve relevant content experts in implementing and monitoring the plans developed by each site.

Plan for 60 TA days per contract year. The TA shall be via email, conference call, and telephone. There will be no on-site TA for this activity.

Track the participating sites, the types of interventions and activities being used, the CRA and plan for assistance, evaluation data, community characteristics, TA contacts, approved Government Performance and Results Act (GPRA) measures, and other fields as appropriate. Include this information in the monthly report.

Note to Offeror: For budgeting purposes, the Contractor shall budget $25,000 for additional staff and/or consultants for each community.

Monitor Community Prevention Plans:

The Contractor shall:

In all years, on a monthly basis, contact each community, by phone, to continually assess strengths, needs, and emerging problems, and progress achieved towards project goals and objectives.

Within twelve (12) weeks of the CED and for each option year, develop a process evaluation protocol that provides ongoing feedback for adjustments to the delivery of intensive TA. This protocol shall be meaningful to the communities and minimally burdensome, and build capacity in the communities for self-assessment.

In all years, at six (6) month intervals and for each of the communities, compile a brief description of each community’s progress and results of the process evaluation to provide to Community work groups, tribal leaders, and the COR and Alternate COR.

Sustainability and Mentorship Activities:

The Contractor shall:

In all years, assist each of the communities in conducting follow-up CRAs in order to further refine the TA and interventions to best meet the needs of the community and outcomes of the project.

Analyze CRA outcomes in relation to the initial CRA.

Within sixteen (16) weeks of CED and for each option year, develop and submit an updated Community Prevention Plan for the five (5) communities receiving intensive TA and designated by the COR or Alternate COR The plan shall enhance sustainability of effort in these sites, building on the resources and strengths developed during the activities of the implementation phase of this project and providing an additional array of skills, tasks and personnel needed for maintenance and sustainability of effort by individual communities.

In all years, within four (4) weeks of submitting each updated Community Prevention Plan, collaborate with each of the communities in developing a Community Sustainability Plan that identifies youth leaders, trained community members, participants in the Community Prevention Plan, activities for maintenance of effort, training needs for sustainability, substance abuse prevention, mentors and elders available to assist incoming AI/AN communities, a Lead Coordinator for Sustainability, and a budget for support of these activities.

At the community’s request, conduct one (1) site visit in order to mobilize the communities around the Community Prevention Plan and/or to assist in the development of the Community Sustainability Plan.

In all years, support each Community Sustainability Plan with opportunities for mentoring and training other AI/AN communities, sharing lessons learned with others working in and among AI/AN reservations and villages, developing advisory groups to review materials for dissemination, extending invitations to participate in gatherings of sites receiving intensive TA.

In all years, assist communities in planning for and adjusting to transitions in tribal leadership and community leaders, ensuring continuity of knowledge and training expertise and building capacity for an expanding prevention work force.

Note to Offeror: For budgeting purposes, an additional $10,000 will be provided to each community for sustainability activities.

Task 3: Information Dissemination Task 3.1: Production and Dissemination of Resources The Contractor shall:

Within six (6) weeks of the start of the contract year, develop a draft plan for production and dissemination of findings and work products. Include input from AI/AN communities about their preferred forms for learning and dissemination.

Upon request of the COR/Alternate COR, make revisions to the plan and submit as a revision to the Plan of Performance eight (8) weeks from the start of each contract year.

Develop and disseminate work products and findings as described and agreed to in the Plan of Performance.

Any materials intended for public dissemination and to be branded as SAMHSA and HHS products shall go through the standard SAMHSA/Office of Communications and HHS/Assistant Secretary for Public Affairs clearance process.

Task 3.2: Web Page Maintenance, and Management The Contractor shall:

Using principles of effective Web design, including but not limited to the principles outlined at the federal Web site http://www.usability.gov and other User Centered Design Activities, provide content updates to the web page on SAMHSA.gov as needed and directed by the COR/Alternate COR.

Develop appropriate background and information materials suitable to a broad, focused, and intensive audiences and for posting to the web page on the SAMHSA.gov website.

Ensure that all electronic or online materials are prepared in accordance with federal 508 accessibility standards.

Task 3.3: Listserv Development and Maintenance The Contractor shall:

Support SAMHSA by managing a TTA listserv within one (1) month of the start of the contract year.

Update listserv quarterly.

Disseminate weekly e-mail announcements about the new resources, materials, and other SAMHSA tribal grantee information.

Task 3.4: Document Preparation – Briefings, Presentations, and Communications The Contractor shall:

Prepare occasional letters, memos, and five (5) 2-page reports per year, to facilitate the operation of the contract.

Prepare talking points and other briefing materials for 5-7 briefings per year related on the status of the project and tasks under this contract as directed by the COR or Alternate COR and present briefings to parties designated by the COR or Alternate COR.

Be prepared to provide urgent turnaround within 24 hours for some requests Task 4: Data Collection and Analysis The Contractor shall:

Establish and conduct all TTA data collection activities to comply with the requirements of the GPRA.

Utilize SAMHSA’s approved GPRA Measures to collect relevant TTA outcome data.

Submit the GPRA measures collected, along with a summary, to the COR, and Alternate COR according to a semi-annual schedule to be set by the COR/Alternate COR and communicated to the Contractor at the kick-off meeting.

At or before the kick-off meeting, the COR and Alternate COR will communicate to the Contractor specific GPRA measures are to be collected. For planning purposes, GPRA measures will include measures on immediate outcomes, intermediate outcomes, and long-term (six (6) months and beyond) outcomes.

Task 5: Reporting The Contractor shall:

Submit reports that are 85 percent error-free.

In all years, submit Monthly Performance Reports, with the first report due, in electronic form, to the COR, Alternate COR, identified task leads, and the Contracting Officer no later than thirty (30) days after the CED and subsequently by the tenth (10th) workday of each month, of the proposed contract.

Include, in the report, summaries of all activities under each task, including all TTA, including on-site, lessons learned, significant accomplishments, outcomes, TTA evaluation/feedback summary and detailed plans for the coming month. Summaries of labor hour (by position/task) and dollar expenditure (by task/line item) shall be included.

In addition include:

All activities performed during the month by task;

Summary of all TTA activities by task/subtask;

Summary analysis of activities and performance to date;

Problems encountered and proposed or enacted solutions;

Plans for the upcoming three (3) months;

Any site visit reports or written deliverables completed during the month (excluding the previous month’s report);

A brief discussion of the expenditure of contract funds, calling attention to any variances observed from proposed time or cost schedules;

The invoice for payment;

A statement indicating the percentage of the contract period that has been completed and the percentage of the funds that have been expended; and A statement that the contract shall (or shall not) be completed in accordance with the time frame specified in the delivery schedule, and shall (or shall not) be completed within the budgeted amount.

No later than one (1) month before the end of Year, and one month after each option year, submit to the COR and Alternate COR a draft of an annual report in a format that shall be approved by the COR and Alternate COR. The report shall summarize the previous year’s activities, the number of products developed for the contract, the problems encountered and solutions such as suggestions for quality improvements to the contract, suggestions for evaluating the contract’s activities to meet GPRA goals and objectives, and other such information as may be specified by the COR and Alternate COR. The report shall not exceed 20 pages (single spaced, appendices not included) in length. The COR and Alternate COR may suggest revisions to this draft or approve the draft. No later than one (1) week after receipt of COR/Alternate COR comments, the Contractor shall submit a revised final report electronically to the COR, Alternate COR and the Contracting Officer.

In the final year of the contract, construct and deliver a draft Final End-of-Contract Report that includes an Executive Summary suitable for broad dissemination, for review by the COR, Alternate COR and other relevant federal staff, eight (8) weeks before the end of the contract. This report may undergo a number of government reviews. Comments and critiques shall be reviewed with the Contractor by the COR and Alternate COR. Input from the COR and Alternate COR and the participating AI/AN communities must guide the format of the Executive Summary, including the community stories, lessons learned, qualitative data, and conclusions to be reported as part of the Executive Summary.

Submit copies of the Final End of Contract Report electronically, to the COR and Alternate COR and the Contracting Officer by the contract expiration date.

Task 6: Transition Plan and Turnover at the End of Contract The Contractor shall:

At least eight (8) weeks prior to the end date of the contract, develop and submit to the COR and Alternate COR for review a plan to assure an orderly transition at contract expiration in the event that there is a follow-on contract and the Contractor is replaced.

A transition period shall not exceed one (1) month and shall be conducted in such a manner as not to disrupt the activities of the project sites and to continue full service to all customers, external and internal of this contract.

The transition plan shall include documentation of the commitments made by the Contractor to ensure the government and follow-up Contractor have all the material and access to resident expertise within the current Contractor’s organization to refine and/or continue additional implementation of the contract initiatives funded by SAMHSA or other initiatives funded by SAMHSA that derive from the project.

The transition plan shall be included in the contract Plan of Performance.

At the COR or Alternate COR’s discretion, participate in five (5) or more meetings with the new Contractor to implement a smooth transition and to receive detailed information on the operation of this contract.

In the final year of the contract, deliver to the COR/Alternate COR all stored publications and materials; all equipment (Government furnished property and Contractor-acquired property); all reference materials; all exhibit materials; all document collections, correspondence files, shelf supplies of publications and materials used to respond to inquiries; program files; audio and video materials, and any other materials acquired for the sole use of providing training and TA.

Deliver to the COR/Alternate COR all software programs acquired, developed, or altered under this contract and for which contract funds were expended. These shall be provided in the form of duplicate copies of magnetic tapes, dumps of programs, and dumps of sample records. Full documentation pertaining to the program shall be provided by the Contractor.

Deliver to the COR/Alternate COR all course material, including lesson plans, activities, and assignments that were acquired, developed, or altered under this contract and for which contract funds were expended.

All items listed in this task and the transition plan (except equipment) shall be delivered electronically in a manner specified by the COR/Alternate COR.

Unless the underlying data used in the selected analysis are leased or proprietary, analytic files (where source files are reduced in volume and tailored to specific analyses), data analytic programs, and the results produced under these auspices of the project are the property of the Federal Government. If state data are used, the Federal Government will collaborate with the participating communities in planning, carrying out, and disseminating the results of such analyses.

All information and materials including data and files (electronic files and software) developed under this contract are the property of the Federal Government and shall be delivered as part of the turnover at the end of the contract. The Contractor shall provide methodology used to retain the files to the terms and conditions of the contract. The Contractor shall release no information developed under this contract without written permission of the government.

IT Transition Plan:

1. The contractor shall follow the requirements of Contract Closeout and schedule a meeting with the COR and DTM to discuss the execution of information technology transition activities related to data, software, web content, and electronic records. Use the Chain of Custody Form when records are transferred from Vendor to COR at end of contract and for providing authorization to destroy any records (requests need to be made from the vendor to the COR and COR provides approval).

2. The contractor shall be notified 120 days during the period of performance (year 1, 2, 3, 4, or 5) to transition/transfer all technical assistance training and collaboration materials to the SAMHSA Extranet. The contractor shall maintain and develop new materials in the extranet environment provided by SAMHSA. All links to these materials will be placed on new and existing technical assistance websites.

Optional Task 7: Planning, Training, and Meeting Logistics and Support for SAMHSA’s Tribal Technical Advisory Committee (STTAC) The purpose of this task is to plan, coordinate, and execute two (2) in-person and one (1) virtual TTAC meetings and two (2) virtual TTAC Work Group (TWG) meetings. One of the TTAC in-person meetings shall take place in Indian Country. The in-person TTAC meetings will include up to 30 people (i.e., 12 delegates, 3 technical advisors to TTAC Delegates, 10 federal staff, 3 contract staff, 1 invited speaker, and 1 consultant). Acceptable execution of the TTAC meetings require continual scanning of TTAC Delegates to ensure they meet membership requirements and to recruit for vacancies as soon as possible upon determination that a vacancy exists.

Optional Task 7.1: Planning Meeting with COR and Alternate COR The Contractor shall:

· Have the Project Manager and the Logistics Coordinator hold a meeting with the COR, ACOR, and Office of Tribal Affairs and Policy (OTAP) staff to discuss meeting preparations, expectations, TTAC Delegates, technical advisors, invited speakers, as well as federal, and consultant engagement no later than eight (8) weeks prior to each TTAC and TWG meeting.

· Planning meeting topics include:

· TTAC priorities, behavioral health issues, and presentation and meeting agenda formats;

· Participants, including TTAC Delegates, technical advisors, invited speakers, federal staff, and other participants;

· Location of in-person meetings (SAMHSA meeting room or Indian Country location);

· Site visits and tribal leader coordination meetings, during TTAC meetings;

· TTAC Roster and Delegate vacancies;

· Expert consultant support;

· Expected outcomes; and,

· Follow up and reporting requirements.

· Six (6) weeks contract effective date, develop a TTAC and TWG meeting schedule for the contract year that accounts for, and does not conflict with, key national tribal and standing SAMHSA meetings.

Note to Offeror: For budgeting purposes, the Contractor shall plan for a consultant fee of no more than $500 per day for their preparation, presentation/training time. This contract includes the travel and per diem for TTAC delegates and invited speakers. One in-person meeting will be for two (2) days, excluding travel time and the second in-person meeting will be two and a half (2.5) days when a collaborative tribal leader meeting is planned in coordination with the TTAC meeting. The virtual meetings will be for up to three (3) hours for TTAC and TWG meetings.

Optional Task 7.2: TTAC Meeting Preparation The Contractor shall:

· Within two (2) weeks of each event, provide an update on the standing of TTAC Delegates, actions taken to recruit for vacancies based on established protocol, and nomination packages for SAMHSA approval to the COR and/or ACOR. Upon approval from the COR and/or ACOR, initiate outreach to tribes and tribal health boards in the Indian Health Service Areas where vacancies exist, to obtain nominations.

· Revise the TTAC Roster no later than eight (8) weeks prior to in-person TTAC meetings and provide to the COR and/or ACOR.

· Ten (10) weeks prior to each event, work with the COR and/or ACOR, OTAP staff, and the Government Project Officers on identifying site visit locations for the TTAC meeting in Indian Country meeting. The COR and/or ACOR will convey approval of the location of the site.

· Work with the COR and/or ACOR, OTAP staff, and other federal agencies to coordinate tribal leader collaborative meetings during TTAC meetings.

· E-mail letters and materials to TTAC Delegates and ensure announcement of meeting is made public six (6) weeks prior to each TTAC meeting.

Optional Task 7.3: TTAC Work Group Meeting Preparation The Contractor shall:

· Convene a virtual TWG meeting comprised of American Indian and Alaska Native (AI/AN) behavioral health experts, technical advisors to TTAC Delegates, and OTAP staff two (2) times per contract year. TWG meetings must include a minimum of two OTAP staff members.

· Create and maintain a list, with the contact information, of the approved experts. The list will be developed no later than eight (8) weeks after CED.

· Review the list of technical advisors to TTAC Delegates and ensure that the names and contact information is continually updated.

· Submit meeting minutes no later than ten (10) days after the TWG meeting.

Note to Offeror: For budgeting purposes, the Contractor shall provide the platform for the virtual calls.

Optional Task 7.4: TTAC Presentation Materials The Contractor shall:

· Within one (1) month of the start of each contract year, develop a list of potential meeting speakers based on the TTAC and TWG planning meetings and once approval of speakers is provided, reach out to TTAC meeting presenters, provide guidance to each speaker on presentation format and requirements, and assist with the development of presentations or materials (as necessary) to ensure they are completed in a timely manner.

· Confirm speaker participation two (2) months prior to the TTAC meeting.

· Keep COR and/or ACOR posted regarding progress on speaker confirmation.

· Provide agenda presentation materials to the COR and/or ACOR no less than one (1) month prior to the TTAC meeting for approval.

· Work with the COR and/or ACOR, OTAP staff, and respective Government Project Officers on materials for TTAC site visits.

· Maintain a resource bank of materials on a range of topics related to TTAC priorities with the ability for electronic transmission of key materials.

Optional Task 7.5: Logistics, Audio/Visual Equipment, and Supplies The Contractor shall:

· Make travel arrangements for TTAC delegates, invited speakers and non-federal participants for in-person meetings.

· No later than two (2) months prior to each meeting, make virtual meeting arrangements; one (1) virtual meeting for TTAC Delegates and one (1) virtual meeting for the TWG.

· Ensure availability of audiovisual equipment one (1) week prior to TTAC meetings and set up on the day of the meeting.

· Prepare 20 hard copy and electronic meeting packages no later than one (1) week prior to the TTAC meeting.

· Supply note charts, pens, and writing tablets.

Note to Offeror: For budgeting purposes, the Contractor shall be responsible for supporting participant travel including honoraria, travel and lodging, and meeting space for up to 20 persons (Delegates, invited speakers, and consultants). This support will be for two (2) meetings per contract year.

Optional Task 7.6: Debriefing/Post-Meeting Tasks:

The Contractor shall:

· No later than two (2) weeks after each meeting, set up a debriefing meeting with the COR and/or ACOR and OTAP to obtain input and guidance on actions from the meeting, address issues that require follow up, and obtain input for planning future meetings.

· Submit meeting minutes within two (2) weeks of the debriefing meeting.

· Complete reconciliation of bills, reimbursement vouchers, honoraria to consultants, and thank you letters to speakers within three (3) weeks following the meeting.

Optional Task 8: Circles of Care (CoC) Grantee Technical Assistance The purpose of this task is to provide Training and Technical Assistance (TTA) to grantees of the CMHS Circles of Care grant program. All TTA shall be culturally relevant and tailored to assist individual grantees meet the goals written in their grant application, and to support grantees in meeting the overall Circles of Care program goals, expectations and requirements as stated in the Circles of Care Funding Opportunity Announcement (FOA). The approach to TTA shall be guided by the “system of care” values of a family-driven, youth-guided, culturally competent and community-based approach to the work.

Expectations of grantees are identified the FOA and summarized as follows:

· Serve as a catalyst for multi-agency systemic change

· Implement policy reform and service infrastructure development

· Engage a wide range of American Indian/Alaska Native community members

· Develop a community-based and culturally relevant planning process

· Increase participation of youth, families, tribal leaders and spiritual advisors in planning and developing mental health service systems

· Develop strong collaborative working relationships and formalize agreements

· Actively utilize the technical assistance provided through SAMHSA’s Circles of Care contractors

Required Activities for grantees are identified in the 2017 FOA and are summarized as follows:

· Grant Year-1

· Advisory Board/Work Group/Task Force development

· Orientation and Training on the systems of care approach

· Use community-based processes…actively engage community members

· Conduct a Community Needs Assessment

· Conduct a Community Readiness Assessment

· Develop a Community Resource/Asset Map

· Develop a Social Marketing/Public Education Plan

· Conduct an ongoing process evaluation

· Any materials intended for public dissemination and to be branded as SAMHSA and HHS products shall go through the standard SAMHSA/Office of Communications and HHS/Assistant Secretary for Public Affairs clearance process.

· Grant Years 2 & 3 (Building on Year-1 Activities)

· Develop and implement a local evaluation plan

· Conduct network development and collaboration activities

· Implement strategies in the Social Marketing/Public Education Plan

· Development of the System of Care Model (also known as the “Blueprint”)

· Implementation Plan including a feasibility study for the “Blueprint”

· Outcome measurement plan for the “Blueprint”

· Formalize interagency agreements to support the “Blueprint”

· Develop policies and procedures to support implementation of the “Blueprint”

· Disseminate local evaluation reports to summarize outcomes of the grant

· Disseminate the final “Blueprint”

Optional Task 8.1: Individualized Training and Technical Assistance (TTA) to COC Grantees For all of Task 8 and related subtasks, the activities are for training and technical assistance and shall include:

Optional Task 8.1.1: Purpose/Reporting The Contractor shall:

· For the purpose of this contract, there will be thirteen (13) grantees.

· Provide intensive, individualized TTA to the COC grantees based on the TTA plan and any other unanticipated needs, or opportunities that may arise over the course of the grant period.

· Maintain current contact information for key grant staff for each of the thirteen (13) grantees and provide copies to the Circles of Care GPO on a monthly basis.

· Provide a brief summary of TA activities to each grantee in the contract monthly report.

· Coordinate resources and disseminate information to grantees from other SAMHSA contractors focused on children’s mental health systems of care such as, but not limited to, the National Technical Assistance Center for Children’s Mental Health, the National TA Network and the National Indian Child Welfare Association.

13.2 Optional Task 8.1.2: TTA Assessment and Plan The Contractor shall:

· In consultation with the CoC GPO, work cooperatively with all grant communities to develop and/or regularly review an individualized TTA plan for each grantee.