Sources-Sought-Notice_v2 3.28.pdf

SOURCES SOUGHT NOTICE

PROJECT TITLE: Technical Assistance on State, Tribal and Federal Child Welfare

Information Systems

AGENCY/OFFICE: Department of Health and Human Services, Administration for Children and Families, Children’s Bureau

Sources Sought Notice:

This sources sought notice (SSN) is open market and available for all businesses. This is NOT a solicitation for proposals, proposal abstracts, or quotations. This notice obtains information regarding: (1) the availability and capability of qualified business sources; (2) whether they are large or small businesses i.e. HUBZone small businesses; service-disabled, veteran-owned small businesses; 8(a) small businesses; veteran-owned small businesses; woman-owned small businesses; or small disadvantaged businesses; and (3) their size classification relative to the

North American Industry Classification System (NAICS) code for the proposed acquisition.

Your response to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. Any organization that is not registered in SAM.gov should not submit a response to this notice.

This is strictly market research. The Children’s Bureau (CB) will not entertain questions regarding this market research.

Background:

Under the Department of Health and Human Service, CB is a component of the Administration for Children and Families’ (ACF) Administration for Children, Youth, and Families (ACYF).

CB provides national leadership and direction in planning, managing, and coordinating the administration and financing of a broad range of comprehensive and supportive programs for vulnerable children and families funded primarily through titles IV-B and IV-E. These programs, largely, are carried out by public, private and local agencies and are intended to promote stability, economic security, responsibility, and self-sufficiency. While federally funded human service programs are administered at the state, tribe, and local levels, ACF is responsible for approving, monitoring, and certifying that its programs are being administered as intended by law and regulation, and that the expenditure of federal funds is appropriate.

Purpose and Objectives:

The purpose of this contract is to secure professional technical resources to support federal efforts to provide technical assistance and guidance to state and tribal child welfare automation project and program staffs. Considering the ever-changing complexities of the Title IV-E program, CB has identified a need for various types of technical assistance to support state, tribal and local agencies’ efforts to design, develop, implement and operate child welfare information systems. This technical assistance will assist states, tribes and local agencies to implement efficient, economical, and effective information systems that support their unique business needs and program practice models.

CB approves, monitors, and conducts reviews of title IV-E agency automated Child Welfare information systems and development projects. As child welfare program needs continue to evolve, technical assistance to improve data quality and automation for the National Youth in

Transition Database (NYTD), Adoption and Foster Care Analysis and Reporting System

(AFCARS), IV-E Primary Prevention Program, Child and Family Services Review (CFSR) and

Comprehensive Child Welfare Information Systems (CCWIS) is critical. In addition, technical assistance and guidance to states and tribes planning and implementing child welfare information technology solutions remains a top priority to support child welfare service delivery, as well as technical assistance that may be needed to support new programs, policies or child welfare laws.

The technical assistance will provide guidance to increase the accuracy, consistency, completeness, integrity, and timeliness of data collected, maintained, and used by these agencies.

The data collected and maintained by these agencies will ultimately be used for administering their programs, be shared with other agencies, and/or submitted to the federal government as mandatory and voluntary reporting requirements. The technical assistance provided will also address the usability of information systems, the design of the system components, the technologies employed, and the process for exchanging information between various information systems. Technical assistance will also include the development of the policies and processes that CB will use to monitor and evaluate the information systems implemented by states, tribes, and local agencies.

Capabilities Sought:

CB intends to provide states and tribes with focused and highly proficient technical resources that can offer guidance and technical assistance to help address or solve both unique and common issues that state and tribal staffs encounter with their information technology projects.

Note: The Government anticipates utilizing prior experience as a significant evaluation factor during the RFQ process. Responses to this SSN shall include experience in child welfare programs and child welfare information systems.

The scope of this technical assistance includes, but is not limited to all aspects of information system projects:

• Planning;

• Design;

• Development;

• Implementation;

• Operation and Maintenance;

• Project Management;

• Use of the resulting application by state and tribal staffs; and

• Review of the application and project.

Additionally, the scope of this technical assistance includes, but is not limited to general information system guidance and current technology, such as:

• System architecture;

• Data modeling and data architecture;

• Modular design approach;

• Enterprise applications;

• Quality of data; and

• Automated data exchanges and data exchange standards.

The respondent will also assist in planning, research, developing drafts and presenting supplemental technical tools and policy documents to aid State and Tribal IT project staffs.

Task # 1 Contract Level Management and Quality Management:

The estimated level of effort for this task is 2 full time employees (FTEs)

• One FTE designated as the primary contract manager shall provide technical and functional support at the contract level needed for overall management of contract staff, activities and deliverables. This resource shall be onsite twice each week unless an exception is made by the COR; ensure quality of work products produced by the contract staff and review documents and take corrective action as necessary.

• One FTE shall act as “deputy” contract manager and assist the primary contract manager in Task # 1 duties.

Management activities shall establish control, management, monitoring, and notification mechanisms and shall include working with and reporting to the COR to ensure that Tasks and their subtasks stay on track and important milestones are met.

Regarding the reporting activities, the COR will monitor performance and review reports, furnished by the offeror to determine how their staff is performing. The offeror shall be responsible for making required changes in processes and practices to ensure performance is managed effectively.

This detailed Task is the responsibility of the offeror to immediately begin and continue performing throughout the duration of this task order and/or contract award. All management and quality assurance responsibilities are to be completed at this level and not passed down to contract staff assigned to the day-to-day work of this task order and/or contract award.

Experience in child welfare and large information technology implementations to perform this task is preferred.

Representative activities include, but are not limited to the four subtasks: contract level management; management reporting; bi-weekly oral contract briefings and the quality of contract deliverables. The offeror shall provide CB with the tools and information for proper contract and project management.

Task # 2 – CB Administrative Specialist/Junior Analyst to CB:

The estimated level of effort for this task is 2 ½ FTE’s to support CB in:

• Manage the DSS’s Document Control System (a Microsoft SharePoint application) to ensure that all incoming controls and outgoing work products, including APDs, Requests for Proposals (RFP), contracts, reports, responses and other documents, are inputted, tracked, monitored and closed-out correctly.

• Generate and process “acknowledgement letters” to States and Tribes using defined templates per the standard office procedure to acknowledge the receipt of submissions.

• Use the Mandatory Grants Module (MGM) system to update State and Tribal funding approvals authorized by Federal staff. Track funding authorizations entered into the MGM financial system against funding authorizations identified on responses to

S t a t e o r T r i b a l requests. Work with Federal staff to identify problems and resolve issues in applicable Federal financial systems.

• Provide administrative support to Federal and offeror staff to prepare for on- and off-site reviews, presentations, meetings or other technical assistance activities. The individual will assist in compiling State documentation, meeting materials, preparing agendas, and compiling staff review findings into a draft report.

• Prepare drafts for Federal analyst approval and process all documents, reports, and correspondence generated by DSS and contract staff.

• Manage, track and file all documentation and correspondence generated by DSS and this task order and/or contract award.

• Maintain and update all document hard copy and electronic repositories (e.g., DSS shared drive, control tracking system and hard copy filing).

• Assist Federal analyst in maintaining and updating the DSS standard office procedure manuals.

• Manage and coordinate all other communications within DSS.

• Draft and coordinate the agenda for biweekly DSS staff meeting.

• Coordinate and tract the participation of DSS and offeror staff on various calls and meetings, as needed.

• Periodically review content validity, test viability of web-links, update content and ensure the alignment of mapping the DSS website with ACF’s web standards. Coordinate and assist ACF staff in the design, creation of prototypes, site navigation and content layout.

• Record and prepare meeting notes for the bi-weekly and monthly meetings identified under Task # 1 and other periodic meetings as needed.

• Maintain email listserv, mailing lists, State Outlook contacts, funding approval budget, APD due date reports, action due report, and “authorized signatories” list.

• Keep inventory of all acquired DSS computer equipment, hardware and documentation.

• Other general administrative duties required under this task order and/or contract award or in support of DSS.

• Provide general administrative support as needed to CB.

• Support the maintenance of C-WATT, DSS’ knowledge management tool, or if applicable support the design of a new DSS knowledge management and content maintenance process utilizing a offeror provided tool. Please see Task # 7, “Knowledge

Management Solution and Expertise” for more information.

• Support the design, maintenance and expansion of CB’s SharePoint site.

• Support the design and maintenance of CB’s Web Page.

• Develop, implement and maintain web pages, minor application programs and PC-based tracking tools using desktop software products, and other similar activities.

• Prepare and submit approved changes and additions to DSS webpages according to ACF requirements.

• Assist in developing a process and data management system for State and Tribal child welfare information system reviews performed by DSS. The process and system will provide services such as tracking reviews and findings and generating reports.

• On an as needed and limited basis, provide administrative support for CB.

• Organize and support webinar and presentation activities such as planning, managing event scheduling, testing audio and visual logistics before event, and sending notifications to intended audiences.

• Maintain the Division’s various listservs.

• Monitor the Division’s various email boxes. The individual will track and triage incoming email to public facing multi-user email boxes, suggesting responses to the question based on defined policy in CB’s Online Child Welfare Policy Manuel and bringing the question and suggested response to the attention of the appropriate Federal or contract staff. Tracking will continue through resolution of the issue.

• Provide back-up support and coverage for the duties provided by offeror technical resources described in Task # 3. However, the individual in this position will not take on sole responsibility for the requirements in Task # 3.

• Coordinate deliverables and technical assistance opportunities across CB Federal child welfare systems divisions.

• Provide as needed support to assist Task # 3 and Task # 4 resources in their cross-collaborative activities involving reviews and technical assistance on CCWIS, AFCARS, NYTD and other Federal reporting systems.

Task # 3 – Provide Technical Resources to DSS:

The estimated level of effort for this task is 4 FTE’s with a mixture of highly technical and technical writing skill sets to accomplish the tasks listed below for the duration of the contract. Experience in child welfare and large human services information technology implementations is preferred. The offeror’s staff will conduct a broad array of technical reviews, and analyses and will participate in the development of various technical assistance products and policy documents related to program, data, and information system development projects and data exchange standards. The offeror shall ensure that all written submissions are effective, employ plain language principles, and are well-edited for form and content before submission.

The offeror’s resources will be expected to act independently and apply industry standards and best practices for all reviews, research, analyses, product development and recommendations.

Travel to states and tribes is expected averaging 4 days per trip. All travel will be within the

United States and US Territories.

The technical resources’ work shall include, but is not limited to:

• Conducting preliminary and critical analyses of technical documentation such as: Advance

Planning Documents (APDs); procurement documents; federal functional requirements guidance/manual(s); state and tribal project methodology approaches; feasibility studies;

alternatives analyses; cost benefit analyses; state and tribal project processes; project scope and charters; communication plans; change management plans; configuration management plan(s); vendor management plans; knowledgebase and transition plans; infrastructure and database documentation; general and detailed systems design document(s); functional requirements and gap analyses documents and processes; data processing/ programming standards; data quality plans; disaster recovery/business continuity plans; project development methodologies; and related policy document.

• Conducting technical on- and off-site reviews of state and tribal child welfare information systems, providing technical advice and consultation to federal, state, tribal, and outside vendor representatives on program requirements and technical issues involving project management, organization, design, development, implementation, operation and maintenance of automated child welfare information systems.

• Providing technical advice and consultation to federal, state and tribal staff based on thorough research and analysis.

• Developing and delivering written, oral and analytical work products, based on research, evaluation, discussions and interviews with federal, state, and tribal staff, and reviews at state and tribal human service agencies’ automation project worksites and at other locations.

• Producing technical writing on a broad array of information technology, child welfare program, and specialized topic areas related to systems planning, design, development, implementation operations and use of child welfare information systems.

• Supporting DSS staff in their state and tribal assignments. Review submissions from states and tribes including, APDs, technical specifications, procurement documentation; review project monitoring reports such as project status reports, executive steering committee reports, quality assurance reports, and IV&V reports. The offeror’s analyst may draft recommendations to identify concerns and/or identify areas where technical assistance could be provided.

• Developing and providing training to state and tribal staffs regarding federal system and program requirements, system development, maintenance and operations practices, and other information technology-related items.

• Providing technical assistance and guidance to states and tribes supporting USDHHS legislative and regulatory initiatives.

• Representing and coordinating activities between DSS and other federal, state, tribal and vendor groups.

• Organizing, scheduling, and facilitating various technical assistance activities and calls.

• Supporting DSS activities and providing technical assistance to states and tribes on various topics related to information exchange models and automated data exchanges.

• Proposing new technical assistance and policy documentation products based on their analysis and observed needs.

• Research and draft responses to questions for the CB Online Policy Manual.

Task # 4 – Technical Resources for Child Welfare Reporting Systems (such as, AFCARS and NYTD):

The estimated level of effort for this task is 13.5 FTE for the contract’s entire period of performance with an additional 8 FTE in the base year only.

The offeror shall ensure activities described in the Subtasks below are coordinated effectively and conducted according to the established ACF’s Office of the Chief Information Officer

(OCIO) processes. Activities include, but are not limited to:

• Ensuring the participation of staff with relevant, complete, and current information at governance meetings, including the system workgroup meetings and customer status meetings;

• As requested, ensuring participation of technical staff in working sessions with ACF/OCIO and program support contractor (s), continuous enhancement planning, support for program risk management, and compliance with Program Quality Assurance (QA) and Change and Release

Management (CRM) procedures;

• Identifying need for operations teams and end user communication resulting from Security and

Privacy changes or updates;

• Ensuring coordination between all the tasks and subtasks of this SOW;

• Ensuring staff is familiar with and adhere to ACF/OCIO processes;

• Identifying the changes affecting cross system or Task 4 areas, dependencies and risks throughout the SDLC process, and ensuring the related activities are documented and coordinated; and

• Coordinating cross systems or cross teams for escalations and resolutions of complex security and privacy issues.

The offeror shall provide the hosting facility, if needed by the Government, for related support services to accommodate ACF’s test, development, staging, training for NYTD. The offeror shall ensure that the host facility and systems installed meet HHS and ACF security standards provided in the IT Security Requirements section and can receive and maintain an ATO. In addition, the offeror shall ensure cloud solutions are FedRAMP approved. Representative tasks may include, but are not limited to:

• Website hosting

• AWS-based Infrastructure support

• Communications

• Network interfaces

• Enhancements and other maintenance

• Data backup and recovery

Integration Architect (IA): The offeror shall provide one (1) FTE IA to support CB child welfare reporting systems (e.g., AFCARS, NYTD, and NCANDS). The Integration Architect shall provide onsite support, however, may work offsite with approval of CB Project Officer. The

IA’s responsibilities include:

• Leading and building modernization architecture solutions from a legacy platform into a cloud platform using modular design standards;

• Applying modern data integration approaches, including event sourcing and stream processing, to maintain data quality and deliver reliable data services, including operational analytics;

• Leading the design modernization strategy and identifying the need for APIs, microservices, language conversion, database conversion, and maturing technologies such as cloud technologies where appropriate;

• Working on AWS as well as other platforms with multiple security software packages;

and overseeing / assessing security packages and protocols;

Business Intelligence Analyst (BIA): The offeror shall provide one (1) FTE BIA to support CB child welfare reporting systems (e.g., AFCARS, and NYTD). The BIA shall provide onsite support, however, may work offsite with approval of the COR. The BIA’s responsibilities include:

• Use Python and R programming languages to combine and reshape data tables.

• Use Python and R programming languages to report descriptive statistics from data tables.

• Developing dashboards (using Tableau, Python, or R) to assist with data cleaning and identifying data types states should target for improved reporting.

• Report on data patterns observed in dashboards or in other analyses.

• Communicate with the Integration Architect or other Database Administrators regarding specifications for the database. This may include consulting CB Federal staff regarding their needs for analyses, such as the Child and Family Services Reviews statewide data indicators and developing specifications to meet these needs.

Technical Assistance Support Resources

The offeror shall provide three (3) FTEs and on-site resources with a mixture of highly technical skill sets to conduct a broad array of system operations/maintenance, technical support, technical reviews, and development of various training and technical assistance products supporting CB child welfare reporting systems (e.g., AFCARS, NYTD). All travel will be within the United States and US Territories. These technical resources must have familiarity with

Federal cybersecurity requirements and with the tools used to build the systems, including knowledge of both procedural and functional programming, such as:

• Expertise of UNIX environment;

• Expertise of C programming language;

• Expertise of Extensible Markup Language (XML);

• Expertise of ORACLE and ORACLE tools, specifically SQLLOADER and SQLPLUS;

• Expertise of SQL and ORACLE extensions to SQL;

• Expertise of PowerBuilder;

• Expertise of Managed File Transfer software or other secure electronic data transfer protocol software; and

• Expertise in web programming in an AWS cloud environment.

The three (3) FTE’s work shall include, but is not limited to:

a) Supporting the operation and maintenance of CB child welfare reporting systems, including:

o Processing title IV‐E agency data files;

o Processing NYTD data files;

o Processing AFCARS data files;

o Downloading, storing, archiving and disposing of data files consistent with CB’s record retention requirements;

o Monitoring the respective systems for potential issues and troubleshoot problems external to the system that may interrupt some or all of the processing of incoming or outgoing files;

o Maintaining audit logs;

o Helping to develop change requests and ACF/OCIO project charter documentation and artifacts;

o Participating in Disaster Recovery Drills;

o Carrying out Disaster Recovery Tasks if required (may require weekend work if a disaster occurs and the system must be recovered); and o Participating in periodic security assessments.

b) Supporting Federal monitoring of required state data collection activities such as:

o Providing administrative support to Federal staff to prepare for onsite reviews, assisting in compiling state documentation, meeting materials, preparing agendas for technical discussions, and compiling staff review findings into a draft report;

o Providing support for NYTD compliance and performance improvement planning;

o Providing technical support to Federal staff during the assessment process of title

IV‐E agency’s data collection and reporting of Federal data, including pre- and post-onsite visit activities and improvement plans; and o Reviewing state systems inputs and extraction codes as part of a quality assurance process in reporting of data.

c) Maintaining documentation for Federal reporting systems:

o Ensuring that all written materials employ plain language principles and are well-edited for form and content before submission;

o Updating documentation for Federal reporting systems including system and program procedure manuals and security authorization documents;

o Managing, filing, and maintaining CB’s IT document repository (e.g., all documentation generated for AFCARS, NYTD and other systems as needed);

o Periodically reviewing content of websites and data system documents for validity; and o Maintaining email lists and state/tribal contact lists specific to CB reporting systems’ needs.

d) Developing and implementing training and technical assistance for title IV-E and

NYTD reporting state agencies on Federal reporting systems and requirements such as:

o Providing periodic training to Federal, state and tribal staff on how to use Federal reporting systems.

o Developing resource materials to help Title IV-E and NYTD reporting state agencies’ data collection and reporting systems adhere to Federal guidance and regulations.

o Providing targeted technical assistance and help desk support to states and tribes in an AWS environment.

o Perform analytics and data reporting of support needs, data quality and compliance.

AFCARS Technical Assistance Resources:

The estimated level of effort for this task is two and one half (2.5 FTE’s to support CB in providing technical assistance to states and tribes on the collection and reporting of AFCARS.

Travel may be expected as needed including to onsite offices in Washington, D.C. All travel will be in the United States and US Territories. These resources will:

• Support to direct title IV-E tribes on their collection and submission of AFCARS,

• Increase the capacity of tribal and territorial IV-E programs to be ready to collect and report AFCARS,

• Build an electronic system based on the paper AFCARS collection form so that CB may help any direct title IV-E agency unable to otherwise submit AFCARS,

• Improve efforts in states with a title IV-E agreement with a tribe in their state on their collection of tribal data for state AFCARS reporting,

• Guide states and tribes on the need and mechanisms for sharing data for AFCARS reporting, and

• Provide staffing, resources, and tools for CB to provide intensive onsite AFCARS technical assistance for the tribes and title IV-E agencies.

NYTD Technical Development Resources:

The estimated level of effort for this task is six (6) full-time technical development FTEs to provide ongoing NYTD development and system support activities. Contract staff must have familiarity with the tools used to build and maintain data systems, including knowledge of both procedural and functional programming and knowledge of Federal security requirements mentioned above. Contract staff must be experienced in maintaining, developing and implementing tools and applications in an AWS environment. Travel may be expected of remote staff as needed, including to onsite offices in Washington, D.C. All travel will be within the United States and US Territories. The technical development resources’ work shall include, but is not limited to modifying or enhancing existing CB data reporting systems, including:

• Conducting ongoing reviews and assessment of system functionality, security and performance;

• Proposing and implementing solutions (as required) to modify or enhance e345 functionality within an AWS cloud environment;

• Support, monitor and help to transition system components such as system application and database warehouse to new platforms as needed;

• Monitoring life cycle and compatibility of system specific software and developmental software with OCIO and end users.

• Drafting technical documentation guidance and presentation materials related to system development activities.

BASE YEAR ONLY Additional Technical Development Resources for NYTD modernization support:

The offeror shall provide an additional eight (8) FTE technical development resources to complete the final phase of already in-progress NYTD AWS cloud migration and implementation. The offeror shall create a transitional maintenance plan that provides AWS contacts, server information, software licenses, high level process outline that includes ongoing development and production staffing needs. This work will conclude at the end of the base year

(Year 1) of the awarded contract culminating in a tested and fully functional NYTD data system that can operate within the new cloud environment.

Task # 5 – Expert Technical Staff Resources to support child welfare systems and data reporting systems

The estimated level of effort for this task is a total of 15,840 pool of hours. The total hours are designated as described under Task # 5a (12,000 hours) and Task # 5b (3,840 hours) where 1920 hours equals 1 FTE. he offeror shall provide expert technical support based on state and tribal child welfare information system and Federal data reporting needs. Within DSS, early CCWIS reviews targeted complex aspects of the rule such as IT modular design, data quality and program alignment, and revealed significant problems states must resolve proactively to meet program needs and regulatory requirements. In addition, states and tribes have experienced increasing challenges in meeting Federal requirements for Federal data reporting such as

AFCARS 2020 data submissions.

This task will require the offeror to provide resources with relevant expert skills to perform work, such as the activities described below, in a timely manner. The offeror’s staff will develop various technical assistance products related to the service. The offeror shall ensure that all resources possess strong communication skills, and all written submissions are effective, employ plain language principles, and well-edited for form and content before submission. Contract staff filling the positions to provide these services may be expected to travel. All travel will be within the United States and US Territories.

Task # 5a Expert Technical Staff Resources to Support DSS

Task # 5a accommodates the needs specific to DSS work and its technical assistance delivered to states and tribes. States and tribes have the option to build child welfare systems under CCWIS rule 45 CFR §1355.52-58. CCWIS systems impact the health and safety of vulnerable youth at risk of abuse and neglect. DSS must ensure systems are designed and implemented to meet the needs of these populations as well as the regulatory requirements for CCWIS and title IV-E

Federal financial participation. DSS provides technical assistance proactively to states and tribes to reduce the likelihood, and resolve, system implementation challenges in meeting program needs and regulatory requirements. It is critical resources are available to provide monitoring and technical assistance oversight on these large, expensive, and complex technology projects to ensure the child welfare program is adequately supported. It is critically important as needed resources are available to assist states with reducing project risks before compliance findings and cost overruns.

To support these services, the offeror shall provide 12,000 hours of expert level support. Since the needs of states and tribes can be strongly influenced by factors such as state/tribe leaderships’ changing priorities/practices/policies, funding, available staffing, and complex IT system development or modernization efforts, the resource hours may be re-allocated based on CB technical service needs, consultation with the offeror Manager and with the approval of the COR.

The 12,000 resource hours may be allocated as:

One FTE Information Systems Reviewer – Possess 5+ years of experience in reviewing large human services information systems. Possess knowledge and experience in areas such as system architecture, data warehouses, data dictionaries, and security. Experts to provide services such as best practices for various system development and procurement approaches, such as waterfall and agile, to implement child welfare systems; guidance to DSS on continuous improvement of review and evaluation approaches to review CCWIS projects, such as stage gate reviews, in waterfall or agile development environments; guidance on and developing evaluation measures for reviews, such as extrapolating performance measures to evaluate state and tribal CCWIS;

participating in reviews and pre- and post- review activities to review, analyze, evaluate state technical artifacts; developing and coordinating a “task force” team to respond to CCWIS projects that experience a significant change in direction or face critical challenges to successful project completion.

One FTE Modular Design and Development Expert(s) – Experienced in working with a variety of platforms as a service, Software-as-a-Service (SaaS), and commercial off-the-shelf human services products. Certifications preferred in current technology platforms (e.g., Microsoft, Salesforce).

Experience in building data exchanges and application programming interfaces. Experts to provide services such as guiding Federal, state and tribal staffs on modular design and development; conducting preliminary and critical analyses of modular design components such as technical architecture, interoperability of interfaces, and reusability; developing various technical assistance products related to modular design best practices and evaluating modular design of state and tribal child welfare information systems; participating in reviews and pre-and post- review activities to review, analyze, evaluate state technical artifacts. Developing guidance documents/webinars on best practices and recommendations and providing input, feedback in development of technical assistance reports (such as site visit reports) developed by contract staff under Task # 3; developing inventories on technology stacks across state/tribe projects, evaluating strengths/concerns and developing guides/recommendations based on evaluation.

One quarter FTE expertise of Datawarehouse Architect services – Expertise in development of data warehouse model architecture. Expertise in data analytics and use of data analytic tools

(e.g., Power Bi, SAS, Tableau, etc.). Expertise in the analysis of data and reporting tools to streamline information. Knowledge and experience with translating business requirements into databases, data warehouses, and data streams.

One half FTE IT Human Centered Design (HCD) specialist(s) – Possesses subject matter expertise in human services (child welfare services is preferred), and in large/small human services IT systems. Expert(s) to provide services such as reviewing usability issues; producing technical bulletins and other technical assistance artifacts and trainings to educate state staff on strong design and methods to engage/involve end users in system design, testing; collaborating with other CB divisions to cross review data trends and related system issues to produce TB or webinars. For example, assist with cross walk to help CB Child Family Services Review

(CFSR) team know how to incorporate CCWIS tools and vice versa, train the CB data team in how data evaluation analysts from the data team should be involved in CCWIS system planning, testing, ongoing work, prioritizing work, and learn how systems can assist with most common data reporting issues in Federal reports

One FTE Data Quality Specialist/Reviewer – Familiar with child welfare and/or social science data and health and human services technology systems. Familiar with data quality automation tools to assess and provide best practice recommendations and improvement strategies. Experts to provide services such as reviewing data quality plans and state biennial review results reports, state biennial review processes; developing inventories/guides on data quality automation tools and functions; conducting state working labs or workgroups on targeted CCWIS/data quality/biennial review best practices

One FTE Procurement Documents Reviewer – Possesses knowledge of large IT project procurements; knowledge of human service procurements preferred. Expert to provide services such as providing expert review and evaluation of procurement documents on CCWIS projects, such as Requests for Proposals, contracts, and contract amendments; producing technical guidance documents in this subject area; providing input, and feedback, such as best practices and recommendations summary reports, in the development of technical assistance reports to states and tribes.

One FTE Senior Technical Writer/ QA Reviewer – Child welfare and Health and Human

Services technology systems knowledge is preferred. Expert to provide services such as producing educated and high-quality technical writing to support IT, with ability to target writing to child welfare and technical audiences; providing expert level of quality assurance on written guides/training to states and staff, technical bulletins, information memorandums, toolkits;

compose and edit written matter relating to instructions, policies, procedures, science, math, or engineering for external or internal DSS publications; assisting other analysts and expert staff in producing guidance documents on IT projects such as RFPs, contracts, and APDs.

One half FTE Web Training Coordinator/Content Contributor(s) - All training conducted through this Task shall be provided on the offeror’s web page; the offeror’s resource will coordinate the transfer of this information with DSS for its future use and/or posting on CB web page. The offeror is responsible for securing the tools necessary to deliver all web-based training. Experts to provide services such as supplementing DSS face-to-face training sessions with technical training utilizing a combination of internet webinars, on-line-tutorials and internet webcasts; producing web-based training products; planning and assisting in producing contents of training guides, and other technical guidance documents in this subject area as needed; planning, coordinating, developing, organizing and delivering technical training to

Federal, state, and tribal child welfare representatives attending or participating in the training utilizing a combination of internet webinars, on-line-tutorials and internet webcasts.

Task # 5b - Provide As-Needed Expert Technical Staff Resources (3840 pool of hours)

External factors such as emerging technologies and IT system complexity can require more expertise and resources than can be envisioned or at a pace that can be anticipated, as has been the experience at CB. For example, reviews require more resources than can be envisioned as expertise in particular areas (security, technical documentation, testing, new infrastructure platforms etc.) may continue to increase as has been the experience at DSS. This increases the complexity of coordinating the work across CB’s information systems divisions and Federal reporting systems divisions to provide holistic technical assistance to states and tribes.

Therefore, the offeror shall provide CB, for the duration of the contract, as needed technical resources possessing expert level skill sets from the pool of hours designated for this task to accomplish services such as:

• Increased need in Task # 5a services

• Technical services to support NYTD such as:

o Technical writing regarding complex data system governance and reporting o Survey support and expertise in survey design and research methodology design o Expertise in publication and graphic design, videography, and other visualization tools o Ongoing assistance for limited scope special projects such as technical writing due to NYTD migration and modernization

• Streamlining information to ensure performance data are collected to help CB measure the impact of work. For example:

o Assisting in implementing ways for DSS to consistently collect and report information such as review findings o Developing a process and data management system for State and Tribal child welfare information system review information o Entering basic project information and maintaining meta data (e.g., on vendors and contract/funding across state/tribal projects) o Analyzing CCWIS findings to extrapolate and report on trends in information such as successes, challenges, risks in IT projects o Assisting in finalizing the CCWIS review process o Assisting in finalizing the CCWIS assessment review tool and the Paperwork

Reduction Act process o Assisting in developing a strategy to streamline/improve use of Federally approved IT applications utilized for tracking/managing CCWIS, AFCARS, NYTD information

• Guidance on specific IT platforms, products and services

• Guidance on feasibility studies and alternatives analyses

• Guidance on data modeling for CCWIS systems

• Guidance on data conversion and data migration

• Guidance on IT systems modernization best practices

• Guidance and preparation of Authority to Operate requests for CB software applications

• Guidance on Advance Planning Document (APD) and its components – recommendations for developing APD components, such as cost allocation plans, budgets, project schedules; produce technical guidance documents to improve states’ and tribes’ APD submissions reducing the need for additional information submission during review cycle periods.

Task # 6 – Contract Transition Management

6.1 Transition-Out Plan

A. The offeror shall develop and submit a transition plan within 90 days before the expiration of the contract award. The offeror’s transition plan shall be approved by ACF

OCIO and shall contain a milestone schedule of events and system turnovers. The offeror shall transition systems with no disruption in operational services.

B. The offeror shall plan and participate in weekly meetings between the COR and other participants as identified by ACF OCIO. The meetings will be held at the ACF Switzer

Building at 330 D Street, Washington, D.C. location.

The offeror shall prepare and submit an agenda two (2) business days before each meeting and prepare and provide meeting minutes within 24 hours after the meeting. The meeting minutes, at a minimum, shall include:

• List of participants

• Purpose of the meeting

• Decisions reached during the meeting

• Action items identified (including the person responsible for addressing the action and the date the action is to be completed)

• Date, time, and location of next meeting

6.2 Transition Out Plan – transition from an existing offeror to incoming offeror/ Government personnel

No less than 90 days before the end of this contract, the offeror shall provide transition services / phase-out support to ACF/OCIO. During this transition period, the offeror shall work with the

ACF/OCIO Government personnel, as well as other identified ACF/OCIO offerors. The offeror shall coordinate with the new and/or Government personnel to transfer knowledge on the following technical documentation, including leasing, licenses, project management and knowledge bases.

The offeror shall provide:

• Current versions of all concept of operations documents, operational procedures, standard operating procedures, guidelines, performance reports, specifications for hardware and software, and other pertinent information needed to continue the services being performed by the offeror;

• “Shadowing” and other knowledge transfer meetings and opportunities to facilitate the transfer of information, processes, and data needed to continue the services being performed by the offeror;

• Full source code sets (not commercial-off-the-shelf source code) with configuration management information;

• Identification of actions required of the Government in sufficient time to assure seamless transition;

• A milestone chart detailing the timelines and stages of transition from the effective date of performance of the successor until the successor assumes sole responsibility for the work;

• Points of Contacts;

• Provide Government Furnished Information/Equipment/Property along with full support in the reconciliation of this inventory;

• Status of technical initiatives;

• A communication plan and a training plan for handing over information and responsibilities in a seamless manner to the ACF/OCIO Government personnel;

• Transition of Key Personnel;

• Identification of the individuals (at all levels) who are responsible for the transition and their respective roles, detailed lines of communication, and how the incumbent offeror shall interface with ACF/OCIO during this phase of contract performance.

• Lessons learned

6.3 Transition Plans and Procedures

The offeror shall work collaboratively with Government personnel identified by ACF/OCIO to ensure a seamless transition of the activities in this SOW and the respective task order and/or contract award. The offeror shall provide:

• A transition milestones and timeframes, including a detailed timeline for work-in-progress;

• A comprehensive listing of the responsibilities of all personnel participating in the transition to include the policies, practices, and procedures to be employed by the incumbent offeror to ensure there is no conflict between routine program maintenance and the activities of the transition;

• An in-depth schedule and thorough description of the methodology employed by the incumbent offeror to ensure no degradation of service during the transition period;

• A risk management plan that includes a list of the potential risks during the transition period and the plan to mitigate each;

• A complete and detailed resource-planning/resource-turnover analysis; and

• Any travel necessary to support the transition.

Task # 7 – Knowledge Management and Artifacts Tracking and Management Solutions and Expertise

Task # 7.1 – Knowledge Management Solution and Expertise

The offeror must support DSS’ current knowledge management tool that manages DSS’ institutional knowledge and expertise to promote timely technical assistance delivery to States and Tribes. The offeror shall be responsible for either continuing support of the existing tool or recommending and providing an alternative solution. The offeror will explore the use of tools in the ACF OCIO agency-wide software list of tools. The offeror will assist in the authority to operate approval tasks.

The knowledge and content management tool must include, but is not limited to, features such as:

• Support topical searches

• Support automatic content tagging;

• Provide flexible organization, reference linking, and forums;

• Allow staff to share knowledge; and

• Help new staff gain independence with easy access to resources

Task # 7.2 – Artifacts Tracking and Management Solution Expertise

The offeror must research and recommend methodology and/tool to support DSS artifacts (such as technical assistance documents, CCWIS review deliverables, State and Tribal correspondence) tracking and management. Research and alternatives analyses must include a status quo, solutions available from the ACF OCIO agency-wide software list of tools, and the State

Systems' Comprehensive Outlook and Unified Tracker (SCOUT) system. The offeror may be responsible for providing the installation, set up and licenses for the Government selected alternative. The offeror will assist in the authority to operate approval tasks as applicable.

Task # 8 Implement SCOUT for CB use (Optional Task)

Provide technical services to support DSS implementation and use of the State Systems'

Comprehensive Outlook and Unified Tracker (SCOUT) system. The SCOUT system is a system used by state systems officers (SSOs) at the United States Department of Agriculture Food and

Nutrition Services division and allows the SSO the ability to track, manage and forecast activity on all SSO areas of responsibility, including the approval and monitoring of APDs, APD approvals, state project risk profiles, and technical assistance activities. DSS tracks these activities using several tools and systems. The offeror will provide staff to also migrate information stored in the existing tools to SCOUT. Data will likely be stored on the ACF cloud environment. The offeror will provide training to DSS staff and provide SCOUT standard operating procedure manuals. Salesforce architecture experience is preferred.

Task # 9 Analyze/Prepare State Trends Reports (Optional Task)

The offeror shall support the review of state and tribal assessment reports from other CB division reviews such as CCWIS, AFCARS, NYTD, IV-E and CFSR. The offeror shall provide summaries, recommendations, and best practices to improve state and tribal child welfare IT systems and data quality, considering the assessment reports. The offeror shall analyze trends and prepare reports for publication.

Task # 10 NCWDMS Support and Database Integration (Optional Task)

Provide ongoing support, for the National Child Welfare Data Management System

(NCWDMS), such as supporting operation and maintenance; maintaining documentation, providing targeted technical assistance and help desk support. The offeror shall investigate alternatives for managing data and explore design and expansion options (e.g., expanding

NCWDMS, other data warehousing options) to manage data collected in Federal child welfare systems. The offeror shall outline the benefits and risks of the identified alternatives and recommendations regarding exercising the optional approaches. The offeror shall implement the alternative selected by Government. The offeror shall provide technical support resources for database integration or complex AWS cloud migration of Federal child welfare reporting systems once the modernized NYTD system is operational.