SOW Media Monitoring.pdf

Statement of Work

Title: Media Monitoring, National Center for Injury Prevention and Control (NCIPC)

Period of performance of this contract is: 06/01/2024 – 05/31/2029 Base Period: 06/01/2024 – 05/31/2025 Option Period One: 06/01/2025 – 05/31/2026 Option Period Two: 06/01/2026 – 05/31/2027 Option Period Three: 06/01/2027 – 05/31/2028 Option Period Four: 06/01/2028 – 05/31/2029

SECTION 1 – BACKGROUND

For 30 years, CDC’s National Center for Injury Prevention and Control (the Injury Center) has helped protect Americans from injuries and violence. We are the nation’s leading authority on injury and violence. We study violence and injuries and research the best ways to prevent them, applying science and creating real-world solutions to keep people safe, healthy, and productive. In the United States, uintentional injury is the leading cause of death for children and adults between the ages of 1 and 45. Injuries and violence affect everyone—regardless of age, race, or economic status. More than 3 million people are hospitalized, 27 million people are treated in emergency departments and released, and over 192,000 die as a result of violence and unintentional injuries each year.

• Adverse Childhood Experiences (ACEs) are potentially traumatic events that occur in childhood. ACEs can include violence, abuse, and growing up in a family with mental health or substance use problems. Toxic stress from ACEs can change brain development and affect how the body responds to stress. ACEs are linked to chronic health problems, mental illness, and substance misuse in adulthood. Preventing ACEs could reduce a large number of health conditions, including depression, heart disease and overweight/obesity.

• Suicide is a serious public health problem that can have lasting harmful effects on individuals, families, and communities. Suicide is more than a mental health concern. Suicide is a public health problem because of its far-reaching effects.

Suicide is the 10th2nd leading cause of death for children and adults 1-44 years in the United States.

• Drug overdose deaths continue to impact communities in the United States. From

1999 to 2021, more than 1 million people have died from a drug overdose. In 2021, nearly 107,000 people died from drug overdoses, making it a leading cause of injury-related death in the United States. Opioids were involved in 80,411 overdose deaths in 2021 (75.4% of all drug overdose deaths). 220 Americans die every day from an opioid overdose.

SECTION 2 – PURPOSE/OBJECTIVE

Media monitoring provides data to drive decisions crucial for achieving the mission of the Injury Center. The Office of Communication (OC) within Injury Center provides communication leadership and support in order to prevent violence and unintentional injury and to reduce their consequences.

• Leads planning efforts for communication projects across the Center;

• Develops a variety of communication products;

• Oversees the Center’s branding efforts;

• Conducts audience analysis;

• Develops and tests appropriate messages:

• Conducts media planning and evaluation; and

• Develops digital communication and marketing strategies.

With limited resources, it is critical that the Injury Center target digital media communications, partnership, and outreach efforts where they will be most effective. The purpose of this task order is to obtain media monitoring services to track the growing number of priority topic mentions across all media; to track the reach of articles and data releases; have an archive of media mentions; and, to provide a newsletter and archive of all media mentions. CDC’s Injury Center receives approximately 1200 media requests per year and that number has been significantly increasing every year since 2014. Monitoring is needed on a variety of topics including child abuse, domestic violence, sexual assault, youth violence, school violence, firearm violence, drug overdose, motor vehicle crashes, suicide, poisoning, traumatic brain injury, falls, fires, marijuana, and may more.

SECTION 3 – SCOPE OF WORK

Vendor should provide a subscription news monitoring system. It provides 12 months of the following:

MONITORING DASHBOARD – Up to 5 unique user profiles.

BROADCAST MONITORING – Monitoring of all 210 local U.S. DMA. Broadcast monitoring includes local market newscasts, nationally televised, syndicated content and cable news and cable programming. Monitoring includes top 350+ terrestrial radio stations.

INTERNET NEWS MONITORING - Monitoring of 50,000+ news websites including the online editions of newspapers, magazines, trade publications, journals as well as television and radio station websites. Monitoring includes millions of U.S. blogs.

EXPRESS PRINT MONITORING - Monitoring of 10,000+ print sources including top U.S. daily newspapers, magazines and trade publications.

UNLIMITED WEB-RESOLUTION NEWS CLIPS - Self-edit and download unlimited web resolution news clips. Set video start and stop points and create downloadable files.

MEDIA COVERAGE – All monitoring results are filtered for accuracy via custom Boolean searches. Video & audio previews for TV/Radio are available for a minimum of 90 days from the airdate. Links to websites are available until content is removed by site webmaster. Ability to export coverage and share results.

MEDIA ARCHIVE - All purchased or self-edited news clips will be stored in the cloud.

View, share or download your clips any time. For the duration of this agreement, your archive videos remain on our server.

MEDIA POWERSEARCH - Unlimited searching via the Vendor broadcast and internet news search engine. Access closed caption summaries of entire broadcasts, view internet news articles, save coverage results or export search results into custom reports. Ability to back-search broadcast coverage to 2002 and approximately one calendar year for internet news coverage.

DAILY NEWS ALERTS - Receive daily email alerts detailing air date, time, station, newscast text summaries, preview video & audio, Nielsen audience numbers and publicity values for broadcast content. Internet news summaries include date, time of publication, publication name, link to web article and internet metrics.

UNLIMITED KEYWORDS - Includes set up of ongoing searches, keywords can be modified any time to meet National Center for Injury Prevention and Control’s needs

DEDICATED SUPPORT– Vendor provides a dedicated senior account executive to support and maintain the well-being of the National Center for Injury Prevention and Control’s account.

CUSTOM NEWSLETTER – Vendor’s analysts will filter coverage results and compose a bi-weekly newsletter comprised of key media hits sorted according to National Center for Injury Prevention and Control’s topic profiles. Reports delivered by 2pm ET on report due dates. 104 Newsletters.

Section 508 Compliance Electronic and Information Technology Accessibility

(a) Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998 and the Architectural and Transportation Barriers Compliance Board Electronic and Information (EIT) Accessibility Standards (36 CFR part 1194), require that when Federal agencies develop, procure, maintain, or use electronic and information technology, Federal employees with disabilities have access to and use of information and data that is comparable to the access and use by Federal employees who are not individuals with disabilities, unless an undue burden would be imposed on the agency. Section 508 also requires that individuals with disabilities, who are members of the public seeking information or services from a Federal agency, have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities, unless an undue burden would be imposed on the agency.

(b) Accordingly, any offeror responding to this solicitation must comply with established HHS EIT accessibility standards. Information about Section 508 is available at http://www.hhs.gov/web/508. The complete text of the Section 508 Final Provisions can be accessed at http://www.access-aboard.gov/sec508/standards.htm.

(c) The Section 508 accessibility standards applicable to this contract are: 1194.

205 WCAG 2.0 Level A & AA Success Criteria 302 Functional Performance Criteria 502 Inoperability with Assistive Technology 504 Authoring Tools 602 Support Documentation 603 Support Services

In order to facilitate the Government's determination whether proposed EIT supplies meet applicable Section 508 accessibility standards, offerors must submit an HHS Section 508 http://www.hhs.gov/web/508 http://www.access-aboard.gov/sec508/standards.htm

Product Assessment Template, in accordance with its completion instructions. The purpose of the template is to assist HHS acquisition and program officials in determining whether proposed EIT supplies conform to applicable Section 508 accessibility standards. The template allows offerors or developers to self-evaluate their supplies and documentation detail - whether they conform to a specific Section 508 accessibility standard, and any underway remediation efforts addressing conformance issues. Instructions for preparing the HHS Section 508 Evaluation Template are available under Section 508 policy on the HHS Web site http://hhs.gov/web/508.

In order to facilitate the Government's determination whether proposed EIT services meet applicable Section 508 accessibility standards, offerors must provide enough information to assist the Government in determining that the EIT services conform to Section 508 accessibility standards, including any underway remediation efforts addressing conformance issues.

(d) Respondents to this solicitation must identify any exception to Section 508 requirements. If a offeror claims its supplies or services meet applicable Section 508 accessibility standards, and it is later determined by the Government, i.e., after award of a contract or order, that supplies or services delivered do not conform to the accessibility standards, remediation of the supplies or services to the level of conformance specified in the contract will be the responsibility of the Contractor at its expense.

(e) Electronic content must be accessible to HHS acceptance criteria. Checklist for various formats are available at http://508.hhs.gov/, or from the Section 508 Coordinator listed at https://www.hhs.gov/web/section-508/additional-resources/section-508-contacts/index.html. Materials that are final items for delivery should be accompanied by the appropriate checklist, except upon approval of the Contracting Officer or Representative.

ADDITIONAL REQUIREMENTS

Information Security and Privacy Requirements

a. Baseline Security Requirements:

i. Applicability. The requirements herein apply whether the entire contract or modification (hereafter "contract"), or portion thereof, includes either or both of the following:

• Access (Physical or Logical) to Government Information: A Contractor (and/or any subcontractor) will have or will be given the ability to have, routine physical (entry) or logical (electronic) access to government information.

• Operate a Federal System Containing Information: A Contractor (and/or any subcontractor) will operate a federal system and information technology containing data that supports the CDC mission. In addition to the Federal Acquisition Regulation (FAR) Subpart 2.1 definition of "information technology" (IT), the term as used in this section includes computers, ancillary equipment (including imaging peripherals, input, output, and storage devices necessary for security and surveillance), peripheral equipment designed to be controlled by the central http://hhs.gov/web/508 http://508.hhs.gov/ https://www.hhs.gov/web/section-508/additional-resources/section-508-contacts/index.html https://www.hhs.gov/web/section-508/additional-resources/section-508-contacts/index.html processing unit of a computer, software, firmware and similar procedures, services (including support services), and related resources.

ii. Safeguarding Information and Information Systems. All government information and information systems must be protected in accordance with HHS/CDC policies and level of risk.

At a minimum, the Contractor (and/or any subcontractor) must:

• Protect the:

Confidentiality, which means preserving authorized restrictions on access and disclosure, based on the security terms found in this contract, including means for protecting personal privacy and proprietary information;

Integrity, which means guarding against improper information modification or destruction, and ensuring information non-repudiation and authenticity; and

Availability, which means ensuring timely and reliable access to and use of information.

• Report any discovered or unanticipated threats or hazards by either the agency or contractor, or if existing safeguards have ceased to function immediately after discovery, within one (1) hour or less, to the government representative(s).

• Adopt and implement all applicable policies, procedures, controls, and standards required by the CDC/NCIPC Information Security Program to ensure the confidentiality, integrity, and availability of government information and government information systems for which the Contractor is responsible under this contract or to which the Contractor may otherwise have access under this contract.

Obtain all applicable security and privacy policies by contacting the CO/COR or CDC/NCIPC security and/or privacy officials.

iii. Privacy Act. Comply with the Privacy Act requirements (when applicable), and tailor FAR and HHSAR clauses as needed.

iv. Controlled Unclassified Information (CUI). Executive Order 13556 defines CUI as "information that laws, regulations, or Government-wide policies require to have safeguarding or dissemination controls, excluding classified information." The Contractor (and/or any subcontractor) must comply with Executive Order 13556, Controlled Unclassified Information, (implemented at 3 CFR, part 2002) when handling CUI. 32 C.F.R. 2002.4(aa) As implemented the term "handling" refers to "…any use of CUI, including but not limited to marking, safeguarding, transporting, disseminating, re-using, and disposing of the information." 81 Fed.

Reg. 63323. The requirements below apply only to nonfederal systems that process, store, or transmit CUI, or that provide security protection for such components. All sensitive information that has been identified as CUI by a regulation or statute, handled by this solicitation/contract, must be:

• Marked appropriately;

• Disclosed to authorized personnel on a Need-To-Know basis;

• Protected in accordance with NIST SP 800-53, Security and Privacy Controls for Information Systems and Organizations applicable baseline if handled by a Contractor system operated on behalf of the agency, or NIST SP 800-171, Protecting Controlled Unclassified Information in Nonfederal Information Systems and Organizations if handled by internal Contractor system;

and,

• Returned to HHS/CDC control, destroyed when no longer needed, or held until otherwise directed. Information and/or data must be disposed of in accordance with NIST SP 800-88, Guidelines for Media Sanitization.

v. Protection of Sensitive Information. For security purposes, information is or may be sensitive because it requires security to protect its confidentiality, integrity, and/or availability. The Contractor (and/or any subcontractor) must protect all government information that is or may be sensitive by securing it with a solution that is validated with current FIPS 140 validation certificate from the NIST CMVP.

vi. Confidentiality and Nondisclosure of Information. Any information provided to the Contractor (and/or any subcontractor) by CDC or collected by the Contractor on behalf of CDC must be used only for the purpose of carrying out the provisions of this contract and must not be disclosed or made known in any manner to any persons except as may be necessary in the performance of the contract. The Contractor assumes responsibility for protection of the confidentiality of Government records and must ensure that all work performed by its employees and subcontractors must be under the supervision of the Contractor. Each Contractor employee or any of its subcontractors to whom any CDC records may be made available or disclosed must be notified in writing by the Contractor that information disclosed to such employee or subcontractor can be used only for that purpose and to the extent authorized herein.

The confidentiality, integrity, and availability of such information must be protected in accordance with HHS/CDC policies. Unauthorized disclosure of information will be subject to the HHS/CDC sanction policies and/or governed by the following laws and regulations:

• 18 U.S.C. 641 (Criminal Code: Public Money, Property or Records);

• 18 U.S.C. 1905 (Criminal Code: Disclosure of Confidential Information); and

• 44 U.S.C. Chapter 35, Subchapter I (Paperwork Reduction Act).

vii. Internet Protocol Version 6 (IPv6). All procurements using Internet Protocol must comply with OMB Memorandum M-05-22, Transition Planning for Internet Protocol Version 6 (IPv6).

viii. Information and Communications Technology (ICT).

ICT products and services from prohibited entities/sources must not be used/acquired in compliance with Public Law 115- 232, Section 889 Parts A and B, FAR 4.21, FAR 52.204.23, FAR 52.204.24, and FAR 52.204.25. The Contractor (and/or any subcontractor) must notify the government if they identify prohibited ICT products and/or services are used during the contract performance.

ix. Government Websites. All new and existing public-facing government websites must be securely configured with Hypertext Transfer Protocol Secure (HTTPS) using the most recent version of Transport Layer Security (TLS). In addition, HTTPS must enable HTTP Strict Transport Security (HSTS) to instruct compliant browsers to always assume HTTPS to reduce the number of insecure redirects and protect against attacks that attempt to downgrade connections to plain HTTP. For internal-facing websites, HTTPS is not required, but it is highly recommended.

Consult HHS/CDC Policy for Internet and Email Security for additional information. According to the CDC Web policy, all CDC web content must reside on a CDC.gov domain and must be hosted on CDC or CDC-authorized information systems .

x. Contract Documentation. The Contractor must use provided templates, policies, forms, and other agency documents NCIPC specify which documents/forms will be provided to contractor] to comply with contract deliverables as appropriate.

xi. Standard for Encryption. The Contractor (and/or any subcontractor) must:

• Comply with the HHS Standard for Encryption of Computing Devices and Information to prevent unauthorized access to government information.

• Encrypt all sensitive federal data and information (i.e., PII, protected health information [PHI], proprietary information, etc.) in transit (i.e., email, network connections, etc.) and at rest (i.e., servers, storage devices, mobile devices, backup media, etc.) with encryption solution that is validated with current FIPS 140 validation certificate from the NIST CMVP.

• Secure all devices (i.e.: desktops, laptops, mobile devices, etc.) that store and process government information and ensure devices meet CDC and CDC Component-specific encryption standard requirements. Maintain a complete and current inventory of all laptop computers, desktop computers, and other mobile devices and portable media that store or process sensitive government information (including PII).

• Verify that the encryption solutions in use have been validated under the Cryptographic Module Validation

Program to confirm compliance with current FIPS 140 validation certificate from the NIST CMVP. The Contractor must provide a written copy of the validation documentation to the COR [CDC Component- provided delivery date].

• Use the Key Management system on the CDC personal identification verification (PIV) card or establish and use a key recovery mechanism to ensure the ability for authorized personnel to encrypt/decrypt information and recover encryption keys http://csrc.nist.gov/publications/.

Encryption keys must be provided to CSPO.

xii. Contractor Non-Disclosure Agreement (NDA). Each Contractor (and/or any subcontractor) employee having access to non-public government information under this contract must complete the CDC non-disclosure agreement, https://intranet.cdc.gov/ofr/documents/contracts/Non-Disclosure- Agreement-Con.docx, as applicable. Contractors (and/or subcontractors) must submit a copy of each signed and witnessed NDA to the Contracting Officer (CO) and/or CO Representative (COR) prior to performing any work under this acquisition.

2. Training Requirements:

i. Mandatory Training for All Contractor Staff. All Contractor

(and/or any subcontractor) employees assigned to work on this contract must complete the applicable CDC Contractor Information Security Awareness, Privacy, and Records Management training (provided upon contract award) before performing any work under this contract. Thereafter, the employees must complete CDC Information Security Awareness, Privacy, and Records Management training at least annually, during the life of this contract. All provided training must be compliant with CDC training policies.

ii. Role-based Training. All Contractor (and/or any subcontractor) employees with significant security responsibilities (as determined by the program manager) must complete role- based training annually commensurate with their role and responsibilities in accordance with HHS/CDC policy and the CDC Role-Based Training (RBT) of Personnel with Significant Security Responsibilities.

iii. Training Records. The Contractor (and/or any subcontractor) must maintain training records for all its employees working under this contract in accordance with CDC policy. A copy of the training records must be provided to the CO and/or COR within 30 days after contract award and annually thereafter or upon request.

3. Rules of Behavior:

i. The Contractor (and/or any subcontractor) must ensure that all employees performing on the contract comply with the CDC Implementation of the HHS Rules of Behavior for Use of HHS Information Technology Resources.

ii. All Contractor employees performing on the contract must read and adhere to the Rules of Behavior before accessing agency data or other information, systems, and/or networks that store/process government information, initially at the beginning of the contract http://csrc.nist.gov/publications/ and at least annually thereafter, which may be done as part of annual CDC Information Security Awareness Training. If the training is provided by the Contractor, the signed ROB must be provided as a separate deliverable to the CO and/or COR per defined timelines above.

4. Incident Response:

i. The Contractor (and/or any subcontractor) must respond to all alerts/Indicators of Compromise (IOCs) provided by CDC Computer Security Incident Response Center (CSIRC) IRT teams within 24 hours, whether the response is positive or negative. In accordance with FISMA and OMB M-17-12, Preparing for and Responding to a Breach of Personally Identifiable Information (PII)29, an incident is "an occurrence that (1) actually or imminently jeopardizes, without lawful authority, the integrity, confidentiality, or availability of information or an information system; or (2) constitutes a violation or imminent threat of violation of law, security policies, security procedures, or acceptable use policies" and a privacy breach is "the loss of control, compromise, unauthorized disclosure, unauthorized acquisition, or any similar occurrence where (1) a person other than an authorized user accesses or potentially accesses personally identifiable information or (2) an authorized user accesses or potentially accesses personally identifiable information for an other than authorized purpose." For additional information on the CDC breach response process, please see the CDC Standard for Responding to Breaches of Personally Identifiable Information (PII).30"

ii. Contracts with entities that collect, maintain, use, or operate Federal information or information systems on behalf of CDC must include in the following requirements:

• The Contractor shall cooperate with and exchange information with CDC officials, as deemed necessary by the CDC Breach Response Team, to report and manage of a suspected or confirmed breach.

• All contractors and subcontractors shall properly encrypt PII in accordance with OMB Circular A-130 and other applicable policies, including CDC-specific policies, and comply with HHS-specific policies for protecting PII. To this end, all contractors and subcontractors shall protect all sensitive information, including any PII created, stored, or transmitted in the performance of this contract, with encryption solution that is validated with the current FIPS 140 validation certificate from the NIST CMVP.

• All contractors and subcontractors shall participate in regular training on how to identify and report a breach

• NOT notify affected individuals unless so instructed by the Contracting Officer or designated representative. If instructed by the Contracting Officer or representative, the Contractor must send NCIPC approved notifications to affected individuals within 60 days.

• Report all suspected and confirmed information security and privacy incidents and breaches to the CSPO Incident Response Team (IRT) at csirt@cdc.gov or 866-655-2245, COR, CO, CDC CPO (or his or her designee), and other stakeholders, including breaches involving PII, in any medium or form, including paper, oral, or electronic, as soon as possible and without unreasonable delay, no later than one (1) hour, and consistent with the applicable CDC Component and CDC policy and procedures, NIST standards and guidelines, as well as US-CERT notification guidelines. The types of information required in an incident report must include at a minimum: company and point of contact information, impact classifications/threat vector, and the type of information compromised. In addition, the Contractor must:

Cooperate and exchange any information, as determined by the Agency, necessary to effectively manage or mitigate a suspected or confirmed breach;

Not include any sensitive information in the subject or body of any reporting e-mail; and

Encrypt sensitive information in attachments to email, media, etc.

29 Memorandum is available at: https://www.whitehouse.gov/wp-content/uploads/legacy_drupal_files/omb/memoranda/2017/m-17-12_0.pdf

30 Standard is available at: https://cdc.sharepoint.com/teams/OCIO-CSPO- PUBDOCS/Standards/CSPO%20Responding%20to%20Breaches%20of%20Perso nally%20Identifiable%20Information.pdf

• Comply with OMB M-17-12, Preparing for and Responding to a Breach of Personally Identifiable Information, and CDC Component and CSPO privacy breach response policies when handling PII breaches.

• Provide full access and cooperate on all activities as determined by the Government to ensure an effective incident response, including providing all requested images, log files, and event information to facilitate rapid resolution of sensitive information incidents. This may involve disconnecting the system processing, storing, or transmitting the sensitive information from the Internet or other networks or applying additional security controls.

This may also involve physical access to contractor facilities during a breach/incident investigation.

• All contractors and subcontractors shall be able to determine what Federal information was or could have been accessed and by whom, construct a timeline of user activity, determine methods and techniques used to access Federal information, and identify the initial attack vector.

https://www.whitehouse.gov/wp-https://www.whitehouse.gov/wp-content/uploads/legacy_drupal_files/omb/memoranda/2017/m-17-12_0.pdf https://cdc.sharepoint.com/teams/OCIO-CSPO-PUBDOCS/Standards/CSPO%20Responding%20to%20Breaches%20of%20Personally%20Identifiable%20Information.pdf https://cdc.sharepoint.com/teams/OCIO-CSPO-PUBDOCS/Standards/CSPO%20Responding%20to%20Breaches%20of%20Personally%20Identifiable%20Information.pdf https://cdc.sharepoint.com/teams/OCIO-CSPO-PUBDOCS/Standards/CSPO%20Responding%20to%20Breaches%20of%20Personally%20Identifiable%20Information.pdf

• Cloud service providers shall use guidance provided in the FedRAMP Incident Communications Procedures when deciding when to report directly to US-CERT first or notify CDC first.

• Acknowledge that CDC will not interpret report of a breach, by itself, as conclusive evidence that the Contractor or its subcontractor failed to provide adequate safeguards for PII.

5. Position Sensitivity Designations: All Contractor (and/or any subcontractor) employees must obtain a background investigation commensurate with their position sensitivity designation that complies with Parts 1400 and 731 of Title 5, Code of Federal Regulations (CFR). The following position sensitivity designation levels apply to this solicitation/contract.

6. Homeland Security Presidential Directive (HSPD)-12: The Contractor (and/or any subcontractor) and its employees must comply with Homeland Security Presidential Directive (HSPD)-12, Policy for a Common Identification Standard for Federal Employees and Contractors; OMB M-05-24; OMB M- 19-17; FIPS 201, Personal Identity Verification (PIV) of Federal Employees and Contractors; HHS/CDC HSPD-12 policy; and Executive Order 13467, Part 1 §1.2.

7. Roster: The Contractor (and/or any subcontractor) must submit a roster by name, position, e-mail address, phone number and responsibility, of all staff working under this acquisition where the Contractor will develop, have the ability to access, or host and/or maintain a government information system(s).

The roster must be submitted to the COR and/or CO by the effective date of this contract. Any revisions to the roster as a result of staffing changes must be submitted immediately upon change. The COR will notify the Contractor of the appropriate level of investigation required for each staff member.

8. Contract Initiation and Expiration:

i. General Security Requirements. The Contractor (and/or any subcontractor) must comply with information security and privacy requirements, Enterprise Performance Life Cycle (EPLC) processes, CDC Enterprise Architecture requirements to ensure information is appropriately protected from initiation to expiration of the contract. All information systems development or enhancement tasks supported by the Contractor must follow the CDC EPLC framework and methodology in accordance with the CDC Office of Financial Resources (OFR) Contract Closeout Guide and HHS Closeout Guide: Contracts and Orders.

ii. System Documentation. Contractors (and/or any subcontractors) must follow and adhere to CDC System Development Life Cycle requirements, at a minimum, for system development and provide system documentation at designated intervals (specifically, at the expiration of the contract) within the EPLC that require artifact review and approval.

iii. Sanitization of Government Files and Information. As part of contract closeout and at expiration of the contract, the Contractor (and/or any subcontractor) must provide all required documentation to the CO and/or COR to certify that, at the government's direction, all electronic and paper records are appropriately disposed of and all devices and media are sanitized in accordance with NIST SP 800-88, Guidelines for Media Sanitization.

iv. Notification. The Contractor (and/or any subcontractor) must notify the CO and/or COR and System Security and Privacy Officer (previously referred to as ISSO) within [CDC Component-specific timeline] before an employee stops working under this contract.

v. Contractor Responsibilities upon Physical Completion of the Contract. The Contractor (and/or any subcontractors) must return all government information and IT resources (i.e., government information in non-government-owned systems, media, and backup systems) acquired during the term of this contract to the CO and/or COR. Additionally, the Contractor must provide a certification that all government information has been properly sanitized and purged from Contractor-owned systems, including backup systems and media used during contract performance, in accordance with HHS and/or CDC policies.

vi. The Contractor (and/or any subcontractor) must perform and document the actions identified in the NCIPC Contractor Employee Separation Checklist when an employee terminates work under this contract within [insert CDC Component-specific timeline] days of the employee's exit from the contract. All documentation must be available to the CO and/or COR upon request.

9. Records Management and Retention:

i. The Contractor (and/or any subcontractor) must maintain all information in accordance with Executive Order 13556 -- Controlled Unclassified Information, National Archives and Records Administration (NARA) records retention policies and schedules and CDC Policy for Records Management and NCIPC policies and must not dispose of any records unless authorized by

CDC/ NCIPC.

ii. If a Contractor (and/or any subcontractor) accidentally disposes of or destroys a record without proper authorization, he/she must document and report the incident in accordance with CDC/ NCIPC policies.

10. High Value Asset (HVA):

If a system is identified as HVA,31 the Contractor must comply with the HHS Policy for the High Value Asset (HVA) Program and the Department of Homeland Security (DHS) HVA Control Overlay[22] in addition to the above requirements.

31 For definition of HVA, see the Glossary section at the end of this document.

https://login.max.gov/cas/login?service=https%3A%2F%2Fcommunity.max.gov%2Flogin.action%3Fos_destination%3D%252Fpages%252Fviewpage.action%253FspaceKey%253DHHS%2526title%253DHHS%252BCyberSecurity%252BPolicy%252BCollaboration%252BPage

SECTION 1 – BACKGROUND