Statement of Work_Draft.docx

STATEMENT OF WORK (SERVICES)

GENERAL INFORMATION

Title of Project: National Institute on Aging Information Resource Center

Statement of Need and Purpose:

To support NIA’s mission to disseminate information about health and research advances related to aging and Alzheimer’s disease, the Contractor shall provide information development and dissemination services including: website and database development, management, and maintenance; content and publications development and graphic design; public inquiry response; communications research; outreach; other communications support services; meeting and conference support; and warehousing/materials storage and distribution.

Background Information:

The National Institute on Aging (NIA) is a component of the National Institutes of Health (NIH), part of the U.S. Department of Health and Human Services (HHS). The Institute was authorized in 1974 (PL 93-296) to improve the health and well-being of older Americans through research. Specifically, NIA supports and conducts research on aging processes, aging-related diseases, and the special problems and needs of older people; trains highly skilled research scientists; develops and maintains state-of-the art resources to accelerate research progress; and communicates with the public about health and research advances. Subsequent amendments to this legislation designated NIA as the primary federal agency on Alzheimer’s disease (AD) research. In January 2011, President Obama signed the National Alzheimer’s Project Act (NAPA), which called for an aggressive and coordinated national Alzheimer’s disease plan, which was unveiled in May 2012.

The NIA Office of Communications and Public Liaison (OCPL) plans and carries out a legislatively mandated education program to disseminate the research findings of the Institute and all other relevant information to help older Americans understand the aging process and live healthier lives. To assist in this outreach and communication effort, the NIA funds two national information centers: the National Institute on Aging Information Center (NIAIC) and the Alzheimer’s and related Dementias Education and Referral (ADEAR) Center, initiated in response to a 1986 Congressional mandate to “gather, maintain, and disseminate information about AD and publish an annual summary of the latest information” (P.L. 99 660, Part F, Section 951). In addition, the ADEAR Center’s activities contribute to the implementation of the National Plan instituted by NAPA. Together, these two centers form the NIA Information Resource Center. The need for the Centers has not diminished since their inception. In fact, as the American population ages, the need for research-based information on aging and AD and AD-related dementias (AD/ADRD) is ever more urgent.

In dealing with the public and other Information Center users, each of these two national information centers has a separate and unique identity. The NIAIC disseminates aging-related health education and disease prevention information, and the ADEAR Center serves as a national resource on AD/ADRD, providing accurate, timely, research-based information about dementia, its consequences and potential treatments, research, and available services. Each Information Center serves a broad audience of the general public, patients and family members, physicians and other health professionals, researchers, special interest groups, service organizations, other Government agencies, and the mass media.

Period of Performance:

The period of performance for the base year of this Contract will be 6/1/2024-5/31/2025. Additional option years will be available for the following periods of performance:

6/1/2025-5/31/2026 6/1/2026-5/31/2027 6/1/2027-5/31/2028 6/1/2028-5/31/2029

SCOPE OF WORK

General Requirements:

Independently and not as an agent of the government, the Contractor shall furnish all the necessary services, qualified personnel, material, equipment, and facilities, not otherwise provided by the government as needed to perform the Statement of Work below. The Contractor will provide information development and dissemination services including: website and database development, management, and maintenance; content and publications development and graphic design; public inquiry response; communications research; outreach; other communications support services; meeting and conference support; and warehousing/materials storage and distribution.

Specific Requirements:

Task 1. Management The Contractor shall develop, implement, and maintain an effective and efficient project management and planning process for the NIAIC and the ADEAR Center operations to ensure quality performance of all requirements of this contract. This process shall include but is not limited to the planning, identification, evaluation, execution, and assessment of methods to control costs incurred in the performance of this contract.

1.1 Staffing

Deliverable: The Contractor shall maintain and update a staffing plan that provides full support for the requirements of the contract. The plan shall include an organizational chart of staff by job category showing areas of responsibility and lines of authority. The staffing plan shall be updated and resubmitted within 15 calendar days of any staffing changes. The Contractor shall provide staffing to accomplish limited on-site tasks at NIH as needed. In the selection of all staff and subcontractors, the Contractor shall prioritize inclusion and cultivate diversity.

Key personnel, staff who are responsible for managing/maintaining/securing NIA websites, and couriers who regularly enter the NIH campus shall submit appropriate documentation and complete the process to receive an NIH badge and credentials. The Contract Project Director will request to initiate the badge/credential process within 1 month of hire for new/applicable staff. Contract staff with federal ID badges shall monitor NIH communications on a weekly basis to ensure they are aware of training and certification deadlines, and that their Active Directory accounts remain active.

1.2 Reports

All reports shall be submitted in an electronic format approved by the COR. Electronic documents shall be sent by email. All reports shall include a cover page containing:

· Title of Report

· Period of Performance being reported

· Date of submission The Contractor shall submit the following reports for each Information Center in accordance with the delivery schedule:

1.2.1 Monthly Technical Progress Report

Deliverable: The Contractor shall submit a Monthly Technical Progress Report. Reports shall be due on or before the 15th of each month following the reporting period. The Monthly Technical Progress Report shall not be due the month that the Annual Technical Progress Report and Final Report are due. The Monthly Technical Progress Report shall:

· Provide an overview that highlights the most significant activities.

· Describe opportunities, problems, delays, or difficulties that arose during the reporting period, as well as proposed solutions or steps taken to solve problems.

· Describe, by Statement of Work task area, the accomplishments and deliverables for the reporting period, as well as planned activities for the following reporting period.

· Contain a publication activity and distribution report; current usage and inquiry/request statistics; language access activities; website statistics (including required web performance metrics and search metrics as described at www.digitalgov.gov/services/dap/dap-digital-metrics-guidance-and-best-practices); updates on outreach, web, and other projects; and descriptions of support provided to NIA offices and divisions.

1.2.2 Annual Technical Progress Report

Deliverable: The Contractor shall submit an Annual Technical Progress Report that provides an overview of Information Center accomplishments and a summary of all major functions completed the preceding 12 months. The report shall include graphs demonstrating Information Center usage. The report shall be due within 30 calendar days after the anniversary date of the contract each year. An Annual Technical Progress Report shall be due when the Final Report is due.

1.2.3 Special Reports

Deliverables:

1. Mid-year and end-of-year statistics: Within 10 days after June 30 (data for first 6 months of calendar year) and December 31 (data for calendar year), as requested by the COR, the contractor will supply clearinghouse statistics, including the following: total number of clearinghouse contacts (compared to previous time period), total number of unique web visits (compared to previous time period), total number of publications distributed (compared to previous time period), and other statistics related to web analytics and social media outreach.

2. Quarterly Inventory Reports: Quarterly, the Contractor shall submit a report listing all NIA publications, the current inventory level for each, and projections for how long the current supply will last, with recommendations for developing new publications and online resources, revising and updating existing publications and online resources, and retiring titles from the inventory.

3. Director’s Status Report: The Contractor shall submit a list of contract accomplishments to be incorporated into the NIA Director’s Status Report for the National Advisory Council on Aging meetings. These lists are due three times each contract year in advance of meetings in January, May, and September.

4. Commercial Printing Report: Upon request, the Contractor shall submit a semi-annual commercial design and printing report required by the Department of Health and Human Services (DHHS).

5. Ad Hoc Reports: As requested by the COR, the Contractor shall submit reports describing clearinghouse activities or particular aspects of the NIAIC or ADEAR Centers. These reports may be requested for activities such as presentations, media events, speeches, and briefings. The Contractor will also submit biannual packages of publications and web content to the Library of Congress and Federal Deposit Library.

6. Quarterly Uptime and Site Performance reports: This report is used to monitor adherence to the Service Level Agreement. It should be submitted within 3 months of award and quarterly thereafter, and shall include performance metrics on site speed, uptime, and errors for all OCPL-supported NIA websites.

1.2.4 Final Report

Deliverable: The Contractor shall submit a Final Report that summarizes the activities and accomplishments of both clearinghouses for the entire period of performance. It shall include statistical summaries of all major Information Center activities. Summary charts of the most important activities shall also be included. In addition, the Final Report shall include a short summary of salient results achieved during the period of performance. The Final Report is due on or before the completion date of the contract.

1.3 Management of Subcontractors

The Contractor shall establish subcontracts with other vendors, as needed, and oversee budgets, timelines, and deliverables from the Subcontractors. As needed/upon request, the Contractor shall prepare a status report, including but not limited to a list of current subcontracts/work order assignments, budgeted dollar amounts for each project, status of projects, and expiration dates. Subcontractor invoices shall be included in the supporting documentation along with the monthly invoices.

1.4 Budget Planning and Management

The Contractor shall develop, implement, and maintain an effective cost control and management process. This process shall include annual budget planning and monthly expense tracking to manage project costs and spending and any other budget and cost estimates required by the Government. Where possible, while maintaining cost-effectiveness, supplies and products purchased to fulfill the requirements of this contract should be environmentally friendly and produced from sustainable materials.

1.5 Training and Quality Control

The contractor shall provide personnel having the minimum levels of professional/technical experience and education required for each labor category. Specialized experience shall have been obtained in the areas indicated by labor qualifications and the SOW. Prior to assigning any new personnel to such positions, the contractor shall submit to the COR a request with supporting information to allow evaluation of that person’s qualifications against the minimum requirements for the stated position.

The Contractor shall recruit and train qualified personnel to respond to verbal and written inquiries to the NIAIC and the ADEAR Center. The Contractor also shall continuously monitor, evaluate, and improve the inquiry response services of the Information Centers.

1.5.1 Training Plan

Deliverable: The Contractor shall design, implement, and maintain a training plan to ensure the effectiveness of each Information Center. The training plan shall be delivered within 2 weeks of award.

This training program shall include information to advance staff knowledge about HHS, NIH broadly; the NIA mission; the role of OCPL; and basic information about aging and Alzheimer’s and related dementias. The training also shall include the operating policies and procedures of each Information Center, computerized tracking systems, NIAIC and ADEAR Center standard inquiry responses, materials available in various databases, basic information searching skills, and referral resources. In addition, staff shall receive training in active listening skills and telephone techniques for handling distressed and otherwise challenging inquirers sufficient to enable them to apply widely accepted best practices in customer service to communications with the public, including NIA stakeholders.

Training on the subject of Alzheimer’s disease and related dementias shall include sources of information on symptoms, diagnosis, causes, disease progression, prevention, treatment approaches, ongoing research, home care, respite care, and institutional care. Contractor staff shall be familiar with all ADEAR Center publications and website content, active clinical trials, and any recent NIA news or web announcements related to Alzheimer’s disease and related dementias, cognition, brain health, and neuroscience.

Training on the subject of aging shall include an overview of health and aging topics, referral sources, current aging research, and aging-related clinical trials. Contractor staff shall be familiar with all NIA health and aging publications, website content, and any recent NIA news releases on aging research.

1.5.2 Initial Training

Prior to answering any inquiries, Contractor staff shall satisfactorily complete the steps outlined in the training plan. As new staff members are hired, they also shall satisfactorily complete the training program prior to interacting with NIAIC or ADEAR Center users.

1.5.3 Continuing Education

To maintain high-quality responses to inquiries, the Contractor staff shall have regular continuing education, quarterly or more frequently. Continuing education activities shall include updates on developments in aging and research, new publications, information and referral resources, skills development, specific aspects of aging, Alzheimer’s and related dementias, research advances, customer service, and any other topics relevant to inquiry response.

Deliverable: The Contractor staff shall review and distribute to NIA staff and researchers current news and literature related to aging and Alzheimer’s and related dementias to ensure that their knowledge and response to inquiries are accurate and current. This shall be done weekly when the information centers are open.

1.5.4 Quality Control for Inquiry Response

All Information Specialists shall complete initial training prior to responding to inquiries, and all new Information Specialists shall receive a review of inquiry tracking records by Contractor management personnel. The Contractor shall develop procedures to evaluate Information Center services to ensure that all inquirers receive courteous, accurate, and appropriate responses to their questions and that supplementary material is sent in a timely fashion. To ensure quality control, the Contractor shall conduct periodic assessment of staff performance.

1.5.5 Additional Training Requirements

Contract staff with federal ID badges shall monitor NIH communications on a weekly basis to ensure they are aware of training and certification deadlines, and that their Active Directory accounts are active.

Deliverable: The Contractor shall notify the COR of completion of trainings within required deadlines.

Task 2. Website & Database Management and Maintenance Deliverable: The Contractor shall:

· Host, design, manage, support, maintain, and update and enhance the following NIA public websites using the Drupal CMS (currently versions 9/10):

· NIA internet site (www.nia.nih.gov), including the Intramural Research Program webpages

· Alzheimers.gov English (www.alzheimers.gov) and Spanish (www.alzheimers.gov/es) versions

· Publications ordering system (https://order.nia.nih.gov)

· BLSA site (www.blsa.nih.gov)

· NIA Rodent Ordering System (https://ros.nia.nih.gov)

· NIH Intramural Center for Alzheimer’s and Related Dementias (CARD) site (https://card.nih.gov)

· Host, manage, support, and maintain the following NIA public website: (This will need to be migrated to the NIA website in 2023-2024)

· HealthABC site (www.healthabc.nih.gov)

· Host, update, manage, and support the following NIA public websites in a current and supported version of Drupal or other approved CMS. (Features, enhancements, and content updates will be performed by other NIA contactors who are not directly affiliated with this requirement/contract. Those contractors will provide updated code bases for the NIA Information Center contractors to deploy on scheduled sprint deployments):

· IADRP (https://iadrp.nia.nih.gov)

· AlzPed (https://alzped.nia.nih.gov)

· OutreachPro (https://outreachpro.nia.nih.gov)

· Data LINKAGE (URL to come)

2.1 Ongoing Management and Maintenance

Deliverables: The Contractor shall provide ongoing secure hosting, management, and maintenance of NIA Internet sites in compliance with federal government regulations and guidelines. The Contractor shall work with the COR and Digital Media Branch Chief to establish a joint Change Control Board (CCB) comprised of NIA staff and Contractors to oversee substantial changes to the systems.

Responsibilities of ongoing management and maintenance include:

· Transferring, maintaining, hosting, replacing as necessary, and providing security for all necessary web application, database, email, and web servers. Ensuring servers are optimized for security, maintenance, speed, and cost efficiency.

· Ensuring websites and web services are delivered over a secure connection using Hypertext Transfer Protocol Secure (HTTPS) and are up to date with current Internet protocol (IPv6).

· Ensuring that access to websites, applications, servers, and back-end systems is controlled and accessible only to those who meet access requirements. Access should be in compliance with all federal and NIH security regulations. NIH Login (or a secure equivalent approved by the NIA ISSO) should be used to control access to systems and websites.

· Implementing and managing a search function that allows users to easily search the content of the public websites, and ensuring that all public content can be indexed and searched by commonly used commercial search engines.

· Ensuring that use of third-party websites and applications on NIA websites complies with all privacy protection requirements (see OMB Memorandum M-10-23).

· Ensure that websites and web services are compliant with digital best practices described in OMB Memorandum M-17-06 and legal requirements set forth in the 21st Century IDEA Act, including using the U.S. Web Design System for all sites.

· Making NIA websites available to the public at all times and optimized for mobile devices.

· Designing, producing, writing, editing, and maintaining NIA content, publications, and graphics in HTML, image, video, and PDF formats and ensuring that all content and graphics are compliant with Section 508 requirements.

· Reviewing and editing websites for usability, content quality, and Section 508 compliance, with approximately 40-60 updates per month. The Contractor shall review all new content submissions for Section 508 compliance and adherence to NIA/NIH style within two business days of receipt. The majority of submissions should be posted to the site within 1-3 business days. More complex content will require coordination with subject matter experts and OCPL.

· Providing routine maintenance of all sites, including updates, patches, link checking, archiving and removal of obsolete content in alignment with NIA Website Content Audit and Archive Guidance, and review of external links and disclaimer notification pages. Ensuring the functionality and security of all databases and other web-based features (e.g., online forms, clinical trials listings, staff listings feed, archives).

· Providing technical support for the Drupal Content Management System (CMS).

· Designing usability tests, as needed, implementing the tests, and reviewing and implementing relevant feedback from usability testing, customer responses, or surveys.

· Working with the COR, the Digital Media Branch Chief, and the NIA Information Technology Branch (ITB) chief and other staff, as well as with NIH CIT, to coordinate activities, secure and replace security certificates, update DNS records, provide technical support, and identify and resolve problems in a timely manner.

2.2 Service Level Agreement

Deliverable: The Contractor shall develop a Service Level Agreement (SLA) for hosting and CMS services to specify agreed-upon levels of service and service availability, change management, and processes and contact information for handling routine and crisis website issues, etc. The SLA will be updated and submitted to the COR 30 days after award and each year of the contract for review and signature by the OCPL director and ITB chief.

Any deviations from the SLA will be reviewed and action will be taken to improve and meet or exceed the SLA. The current SLA includes 99% service availability, excluding regularly scheduled maintenance. It also includes response to severe issues (crashes, site unavailability) within 2 hours.

2.3 Website Analytics

Deliverable: The Contractor shall develop, maintain, and monitor analytics tracking and reporting mechanisms and deliver reports monthly and as needed for special projects.

The Contractor shall:

· Deploy GSA’s Digital Analytics Program (DAP) tracking code and Google Tag Manager tracking code on all of NIA’s public sites.

· In collaboration with OCPL and NIA program staff, develop key performance indicators for the NIA websites, and set up analytics tracking to monitor performance. The indicators should help NIA monitor the effectiveness of web design, user experience, core web vitals, and content, and inform plans to improve the site.

· Review website analytics monthly for the NIA websites and include top-level highlights as part of the monthly progress report.

· Provide specific analytics reports as requested, and expertise to support OCPL-initiated projects to increase traffic to specific areas of the sites.

· Create and update Google Looker Studio dashboards and/or reports for each site, including specialized dashboards, as requested.

· Provide quarterly analytics “deep-dive” reports and expertise to support projects to increase traffic to specific areas of the sites (See section 2.4, below).

2.4 Analytics “Deep-Dive” Reports

Deliverable: Quarterly, the Contractor shall present a “deep-dive” analytics report about a specific area of NIA websites or web traffic. The report should provide an overview of the current analytics and user behaviors, along with recommendations to improve the analytics in that area.

The quarterly analytics report topics will be determined by OCPL, with support and suggestions from the Contractor. Examples of previous reports include: an analysis of page speed, clinical trials traffic and user behaviors, and a review of the news section of the NIA site and how and which users access it, etc.

2.5 Web Development and Management Plan

Deliverable: At the beginning of each contract year, the Contractor shall develop and submit an annual plan for NIA website enhancement and development projects. This plan is due within 15 days of the start of the contract year. The Contractor shall provide quarterly updates on the web enhancement and development project plan, including projects’ statuses and challenges and updated timelines.

The plan shall include an assessment of the NIA sites, including but not limited to usage statistics, problems and gaps, quality control, and currency of content, as well as recommendations for developing new features, making content accessible in other formats/platforms, and revising and updating existing site design, content, and features. The plan should be proactive in proposing strategies and anticipating ongoing needs, as well as considering any new or upcoming government guidelines or regulations. The Contractor shall enlist an IT Project Manager to work with NIA staff to gather needs and requirements for web development projects and updates and estimate costs as needed, as well as maintain comprehensive, updated project schedules.

The Contractor shall ensure that any systems that are developed are not proprietary and that transition to another contractor can be feasibly and efficiently made.

2.5.1 Anticipated Web Projects for 2024-2025

In addition to ongoing management and maintenance of the NIA websites specified in task 2.1, the Contractor shall support and carry out the following communications-related website development and enhancement projects in 2024-2025:

1. Continue supporting the migration of HealthABC content to the NIA website. This shall include technical support as requested and 508-remediation of codebooks and other research study related files.

2. Enhancements to the Alzheimers.gov website in English and Spanish, including improvements to the Clinical Trials Finder based on user data and ADEAR and web analytics. This effort may include usability tests, analytics analysis, stakeholder interviews, and more.

3. Continue supporting enhancements to the Rodent Ordering System, including the management of administrative and user accounts, ensuring secure and complete data transmission, supporting and updating the application, creating custom reports upon request, and providing other technical support as needed, including the development of additional functionality.

4. Enhance the design and searchability of the Publication Ordering Site to improve user experience and align with the U.S. Web Design System (USDWS).

5. Review the web author experience on the main NIA and CARD websites and suggest and implement solutions to make web authoring more intuitive and user friendly.

6. Undertake a project to enhance in-site search on the main NIA and Alzheimers.gov websites and improve the site’s standing on search engine results pages. Ensure ease of use, findability, expected functionality, relevance of results, descriptive snippets, visual interest, and functional filters (as needed). Incorporate more “smart search” autoresponses to in-site search (as the ADEAR contact info appears now).

7. Conduct sitewide USWDS audits for NIA websites, as needed, report on results, and provide recommendations, as needed.

8. Continue to enhance the design and functionality of the main NIA website, Alzheimers.gov, and the Publications Ordering Site based on the results of usability and user experience testing and USWDS Best Practices, as directed.

9. Enhance Spanish language content and capabilities on the main NIA website, Alzheimers.gov, and the Publication Ordering Site. This effort may include usability testing, search engine optimization, toggle, and more.

10. Continue supporting enhancements to the NIH Center for Alzheimer’s and Related Dementias (CARD) site, including the creation of landing pages and providing technical support as needed, including the development of additional functionality.

11. Provide technical support for content archival on NIA main in alignment with NIA Website Content Audit and Archival Guidance as needed.

12. Research and suggest improvements for content management and maintenance workflows, for example, functionality for exporting webpages into Word templates for review and update and for tracking content owners and managing review cycles within the CMS.

13. Plan, develop, and support accessibility scanning and reporting, ensuring NIA website content meets 508 requirements.

14. Conduct audit of permissions by role in Drupal for NIA main website, develop master list, suggest updates, including developing new roles if needed, to ensure accurate and appropriate permissions are granted to site users.

Deliverable: Conduct usability testing. Initiate, plan, design, and implement 5-6 usability tests of NIA websites, which may include A/B testing, in-person usability testing, virtual usability tools, etc.

2.5.2 EPLC Requirements

All major NIA web development projects must adhere to the HHS Enterprise Performance Life Cycle (EPLC) framework and align EPLC with Capital Planning and Investment Control (CPIC) requirements to ensure effective and efficient processes for developing and operating IT investments by defining standard life-cycle phases and deliverables for managers to use in planning and executing investments, as well as review and approval processes for providing effective oversight to the development and operating process. The EPLC framework, which organizes the activities, deliverables, and governance reviews of an IT project into life-cycle phases, allows tailoring to accommodate the specific circumstances (size, duration, complexity, and acquisition strategy) of each investment.

Deliverable: The Contractor shall complete required documents for each web development project. Fundamental EPLC elements to be completed for all projects include:

· Identifying the business need

· Documenting correct, clear, and adequate functional and nonfunctional requirements

· Following processes that ensure the system will be able to operate within the as-is and/or target enterprise architecture

· Adequate investment testing

· Appropriate operations and maintenance documentation.

See additional resources/guidance for planning and implementing digital services at U.S. Digital Services Playbook.

All major NIA web projects must undergo the EPLC process, which involves documentation and review at multiple stages of development. This process is coordinated through the NIA ITB and OCPL.

2.6 Database Development and Information Management

Deliverable: The Contractor shall establish a regular schedule to evaluate the current databases and systems (including content), and propose improvements, additions, and refinements to existing databases when technology or program needs make them necessary or as required.

The Contractor shall host, update, and maintain all NIAIC and ADEAR databases, including those that support the internal and administrative functions of the Centers (i.e., inquiry response and inventory tracking), as well the publicly accessible databases described below. The systems shall be built and maintained in Drupal and shall be functional, accessible, and secure.

2.6.1 Maintain and Update Specialized Databases

The Contractor shall ensure that the following databases are functioning properly and reliably and meet the up-time standards of the Service Level Agreement (SLA, see 2.2) and shall provide technical support for maintaining, updating, enhancing, and upgrading them, as needed.

1. Alzheimers.gov Clinical Trials Finder — The ADEAR Center maintains a specialized database of Alzheimer’s disease and related clinical trials on the Alzheimers.gov Clinical Trials Finder. This database supports recruitment and outreach for clinical trials and promotes participation in Alzheimer’s and related dementias research. The database is used by information specialists to refer users to available trials and studies and is also available to the public on the Alzheimers.gov website.

The Contractor shall use NIA-established guidelines to import basic database records from clinicaltrials.gov and, as needed, work with principal investigators and study coordinators to gather information on new trials and develop database records, which include information on the rationale for the study, intervention to be tested, inclusion and exclusion criteria, study sites, and contact information. The contractor shall edit technical/scientific language to make the information more readable and accessible for the lay public.

Deliverables:

1. The Contractor shall work with NIA grantees, such as the Alzheimer’s Clinical Trials Consortium, and monitor www.clinicaltrials.gov, other databases, and other likely sources for information on new clinical trials and studies related to Alzheimer’s disease, other forms of dementia, and cognitive health that are recruiting participants. The Contractor shall identify and prepare up to 10 studies for addition to the database monthly.

2. The Contractor shall systematically review the accuracy of all records at least twice per year and update the records as new developments occur. Updates include but are not limited to the addition of new study sites, changes to study site contact info, changes in protocols, completed recruitment, completed studies, and cessation of studies.

2. NIH Alzheimer’s + Related Dementias Research Implementation Milestones Database — This database is a web-based tool for tracking funding initiatives and activities developed by the NIH and other Alzheimer's funding organizations aimed at implementing the research milestones associated with the National Plan to Address Alzheimer’s Disease.

The Contractor shall:

· Provide technical support for maintaining and updating the milestones, as needed.

· Make suggestions for enhancing the database and making it easier to use, as needed.

· Maintain and enhance a faceted search capability within the database, continually reviewing and optimizing the search for maximal usability.

3. ADORE (Alzheimer’s and Dementia Outreach, Recruitment, and Engagement) Resources — The Contractor shall maintain and update this repository of resources related to clinical trial recruitment, as well as suggest and implement enhancements as need. The repository contains a wide range of materials, including sample recruitment planning documents, videos, online booklets, resources and contact information, worksheets, and social media messaging. The repository is searchable by keyword, resource type, and tags.

Deliverables:

· The Contractor shall work with NIA grantees, such as the Alzheimer’s Disease Research Centers, and monitor other likely sources for information on Alzheimer’s disease and related dementias clinical trials recruitment literature and news. Suggest and prepare up to 10 additions to the repository quarterly. Additions will be vetted with NIA staff members.

· The Contractor shall systematically review the accuracy and currency of all materials in ADORE at least once per year and make updates, as needed.

2.7 Security

The Contractor shall establish and maintain appropriate security measures to protect the integrity of the websites, their content, and related data files. NIA information systems are approved and authorized based on the standards defined in NIST SP 800-37 rev 2, Risk Management Framework for Information Systems and Organizations: A System Lifecyle Approach for Security and Privacy. NIST SP 800-37 rev 2 provides guidelines for the security assessment and authorizations of information systems supporting the executive agencies of the Federal Government, and these guidelines are applicable to all federal information systems other than those systems designated as national security systems, as defined in 44 U.S.C., Section 3542. The NIA websites relevant to this requirement are classified as “Moderate”.

The Contractor shall collaborate and assist with the NIA IT Security Team, abiding by the NIH Assessment and Authorization (A&A) Program:

A system must be authorized before it is placed into production. Any new components to an authorized system shall be documented and assessed with any potential risk documented. Any component added will undergo NIH application testing, be HTTPS compliant, have a Risk Assessment, and document any new POAMs. The testing and controls leveraged will be on the latest NIST 800-53 revision approved. The current Revision is five.

All systems will be re-authorized every 3 years at a minimum or when a significant change occurs.

· Any significant changes occurring to NIH systems, networks, or to their physical environment, user community, etc., require a documented review of the impact on the security of the information processed and may require re-accreditation. This documented review must be agreed upon and signed by the System Owner, Information Systems Security Officer (ISSO), and Authorizing Official (AO) and included in the A&A package.

· Continuous monitoring is required throughout the system lifecycle.

· An assessment of NIH selected security controls must be performed annually.

Each system within the authorization boundary must be evaluated for the following:

a) FIPS-199 Categorization

b) Annual Assessment and Security Test and Evaluation (ST&E) (For applicable security controls)

c) Plan of Actions and Milestones (POAM)

d) Privacy Impact Assessment

e) Configuration Management Standards Checklist(s) as applicable

f) e-Authentication Risk Assessment

g) System Security Plan (SSP) Each system (website/web application) must identify, document, and remediate weaknesses in line with NIA requirements:

a. All critical weaknesses must be mitigated within 30 days.

b. All medium weaknesses must be mitigated within 60 days.

c. A POAM is required for weaknesses not mitigated within the requirement timeframe.

Any security breach, incident, or potential incident shall be reported to the NIA ISSO and CIO as soon as possible and within 24 hours of identification with all relevant details.

Deliverable: The Contractor shall submit an Information Systems Security Plan to be approved by the NIA ISSO within 60 days of contract award. The Contractor shall perform a security controls assessment at least once per year, as requested by the NIA IT Security Team.

2.8 Quality Control

Deliverables: The Contractor shall:

1. Ensure web content is accurate and free of error, displays as intended, and employs web best practices for design, display, and usability.

2. Develop an effective procedure to review and update the websites regularly for broken links and outdated content and ensure daily that all areas of the sites are functional.

3. Review the NIA websites routinely for compliance with HHS website standards and guidelines.

4. Ensure compliance with the Revised 508 Standards for digital accessibility for all sites, demonstrate an understanding of accessible software and website best practices, and provide support for the use of automated tools and manual testing. With NIH CIT, NIA ITB, and HHS technical contacts, work to resolve any issues that arise from the any automated accessibility monitoring or manual testing on NIA sites.

2.9 Staff Training and Technical Assistance

Upon request, the Contractor shall provide CMS training sessions for NIA staff members. These sessions may be conducted virtually or in person. Training may include refresher training, and technical assistance to NIA staff who have been assigned to create and edit content in their program areas of the website. In addition, the Contractor shall provide brief training and technical assistance as needed for NIA staff on using GA4 and Google Looker Studio to evaluate the effectiveness of communications and outreach projects.

Task 3. Content and Product Development and Graphic Design Services The Contractor shall write and/or edit web-based content, e-alerts and announcements, news stories and feature articles, blog posts, publications (brochures, booklets, annual and Congressional reports, fact sheets, technical publications, etc.), research highlights, resource lists, posters, infographics, press releases, speaker presentations, and video scripts. Materials may be produced in English, Spanish, or other languages; in an “easy-to-read” or other formats; and/or as print or video. Some materials, such as easy-to-read booklets, non-English-language materials, or web content, may require field testing, usability testing, or formative research (see Task 5).

The materials shall be clearly written, well-designed for the target audience, and align with NIH/NIA style and branding guidelines. As appropriate, online and print versions should be adapted to best suit the format for which they are designed. OCPL staff will review all materials at each stage of production.

The U.S. Department of Health and Human Services (DHHS) shall be identified as the publisher/producer of all communication products under this contract. This includes incorporation of the DHHS and NIH logos and publication numbers according to requirements/guidelines.

3.1 NIA Publications and Content

In collaboration with OCPL staff, the Contractor shall plan, research, write, design, test, produce, print, and post NIA content in print and electronic formats, including online content in HTML and PDF formats, e-books, and multimedia presentations. The Contractor shall perform writing and editorial functions, draft concept clearances, develop appropriate graphic treatments, ensure compliance with usability and accessibility (Section 508) standards and regulation, and assume responsibility for all tasks related to product development.

3.1.1 Content & Product Development Plan

Deliverable: At the beginning of each contract year, the Contractor will develop a plan in collaboration with the COR and OCPL staff that specifies major content to be produced or updated, and products to be printed or reprinted in the coming year. The initial, draft plan will be due within 15 days of the start of the contract year.

3.1.2 Clearances

As part of the planning process, the Contractor shall draft any appropriate clearances, as necessary.

3.1.3 Science Writing Support

The Contractor shall provide writing and editorial support for major science-based publications, reports, and plans, as needed.

3.1.4 Print Materials

Deliverable: The Contractor shall support the development, updates, design, and printing of health information and research materials. If on-site printing is not available, it will be done through a vendor.

NIA anticipates producing the following print materials each year (example for budgeting purposes):

· Up to 8 AgePage brochures (6-8 panels, 3 5/8” x 8 1/2”) – 50,000 copies each

· Up to 6 Fact Sheets and Tip Sheets (6-8 panels, 8.5” x 11”) – 50,000 copies each

· Up to 4 handouts (1 page, 8 ½” x 11”) – 50,000 copies each

· Up to 3 books (48-100 pages, 8 ½” x 11”) – 50,000 copies each

· Up to 6 booklets (24-48 pages, 6 ½” x 9 ½”) – 50,000 copies each Note: For the purposes of the proposal, offerors should assume $500,000 in printing costs per year of the contract.

3.1.5 Posting Print Materials Online

Deliverable: Web-optimized content from print materials, as requested.

As needed, the Contractor shall post or update the content of all print materials listed above in a web-friendly format on NIA websites in HTML, PDF, and other formats as applicable, and ensure that the content is compliant with accessibility requirements (Section 508), as well as usability and health information best practices. The material will be optimized for search engines (using appropriate key words, images, and inline links) and tagged with appropriate metadata. Web content may differ from print content, either in copy, title, images, or other ways in order to best serve the public and the medium. Print publications will be featured and available for order in the online ordering system.

3.1.6 Publications Tracking and Archiving

The Contractor shall develop a method for tracking, updating, and archiving NIA publications and materials. The Contractor shall maintain records of the status of each publication and material as they move through the development process using the NIA Content Review Cycle Tracker, which lists online and print publications and articles, and date last updated.

The Contractor shall:

1. Ensure that the product meets all specifications and requirements, including compliance with HHS and federal government policies.

2. Ensure that the formats and design of each publication or material are consistent and up to date.

3. Maintain a digital copy of the final version of each product containing all elements and specifications that might be needed for reprinting or reproduction. Provide OCPL with a copy of the final digital files.

4. Implement processes for retiring publications in print and online that conform with federal records management guidelines. Provide NIA OCPL with a digital copy of the retired publication.

3.1.7 Alzheimer’s Disease and Related Dementias Annual Progress Report and Bypass Budget Under direction of and in collaboration with OCPL and the Office of Legislation, Policy, and International Activities (OLPIA), the Contractor shall support the production and release of an annual research progress report and professional judgment budget for NIA to present to HHS, the White House, Congress, and the public on Alzheimer’s and related dementias research (See www.nia.nih.gov/bypass-budget).

Deliverable: The Contractor shall copy edit, proofread, and layout the annual progress report (20-30 pages) and professional judgment budget (30-40 pages). The Contractor shall produce mockups for consideration and iterate on the design with OCPL and OLPIA. The layouts should incorporate relevant imagery and design elements that resonate with the key audiences. The Contractor shall produce the final documents and create 508-compliant PDF and HTML versions for posting online.

3.2 Online Content

In developing content for NIA, the Contractor shall ensure that NIA’s evidence-based, cleared content is accessible, structured, mobile responsive, chunked, easily findable, widely disseminated and consumable (e.g., via search engines, social media, syndication, API), and orderable (as appropriate). The Contractor shall optimize all content for search engines (using appropriate keywords, images, and inline links) and tag it with appropriate metadata.

The Contractor shall produce the following types of online content:

3.2.1 Short Web Content for Consumers

The Contractor shall produce short content, including articles, research highlights, and features, on areas of focus for NIA, including creating or adapting the content; performing editorial functions (technical editing, copy-editing, and proofreading); preparing appropriate graphics; and performing all other tasks necessary for the final production in Section 508-compliant HTML format.

Deliverable: The Contractor shall produce 30-40 new pieces of online-only short content, including health information articles and news content. OCPL staff will review and approve articles at each stage of production.

3.2.2 Inside NIA Blog

The Contractor shall work with OCPL staff and provide technical and editorial support as needed to write, edit, produce, post, and promote the weekly Inside NIA blog for researchers, including drafting and editing up to two posts per month.

3.3 Videos

Deliverable: The Contractor shall produce up to 6 video products of varying lengths and for diverse audiences.

The Contractor shall, in collaboration with OCPL staff, produce videos formatted for posting on the NIA website/YouTube channel. Production elements for each video will vary, but elements may include planning; scripting; filming; editing; and/or narrating. (The videos shall be 508 Compliant, in accordance with Special Contract Requirement, Article h.10. Electronic and Information Technology Accessibility (January 2008)). A version with audio descriptions should also be provided for each video.

Types of potential videos to be produced include:

· Several 1-3 minute videos on research advances related to aging or Alzheimer’s disease

· 1-3 health information videos on topics relevant to NIA audiences (2-3 minutes)

· Translating or transcreating existing health information videos or infographic content in Spanish

· Researcher interview videos, or short videos to accompany the bypass budget or progress report.

The Contractor shall maintain subscriptions or access to several royalty-free stock photo and video services to obtain photographs for use in NIA’s image-rich publications and web content. For each new publication or online web content piece, the Contractor shall work with OCPL staff to find appropriate images through these services, through NIA’s own bank of images on Flickr, or as needed, using rights-managed photos. The Contractor shall ensure that all appropriate permissions for fully free and unencumbered use of videos and images in perpetuity are obtained and photos are used and labeled in compliance with NIH policy and copyright laws. The Contractor shall develop and maintain a database of the stock or purchased photos.

3.4.2 Photography services

Deliverable: The Contractor shall plan and execute one in-person custom photoshoot per year, as requested.

Subjects may include events onsite or on location, NIA staff members, topical photoshoots in labs or with older adults, or other photographs related to publications or web content. The Contractor shall ensure that all appropriate permissions and releases allowing unrestricted use of such photos are obtained and stored, and that the photos are posted and tagged on NIA’s Flickr page.

3.4.3 Graphics & Infographics

Deliverable: The Contractor shall produce up to 20…