J.6_Readiness Task Order.pdf

J.6

Task Order Scenario 2_Readiness

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2.0 SCOPE OF WORK (Readiness)

The scope of work for this contract includes steady-state program management and operational readiness.

The Contractor shall furnish all of the necessary personnel, materials, services, facilities, (except as otherwise specified), and otherwise do all the things necessary for or the performance of the work as set forth in each task order.

2.1 DHSCM Recruiting and Screening

The Contractor must submit a candidate deployment roster to ACF OHSEPR on a monthly basis. This roster must include candidate names, organizations, locations, and positions in which the individual is qualified to perform DHSCM duties. Readily deployable cadre is defined as screened and trained as required by ACF OHSEPR. Contractor staff who have been not been trained as described in Section C.2.2 of the solicitation will not qualify as deployment ready, will not satisfy the Contractor’s requirement to maintain 90 case managers ready to deploy at all times, and they must not be deployed.

2.1.1 Recruitment and Staffing Plan

The Staffing Plan shall:

Describe the contractors DHSCM staffing strategy Explain the hiring process for required positions necessary to carry out the program Provide an organizational chart and Incident Command Structure when deployed on a MATO Describe the process and general timeframe to hire and train staff and the contractor’s contingency plan for staff turnover Include position descriptions as an attachment to the solicitation submission Program positions should align with positions identified in the itemized MATO deployment budget

2.1.2 Credentialing and Vetting of Personnel

Credentialing is essential to the emergency management community in that it ensures and validates the identity and attributes (e.g., affiliations, skills, or privileges) of individuals or members of response teams through standards. Credentialing ensures that personnel resources match requests, and it supports effective management of deployed responders.

The terms “credentialed” and “credentialing” mean having provided, or providing, respectively, documentation that identifies personnel and authenticates and verifies the qualifications of such personnel by ensuring that such personnel possess a minimum common level of training, experience, physical and medical fitness, and capability appropriate for a particular position.

Credentialing involves providing documentation that communicates and authenticates identi t y, as well as verifies the holder’s qualifications as an emergency responder and professional possessing skills according to standards within respective field of practice.

The Contractor shall:

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Certify that they have validated and vetted the identify of all personnel serving under this contract Certify that all personnel meet industry (i.e., emergency management, social work, data specialists, program management) standards and qualifications for the position(s) to be filled Ensure that all personnel deployed in support of a MATO are identifiable by a Personal

Identity Verification (PIV) card, Common Access Card (CAC) or other like badging card

The contractor shall be responsible for vetting, screening their DHSCM employees and ensuring there is an appropriate level of trust in the badged employee.

2.2 DHSCM Training

The Contractors training coordinator shall conduct training to all personnel involved in DHSCM operations. A training plan or proposal shall be furnished to ACF OHSEPR in advance of all requested trainings, including purpose of training, time needed, logistical needs and prerequisites (if any). The training should include ACF OHSEPR’s expectations on topics such as the selection, hiring and supervision of staff; program budgeting and reporting, invoice submission, program monitoring, Privacy Act and confidentiality requirements, how needs and requirements of individuals with disabilities are incorporated, agency/contractor communication policy, procurement of equipment and office supplies, program deadlines and program closure. This training must be conducted after this DHSCM contract is executed and before DHSCM services begins.

2.3.1 DHSCM Training Plan

A DHSCM Training Plan is essential in providing DHSCM staff with the necessary training and skills to serve the needs of disaster survivors. The Contractor must develop a DHSCM training plan and curriculum which will be approved by ACF OHSPER. The training plan and curriculum must be reviewed and approved by ACF OHSEPR 30 business days prior to delivery of training. The Contractor must incorporate all feedback from ACF OHSEPR into the training plan within ten (10) business days of receipt of feedback.

Once approved, the Contractor must implement the training plan to ensure that all contract staff are trained.

2.3.2 DHSCM Training Modules

1. Contractor shall develop a suite of training modules that:

a. Provides an orientation on the DHSCM program and value add to communities and individuals;

b. Provides an orientation on the role and responsibilities of DHSCM case managers and

DHSCM resource coordinators;

c. Is compliant with the National Incident Management System, the Incident Command

System, the National Emergency Response Framework’s Emergency Support Function 6, and ACF OHSEPR operational guidance; and

d. Is developed in MS PowerPoint and includes Instructor Guides and Student Guides developed in MS Word.

e. Additionally, all training materials must be 508-Compliant.

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2. Once the training modules are approved by ACF OHSEPR senior leadership, the contractor will provide up to four (4) in person trainings to ACF OHSEPR staff and other staff as identified by ACF OHSEPR.

2.3.2.1 Training Deliverable Schedule

Deliverable Q1 Q2 Q3 Q4 Vetted and Approved by

DHSCM

Training Plan

Outline Discussion

TBD

1st Draft

TBD

OHSEPR

Leadership

DHSCM

Orientation

Module

Outline Discussion

TBD

1st Draft

TBD

Final Modules

TBD

OHSEPR

Leadership

DHSCM

Training Modules

Outline Discussion

TBD

1st Draft

TBD

Final Modules

TBD

OHSEPR

Leadership

2.3.3 DHSCM Supervisory Training

The supervisory training should focus on the role of the DHSCM group supervisor, quality control of case files, case reviews, data entry, accurate reporting, and personnel management. The training should also include instruction on the principles of disaster case management, Privacy Act compliance, and confidentiality. All DHSCM group supervisors must complete disaster case manager training prior to DHSCM supervisory role begins.

2.3.4 Continuous Training

Throughout the course of a DHSCM mission, changes may occur with federal, state, tribal and or territorial disaster assistance programs that affect an individual disaster survivor’s recovery plan. It is critical that case managers are aware of programmatic changes that may affect a disaster survivor’s ability to obtain resources. The contactor shall provide regular training focused on DHSCM policies and procedures.

Continuous training should better inform disaster case managers and supervisors on topics that increase their level of effectiveness. It includes a review of the FEMA sequence of delivery and duplication of benefits process and provides information on programmatic issues and changes.

The Contractor must provide DHSCM staff with refresher DHSCM training as required by ACF OHSEPR.

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3.5.5 Skilled Trainers

The Contractor is responsible for:

Providing instructors with demonstrated and verifiable DHSCM subject matter expertise who will train and credential DHSCM cadre members

Arranging all training logistics and activities, such as space, travel, registration, equipment, logistics, etc.

Delivering training across multiple mediums including online and traditional in-class training and any other training medium as needed to deliver training across multiple location sites and times

Maintaining training materials, including ensuring training materials are version controlled, reviewed, and approved by ACF OHSEPR before delivering the training to participants

Maintaining training records for all personnel

2.3.6 Required National Incident Management System and Incident Command System Courses

All DHSCM contract staff are required to complete the following Incident Command System (ICS) courses:

ICS 100: Basics of ICS ICS 200: Applying ICS to Health Care Organizations ICS 700: Introduction to National Incident Management System (NIMS)

2.3.7 Required Independent Study courses:

All DHSCM contract staff are required to complete the following independent study courses offered by FEMA’s Emergency Management Institute:

IS-366.a: Planning for the Needs of Children in Disasters IS-403: Introduction to Individual Assistance IS-405: Overview of Mass Care/Emergency Assistance IS-368: Including People with Disabilities & Others with Access & Functional Needs in

Disaster Operations

2.5.1 Program Management System

The Contractor must establish and maintain a program management system using its own tools and methodologies that will be subject to review by ACF OHSEPR. This program management system must employ program control, tools, techniques, and procedures that include risk management, quality assurance, work breakdown structuring, a cadre database, and security management. The program management system should also include a toolbox of external control procedures, preparation tools, job aids, and templates designed to support the contract, and the ACF OHSEPR team.

The Contractor’s program management system must include, but not limited to the following areas:

Contractors cadre database to include names, dates available for deployment, position, organization, resumes, deployment area of operation, and DHSCM position roles for which the

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Financial database to include invoicing, budgets, timesheets, cost control and procedures.

Contractors Task Management, to include deployments, schedules, locations, etc.

Training schedules to include and not limited to trainee information, date, times, instructional personnel, locations, and type of training, for example initial, refresher, remediation, and other professional development indicators used to qualify personnel

The Contractor is required to develop and maintain a schedule for all work performed under the contract.

The Contractor must provide sufficient detail to demonstrate that all sections of the work are appropriately resourced, thoroughly planned, and proceed according to requirements. Schedule(s) must identify subordinate- tier activities, dependencies between activities, and milestones required to demonstrate successful completion of projects. The schedule(s) must identify the exit criteria required to satisfy milestone requirements that enable the Contractor to proceed with follow-on activities. The schedule(s) must be baselined. Schedule updates must be made frequently, or as designated by ACF OHSEPR.

Changes to scheduled baseline milestones must be documented by the Contractor and formally authorized by ACF OHSEPR or its designee.

2.5.2 Program Management Plan

The Contractor must provide a Contractor Program Management Plan (PMP) that fully documents its management approach for the recruitment, delivery, and execution of contracted DHSCM services. The Contractor must update its PMP when there are program management changes and changes to the information required. At a minimum, the contractor PMP must include the below listed requirements:

Provide information on the Contractor’s management organization, internal management policies, and procedures.

Detail how the Contractor will communicate and conduct regular meetings and reviews with ACF OHSEPR personnel about the required activities and deliverables of the Contract.

Provide an organization chart of the Contractor’s line of business to be used in performance of the contract.

Provide a narrative describing how the Contractor will fully integrate the management of the elements of this contract.

Provide a DHSCM cadre recruitment plan.

If the PMP includes subcontractors, other than individual subcontractors, the Contractor must:

o Provide organizational information about the subcontractor, and its organizational elements must be included in the primary contractor’s project organizational chart.

o Describe and document how subcontractor(s)’ activities will be managed.

o Describe how the organizational relationship between the primary Contractor and the subcontractor(s) will be maintained between the prime and subcontractors.

o Describe the methods of requirement flow-down and how activity progress reporting will be delivered back to the prime Contractor.

o Detail the Contractor’s approach to selecting subcontractor(s) and maintaining the quality of products produced by subcontractors(s).

o Describe the subcontractor(s)’ role under the contract, its relationship to the contractor, and its experience over the past three (3) fiscal years, at a minimum.

6 | P a g e o Provide subcontractor independent verification and validation process.

o Identify key technical and management personnel who will be assigned to the contract.

o Describe internal policies and procedures to be used in managing the contract and resources associated with the contract.

o Describe the management and process for addressing work increases (spikes) and lulls as work priorities and schedules shift.

o Describe the approach and method for the identification, assessment, and mitigation of program risks including but not limited to:

Provisions for identifying risk areas;

Assessing risk factors;

Assigning appropriate resources to reduce risk factors;

Identifying and analyzing alternative actions available; and, Identifying the most promising alternatives, and planning for implementation of risk reduction.

2.5.2.1 Project Management Plan Deliverable Schedule

Deliverable Q1 Q2 Q3 Q4 Vetted and Approved by

Contractor Program Management Plan

Outline Discussion

TBD at Award

1st Draft TBD at Award

OHSEPR

Leadership

DHSCM

cadre recruitment plan

Outline Discussion

TBD at Award

1st Draft TBD at Award

OHSEPR

Leadership

2.6 Contract Review Meetings

The contractor shall participate in regular meetings and/or discussions with ACF OHSPER, the CO and/or COR to coordinate and oversee the contract effort. Such meetings may include, but are not limited to, meeting of the contractors and subcontractors to discuss operational progress, meetings with individual contractors and other government officials to discuss the technical, regulatory, and ethical aspects of the program; and meetings with technical consultants to discuss technical data provided by the contractor.

2.7 Risk Management Plan

The Contractor shall develop a risk management plan within 90 days of contract award highlighting potential problems and/or issues that may arise during the life of the contract; their impact on cost, schedule, and performance; and appropriate remediation plans. This plan should reference relevant WBS elements where appropriate. Updates to this plan shall be included, at a minimum, on a quarterly basis (every three months) in the monthly Project Status Report.

2.8 Monthly and Annual Reports

The contractor shall deliver Project Status Reports to ACF OHSEPR on a monthly basis. The reports shall address the items below:

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Executive summary highlighting the progress, issues, and relevant activities Progress in meeting contract milestones, detailing the planned progress and actual progress during the reporting period, explaining any differences between the two and corrective steps Project Monitoring Tool(s) Updated Risk Management Plan (every three months) Estimated and actual expenses

3.0 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The Government intends to utilize a Quality Assurance Surveillance Plan (QASP) to monitor the quality of the Contractor’s performance for the life of the contract. The oversight provided in the IDIQ and in the QASP will help to ensure that service levels reach and maintain the required levels throughout the contract term. Further, the QASP provides the IDIQ with a proactive way to avoid unacceptable or deficient performance and provides verifiable input for the required Past Performance Information Assessments. The QASP will be developed by the Government in conjunction with the performance work statement. It will be finalized upon award and a copy provided to the Contractor after award. The QASP is a living document and may be updated by the Government as necessary for the life of the contract or until all funds are disbursed.

4.0 IT Security Requirements

Purpose

The Standard Security, Privacy and Task language is designed to provide ACF with a baseline set of requirements and task language to be used in its procurements. Specifically, procurements involving IT services or access to personally identifiable information (PII) or Federal IT systems.

A. Baseline Security Requirements

1) Applicability. The requirements herein apply whether the entire contract or order (hereafter “contract”), or portion thereof, includes either or both of the following:

a. Access (Physical or Logical) to Government Information: A Contractor (and/or any subcontractor) employee will have or will be given the ability to have, routine physical (entry) or logical (electronic) access to government information as required to perform their work. Access is contingent upon positive adjudication of background check.

b. 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 ACF 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 processing unit of a computer, software, firmware and similar procedures, services (including support services), and related resources.

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2) Safeguarding Information and Information Systems. In accordance with the Federal Information Processing Standards Publication (FIPS) 199, Standards for Security Categorization of Federal Information and Information Systems, the Contractor (and/or any subcontractor) shall:

a. Protect government information and information systems in order to ensure:

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.

b. Provide security for any Contractor systems, and information contained therein, connected to an HHS network or operated by the Contractor on behalf of ACF regardless of location.

c. Adopt and implement the policies, procedures, controls, and standards required by the HHS 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.

d. Comply with the Privacy Act requirements and tailor FAR clauses as needed.

3) Information Security Categorization. In accordance with FIPS 199 and National Institute of Standards and Technology (NIST) Special Publication (SP) 800-60, Volume II: Appendices to Guide for Mapping Types of Information and Information Systems to Security Categories, Appendix C, and based on information provided by the ISSO, CISO, or other security representative, the risk level for each Security Objective and the Overall Risk Level, which is the highest watermark of the three factors (Confidentiality, Integrity, and Availability) of the information or information system. The contractor shall work with the ACF security team to categorize information or information systems. The categorization can change at any time throughout the lifecycle of the system. The contractor shall ensure proper controls are implemented based on the categorization.

4) Controlled Unclassified Information (CUI). CUI is defined 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. All sensitive information that has been identified as CUI by a regulation or statute, handled by this solicitation/contract, shall be:

a. marked appropriately;

b. disclosed to authorized personnel on a Need-To-Know basis;

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c. protected in accordance with NIST SP 800-53, Security and Privacy Controls for Federal 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

d. returned to ACF control, destroyed when no longer needed, or held until otherwise directed. Destruction of information and/or data shall be accomplished in accordance with NIST SP 800-88, Guidelines for Media Sanitization.

5) 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) shall protect all government information that is or may be sensitive in accordance with OMB Memorandum M-06-16, Protection of Sensitive Agency Information by securing it with a FIPS 140- 2 validated solution.

6) Confidentiality and Nondisclosure of Information. Any information provided to the contractor (and/or any subcontractor) by ACF or collected by the contractor on behalf of ACF shall be used only for the purpose of carrying out the provisions of this contract and shall 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 shall ensure that all work performed by its employees and subcontractors shall be under the supervision of the Contractor. Each Contractor employee or any of its subcontractors to whom any ACF records may be made available or disclosed shall 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 shall be protected in accordance with HHS and ACF policies. Unauthorized disclosure of information will be subject to the HHS/ACF sanction policies and/or governed by the following laws and regulations:

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

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

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

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

8) Websites and Digital Services. All new and existing public-facing government websites shall comply with the Integrated Digital Experience Act (IDEA).

9) 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 shall enable HTTP Strict Transport Security (HSTS) to instruct compliant browsers to assume HTTPS at all times to reduce the number of insecure redirects and protect against attacks that attempt to downgrade connections to plain HTTP. For internal-facing websites, the HTTPS is not required, but it is highly recommended.

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9) Contract Documentation. The Contractor shall use provided templates, policies, forms and other agency documents, if applicable, to comply with contract deliverables as appropriate.

10) Standard for Encryption. The Contractor (and/or any subcontractor) shall:

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

b. 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 FIPS 140-2 validated encryption solution.

c. Secure all devices (i.e.: desktops, laptops, mobile devices, etc.) that store and process government information and ensure devices meet HHS and ACF-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).

d. Verify that the encryption solutions in use have been validated under the Cryptographic Module Validation Program to confirm compliance with FIPS 140-2. The Contractor shall provide a written copy of the validation documentation to the COR prior to implementation of the solution.

e. Use the Key Management system on the HHS 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. Encryption keys shall be provided to the COR upon request and at the conclusion of the contract.

11) Contractor Non-Disclosure Agreement (NDA). Each Contractor (and/or any subcontractor) employee having access to non-public government information under this contract shall complete the ACF non-disclosure agreement. A copy of each signed and witnessed NDA shall be submitted to the Contracting Officer (CO) and/or CO Representative (COR) prior to performing any work under this acquisition.

12) Privacy Threshold Analysis (PTA)/Privacy Impact Assessment (PIA) – When applicable, the Contractor shall assist the ACF Senior Official for Privacy (SOP) or designee with conducting a PTA for the information system and/or information handled under this contract to determine whether or not a full PIA needs to be completed.

a. If the results of the PTA show that a full PIA is needed, the Contractor shall assist the ACF SOP or designee with completing a PIA for the system or information within 30 days after completion of the PTA and in accordance with HHS policy and OMB M-03-22, Guidance for Implementing the Privacy Provisions of the E-Government Act of 2002.

b. The Contractor shall assist the ACF SOP or designee in reviewing the PIA at least every three years throughout the system development lifecycle (SDLC)/information lifecycle, or when determined by the agency that a review is required based on a major change to the system, or when new types of PII are collected that introduces new or increased privacy risks, whichever comes first.

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B. Training

1) Mandatory Training for All Contractor Staff. All Contractor (and/or any subcontractor) employees assigned to work on this contract shall complete the applicable HHS/ACF Contractor Information Security Awareness, Privacy, and Records Management training (provided upon contract award) before performing any work under this contract. Thereafter, the employees shall complete HHS/ACF Information Security Awareness, Privacy, and Records Management training at least annually, during the life of this contract.

All provided training shall be compliant with HHS training policies.

2) 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 policy and the HHS Role-Based Training (RBT) of Personnel with Significant Security Responsibilities Memorandum.

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

C. Rules of Behavior

1) The Contractor (and/or any subcontractor) shall ensure that all employees performing on the contract comply with the HHS Information Technology General Rules of Behavior.

2) All Contractor employees performing on the contract must read and adhere to the Rules of Behavior before accessing Department data or other information, systems, and/or networks that store/process government information, initially at the beginning of the contract and at least annually thereafter, which may be done as part of annual ACF 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.

D. Incident Response FISMA defines an incident as “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. The Contractor (and/or any subcontractor) shall comply with ACF’s Incident Response Policy dated July 10, 2018, including any subsequent updates.

In the event of a suspected or confirmed incident or breach, the Contractor (and/or any subcontractor) shall:

1) Protect all sensitive information, including any PII created, stored, or transmitted in the performance of this contract so as to avoid a secondary sensitive information incident.

2) Notify affected individuals only as instructed by the Contracting Officer or designated representative.

3) Report all suspected and confirmed information security and privacy incidents and breaches to the ACF Incident Response Team (IRT), COR, CO, ACF SOP (or his or her designee), and other stakeholders, 12 | P a g e including incidents involving PII, in any medium or form, including paper, oral, or electronic as defined in ACF’s Incident Response Policy.

4) 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.

E. 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:

Roster. The Contractor (and/or any subcontractor) shall 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 shall be submitted to the COR and/or CO within 3 days of the effective date of this contract. Any revisions to the roster as a result of staffing changes shall be submitted within 24 hours of the change. The COR will notify the Contractor of the appropriate level of investigation required for each staff member. If the employee is filling a new position, the Contractor shall provide a position description and the Government will determine the appropriate suitability level.

F. Homeland Security Presidential Directive (HSPD)-12

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

The Contractor (and/or any subcontractor) and its employees shall comply with computing and security standards including:

Federal Information Security Management Act (FISMA) as part of the e-government Act of 2002

Homeland Security Presidential Directive (HSPD)-12, Policy for a Common Identification Standard for Federal Employees and Contractors;

Office of Management and Budget (OMB) Memorandum (M)05-24; and

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Federal Information Processing Standards Publication (FIPS PUB) Number 201, FAR Subpart 4.13 (https://acquisition.gov/sites/default/files/current/far/compiled_html/subpart_4.13.html), FAR Subpart 52.204-9 (https://www.acquisition.gov/?q=browsefar), and

HHS HSPD-12 policy

The Contractor shall refer to the HHS-OCIO Policy for Information Systems Security and Privacy, dated July 7, 2011. The Contractor shall become familiar with the HHS Departmental Information Security Policies, which may be found at https://www.hhs.gov/about/agencies/asa/ocio/cybersecurity/index.html.

The HHS Cybersecurity Program develops policies, procedures, and guidance to serve as a foundation for the HHS information security program. These documents implement relevant Federal laws, regulations, standards, and guidelines that provide a basis for the information security program at the Department. The Contractor must become familiar with HHS Cybersecurity Program guidelines as presented at https://www.hhs.gov/about/agencies/asa/ocio/cybersecurity/information-security-privacy-program/index.html.

G. Contract Initiation and Expiration

1) General Security Requirements. The Contractor (and/or any subcontractor) shall comply with information security and privacy requirements, Solution Development Life Cycle (SDLC) processes, ACF 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 shall follow the ACF SDLC framework and methodology.

2) System Documentation. Contractors (and/or any subcontractors) must follow and adhere to NIST SP 800-64, Security Considerations in the System Development Life Cycle, 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.

3) Sanitization of Government Files and Information. As part of contract closeout and at expiration of the contract, the Contractor (and/or any subcontractor) shall 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.

4) Notification. The Contractor (and/or any subcontractor) shall notify the CO and/or COR and system ISSO within 48 hours before an employee stops working under this contract.

5) Contractor Responsibilities Upon Physical Completion of the Contract. The contractor (and/or any subcontractors) shall 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 shall 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 ACF policies.

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6) The Contractor (and/or any subcontractor) shall perform and document the actions identified in the ACF Contractor Employee Separation Checklist when an employee terminates work under this contract within 3 days of the employee’s exit from the contract. All documentation shall be made available to the CO and/or COR upon request.

H. Records Management and Retention The Contractor (and/or any subcontractor) shall maintain all information in accordance with Executive Order 13556 -- Controlled Unclassified Information, National Archives and Records Administration (NARA) records retention policies and schedules and HHS/ACF policies and shall not dispose of any records unless authorized by HHS/ACF.

In the event that a contractor (and/or any subcontractor) accidentally disposes of or destroys a record without proper authorization, it shall be documented and reported as an incident in accordance with HHS/ACF policies.

Records Management (Include in Section H.)

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes ACF records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their ACF contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the

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Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

Electronic information system means an information system that contains and provides access to computerized Federal records and other information. (36 CFR 1236.2) The following types of records management controls are needed to ensure that Federal records in electronic information systems can provide adequate and proper documentation of agency business for as long as the information is needed. Agencies must incorporate controls into the electronic information system or integrate them into a recordkeeping system that is external to the information system itself. (36 CFR 1236.10)

(a) Reliability: Controls to ensure a full and accurate representation of the transactions, activities or facts to which they attest and can be depended upon in the course of subsequent transactions or activities.

(b) Authenticity: Controls to protect against unauthorized addition, deletion, alteration, use, and concealment.

(c) Integrity: Controls, such as audit trails, to ensure records are complete and unaltered.

(d) Usability: Mechanisms to ensure records can be located, retrieved, presented, and interpreted.

(e) Content: Mechanisms to preserve the information contained within the record itself that was produced by the creator of the record.

(f) Context: Mechanisms to implement cross-references to related records that show the organizational, functional, and operational circumstances about the record, which will vary depending upon the business, legal, and regulatory requirements of the business activity.

(g) Structure: Controls to ensure the maintenance of the physical and logical format of the records and the relationships between the data elements.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. ACF and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of ACF or destroyed except for in accordance with the provisions of the agency records schedules and

16 | P a g e with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report it to ACF immediately. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to ACF control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and HHS and ACF guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with HHS and ACF policy.

8. The Contractor shall not create or maintain any records containing any non-public HHS or ACF information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. ACF owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which ACF shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take ACF-provided records management training. The Contractor is

17 | P a g e responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

D. Flowdown of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

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Table 3 QASP Required Tasks and Task Standards

Required Tasks Task Standard Method of Surveillance

Standard to be Met

Evaluation Criteria for Performance Section E.4 CPARS

Adherence to Project Plan

The Contractor must adhere to its Program Management Plan (PMP) that fully documents their management approach for this contract

COR

verification through review of monthly report

100% compliance to PMP

5% of monthly Fixed Fee for any deviation

Adherence to Action Plan for Infrastructur e

The Contractor must adhere to their approved Action Plan COR verification through review of monthly report

100% compliance to the action plan

5% of monthly Fixed Fee for any deviation

Adherence to the Database Structure and Maintenance

The Contractor must build and maintain a database that links required information of each individual asset and is approved by the COR

COR

verification through review of monthly report

100% compliance

5% of monthly Fixed Fee for any deviation

Maintain a minimum of ninety (90) trained and qualified disaster case management assets readily available to deploy throughout the CONUS and

OCONUS

The Contractor must include its current roster of deployable assets (screened, trained, credentialed) with their monthly reports.

Contractor must develop and maintain no less than 90 assets at any given time for deployment. The contractor must ensure that actual staffing levels are consistent with Mission Assignment and or Inter-Agency Agreement Task Order and Statement of Work at all times for the duration of any deployment including federal holidays.

COR verification through review of monthly Deployable report

100% compliance

10% of monthly fixed fee for missing monthly rosters; 25% of monthly fixed fee if contractor misses assets required beginning with monthly report 3

Adherence to the Recruitment Plan

The Contractor must adhere to its approved Recruitment Plan, which must include regional approach for all ten (10) ACF regions

COR

verification through monthly report

100% compliance

5% of monthly Fixed Fee for any deviation

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Submit and adherence to the Training Agenda and role specific Curriculum Plan

The Contractor must submit and adhere to their training plan which must consist of the IDCM training agenda and role specific curriculum (i.e. DCM, finance, etc.)

that are approved by the COR

COR

verification through monthly report

100% compliance

5% of monthly Fixed Fee for any deviation

Submit and adhere to Training Schedule

The Contractor must submit the training schedule and conduct, at minimum, 6 regional trainings per quarter – to be approved by the COR

COR

verification through monthly report

100% compliance

5% of monthly fixed fee for a late submission;

5% for any deviation to the approved plan

Personnel Positions Filled

The Contractor must have all personnel positions staffed within 45 days of award of the task order. Any vacant position thereafter must be filled by the contractor within 28 business days of the previous personnel position departure.

COR

Verification through monthly report

100% compliance

0. 5% per business day of monthly Fixed Fee that contractor has vacant position outside of 45 day/ 4 week window