ATTACH M - Awardable Task Order for Domain 4 Communications.pdf

OPTN Operations Transition IDIQ RFP No. 75R60224R00008 Attachment M – Awardable Task Order for Domain 4 Communications

Task Order Title: Domain 4 OPTN Communications Services Re-Engineering

Date: May 1, 2024

I. BACKGROUND

The Health Resources and Services Administration (HRSA), an agency of the U.S. Department of Health and Human Services (HHS) is the primary federal entity responsible for oversight of the Organ Procurement and Transplantation Network (OPTN) (OPTN website), authorized by the National Organ Transplant Act of 1984, as amended (NOTA), 42 U.S.C. § 273 et seq., and implemented by the Organ Procurement and Transplantation Network regulations, 42 CFR part 121s(Final Rule). The Final Rule establishes a regulatory framework for the structure and operations of the OPTN. Part of HRSA’s oversight of the OPTN includes ensuring timely and relevant communications from HRSA, and the OPTN to OPTN stakeholders such as patients and families, transplant recipients, OPTN members, donation and transplantation professionals, donors, the general public, and the media using a coordinated approach and various communication platforms.

II. PURPOSE AND PROBLEM STATEMENT

The purpose of this task order is to execute a current state assessment and evaluation of the structure, policies, workflows, and operations for OPTN communication services. This includes reviewing and mapping operations and approaches and making recommendations to HRSA for best practices to improve patient outcomes, functionality, and accountability.

III. PERIOD OF PERFORMANCE/PLACE OF PERFORMANCE

The period of performance shall be a nine (9) month base period. The period of performance under this Task Order shall commence with the effective date of the contract (EDOC). The work shall be performed off-site. All days are calendar unless otherwise noted.

IV. TASKS

1. Review and Mapping of the OPTN Communications Services

The scope of this task is to conduct a review and mapping of all communications services conducted by OPTN servicing contractors on behalf of the OPTN and HRSA to OPTN stakeholders, including patients and families, transplant recipients, OPTN members, donation and transplantation professionals, donors, the general public, and the media. In addition, the review and mapping shall capture how OPTN servicing contractor(s) ensure communication services comply with NOTA, the Final Rule, OPTN bylaws and policies, OPTN contract requirements, and the OPTN Strategic Plan.

The review and mapping shall also capture any and all financial impact of the activities as well as their impact on OPTN operations and outcomes. Required outcomes of this task shall be a comprehensive understanding of all OPTN communications services and their necessary resources.

The Contractor shall:

1. Submit a Draft OPTN Communications Services Review and Mapping Plan (referred to as the Mapping Plan) to the COR for review and feedback within 15 days of the EDOC.

https://optn.transplant.hrsa.gov/ https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title42-section274&num=0&edition=prelim https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title42-section274&num=0&edition=prelim https://www.ecfr.gov/current/title-42/chapter-I/subchapter-K/part-121 https://www.ecfr.gov/current/title-42/chapter-I/subchapter-K/part-121

2. Submit the Final Mapping Plan to the COR for approval within 45 days of the EDOC and implement the plan upon HRSA approval.

3. The Mapping Plan shall include, at minimum:

a. Strategies for mitigation of conflicts of interests with the contractor(s) providing communication services for the OPTN;

b. Anticipated activities;

c. Processes for obtaining feedback from diverse and various groups and populations served by the OPTN;

d. Processes for involving the COR during all phases of the review and mapping; and

e. timeline and milestones to complete the efforts.

4. The Mapping Plan shall address how the contractor shall discover, capture, and document all relevant services; processes, including all steps, inputs, outputs, and decisions points; all resources, including financial, personnel, and equipment; and all stakeholders and engaged parties for the following:

a. Administrative and logistical support for OPTN communications services;

b. Communication services from and between HRSA, the OPTN and the BOD as well as to OPTN stakeholders;

c. Financial requirements and resources for communications services;

d. Compliance with NOTA, the Final Rule, OPTN requirements, contract requirements, and other applicable federal laws and regulations is ensured.

e. How communications plans and strategies are generated, revised, and implemented, as well as any content required to be included in those plans;

f. How consensus conferences are planned and executed;

g. How policy symposia are planned and executed;

h. How an OPTN Patient Services Line is established and operated and how it is ensured that the line is in compliance with NOTA, the Final Rule, OPTN requirements, contract requirements, and other applicable federal laws and regulations. The OPTN Patient Services Line may include phone and electronic services (e.g., email or web portal);

i. How educational materials for patients, transplant professionals and professionals in training, and the public are developed and disseminated, including relevant stakeholder feedback on what content and formats would be useful for educating these audiences

j. How all media inquiries are handled;

k. How material is provided for official reports, including those sent to Congress;

l. External public meetings, conferences, presentations, and publications;

m. How OPTN branding and related materials are developed and implemented and how it is ensured that branding is in compliance with contractual obligations and all relevant laws and regulations;

n. How the OPTN digital presence, including any OPTN or OPTN-related websites managed by the OPTN-servicing contractors (i.e., entities in receipt of federal contracts to provide services and support for all or part of the OPTN), is developed, maintained, and improved, and how it is ensured that any website is in compliance with contractual obligations and all relevant laws and regulations;

o. How it is ensured that all legal and regulatory requirements are complied with in both the process and the resulting policy; and

p. Any and all additional relevant information and processes discovered during the execution of the Review and Mapping.

5. Submit a Draft OPTN Communications Services Review and Mapping Report (referred to as the Mapping Report) to the COR for review at 6.5 months after the EDOC.

6. Submit a Final Mapping Report for HRSA approval that addresses HRSA feedback, edits, and revisions no later than 8.5 months after the EDOC.

7. The Mapping Report shall include, at a minimum:

a. Comprehensive review and mapping of all processes, operations, and resources required to operate and support OPTN communications services and for all functions and elements identified in the Mapping Plan;

b. Executive summary;

c. Background information and data about the review and mapping;

d. Charts, graphics, and white spaces (visual appeal)); and

e. PowerPoint slides summarizing the study.

2. OPTN Communications Services Re-Engineering

The scope of this task is to assess the current state of OPTN communications services, functions, and operations, and to make a prioritized set of recommendations to improve efficiency and effectiveness of communications services policies and operations. Required outcomes for this task include recommendations and implementation plans for improving the operations, policy, and oversight processes of the OPTN Communications Services.

The Contractor shall:

1. Submit a Draft OPTN Communications Services Re-Engineering Plan (referred to as the Re- Engineering Plan) to the COR for review and feedback within 15 days of the EDOC.

2. Submit the Final Re-Engineering Plan to the COR for approval within 45 days EDOC and implement the plan upon HRSA approval.

3. The Re-Engineering Plan shall include how the contractor shall:

a. Assess the current state of OPTN Communication services functions, operations, and policy, based on the review and mapping under task 1 to determine strengths, weaknesses, and effectiveness of the current process in supporting OPTN operations consistent with the OPTN final rule.

b. Utilize technical experts in operations design, including human-centered design, to evaluate the current process.

c. Develop recommendations for continuing, changing and improving, or eliminating elements, incorporating human-centered design, of the existing communications services processes.

d. Include any relevant stakeholder feedback to inform the recommendations for continuing, changing, improving, or eliminating elements, including feedback on content or format of educational materials.

e. Include with the recommendation a rationale supporting the contribution of the proposed process to ensure OPTN finance, budget, and audit policy is developed consistent with the requirements of NOTA and the OPTN final rule.

4. Submit a Draft OPTN Communications Services Re-Engineering Report (referred to as the Re-Engineering Report) to the COR for review no later than 7.5 months after the EDOC.

5. Submit a Final Re-Engineering Report for HRSA approval that addresses HRSA feedback, edits, and revisions no later than 8.5 months after the EDOC.

6. The report shall include, at a minimum:

a. Results and analysis of all assessments of the Re-Engineering Plan;

b. All recommendations;

c. Implementation roadmap for each recommendation that details a timeline, steps, and recourses required to implement each recommendation, as well as identifying potential obstacles and ways to overcome each identified obstacle:

d. Executive summary;

e. Background information and data about the review and mapping;

f. Charts, graphics, and white spaces (visual appeal));

g. PowerPoint slides summarizing the study; and

h. Implementation Roadmap.

3. Contract Management

3.1 Branding

The Contractor shall:

1. All contractors shall brand all OPTN products produced under contracts associated with this

IDIQ as OPTN products. OPTN contractor products shall be approved by a process established by the Board and/or HRSA. OPTN products can only contain OPTN branding. Contractors shall not brand any OPTN product as a product of the entity supporting the OPTN or as joint OPTN products. Additionally, no contractor shall brand any product not produced or approved to support the OPTN as an OPTN product.

3.2 Kickoff Meeting

The kickoff meeting shall occur virtually. The Contractor shall furnish a platform approved by the COR to host the meeting. The COR shall give the Contractor advance notice that the meeting shall take place in person prior to the Contractor scheduling the meeting.

The Contractor shall:

1. Set up a kickoff meeting between all contractor staff and the COR. The Contractor shall contact the COR to setup the kickoff meeting no later than two (2) business days after the EDOC. The kickoff meeting shall occur no later than ten (10) business days after the EDOC.

2. Submit a Kickoff Meeting Agenda electronically to the COR for approval at least two (2) business days before each kickoff meeting. The Kickoff Meeting Agenda shall address each of the kickoff meeting objectives.

3. The objectives of each kickoff meeting shall include the following, at minimum:

a) Introduce key project participants and identifying their roles to initiate the communication process between the COR, other HRSA contractor(s), and the Contractor;

b) Establish contract expectations;

c) Discuss approach to meet the requirements under this contract;

d) review the submitted draft Project Management Plan (PMP); and

e) review invoicing requirements.

4. Submit detailed meeting minutes electronically to the COR within two (2) business days following the kickoff meeting. The meeting minutes shall include, at a minimum, a list of action items, the personnel assigned to action items, and due dates.

3.3 Project Management Plan

The Contractor shall:

1. Submit a Draft Project Management Plan electronically to the COR for approval within five

(5) business days after the kickoff meeting. The Project Management Plan shall address the recommendations provided by the COR and other COR designated government officials during the project kickoff meeting.

2. Submit a Final Project Management Plan addressing all COR feedback electronically to the COR for approval within two (2) business days after receipt of COR feedback.

3. Implement the COR approved Project Management Plan.

3.4 Bi-Weekly Conference Calls

1. Conduct bi-weekly (every other week) conference calls with the COR and other COR designated government officials every two weeks to discuss the status of the activities under the contract.

2. Submit an agenda electronically to the COR before no later than one (1) business day before each call. At a minimum, the conference call agenda shall include documentation that demonstrates project status, timelines, risks, and mitigations to identified risks.

3. Submit a comprehensive summary of each conference call electronically to the COR within two (2) business days following the call. The conference call summary shall include at a minimum, a summary of issues discussed, action items, the personnel assigned to action items, and due dates.

3.5 Ad-Hoc Meetings and Alerts

1. Alert the COR regarding any issues related to the performance of this contract and coordinate a conference call to discuss the issues, upon request by the COR.

2. Meet with the COR, and other COR designated government officials, upon request by the

COR to discuss any issues related to this contract.

3. Submit an agenda that outlines the issue(s) to be discussed electronically to the COR before each call. The Contractor shall submit the agenda as soon as is practicable, depending on the ad hoc or alert situation.

4. Submit a comprehensive summary of each call electronically to the COR within an agreed upon timeline determined during the meeting. The meeting summary shall include, at a minimum, a summary of issues discussed, action items, the personnel assigned to action items, and due dates.

3.6 Progress Reports and Contract Meetings

3.6.1 Progress Reports

The Contractor shall:

1. Submit a Draft Progress Report format to the COR for approval within 15 days of the EDOC. If COR requires changes, submit a Final Progress Report format electronically to the COR for approval within five (5) business days after receipt of COR feedback.

2. Submit a Progress Report electronically to the COR for approval covering the prior three months after months 3 and 6 within five (5) days after the end of months 3 and 6. If COR requires changes, submit a corrected Progress Report electronically to the COR for approval within five (5) days after receipt of COR feedback.

3. Progress Reports shall include, at minimum, a status of progress toward completion of activities to date as outlined in the Project Management Plan; all activities, assessments, and results during the prior month in line with the Mapping Plan and the Re-Engineering Plan; analysis from all activities up to the submission of the progress report;

accomplishments; challenges; identified risks and vulnerabilities and actions taken to mitigate the risks and vulnerabilities during the previous performance period; and activities to be performed during the subsequent reporting period.

3.6.2 Progress Meetings

Meetings shall occur virtually. The Contractor shall furnish a platform approved by the COR for hosting the meetings. The COR shall give the Contractor advance notice that a meeting shall take place in person at least ten (10) calendar days prior to the meeting.

The Contractor shall:

1. Conduct a Progress Meeting no later than 15 days after the start of months 4 and 7. The Progress Meetings shall include the COR and COR designated government officials and shall discuss the status of progress toward completion of activities under the contract.

2. Submit a Progress Meeting Agenda electronically to the COR for approval at least two (2) business days in advance of each meeting. The meeting agenda shall include discussion and documentation that covers project status, timelines, risks, and mitigations to identified risks. Agendas shall also include all departmental and functional area task updates. If COR requires changes, submit a corrected Progress Meeting Agenda electronically to the COR within five (5) business days after receipt of COR feedback.

3. Submit a detailed summary of each Progress Meeting electronically to the COR within two

(2) business days following each meeting. The meeting summary shall include, at a minimum, a summary of the discussion, action items, the personnel assigned to action items, and due dates.

4. Capital Planning and Investment Control (CPIC)

Capital Planning and Investment Control (CPIC) is an integral part of the Agency's strategic planning initiative. In accordance with the CPIC process, Clinger-Cohen Act, and Federal Information Technology Acquisition Reform Act (FITARA), the Contractor shall follow the HHS/HRSA CPIC framework and provide complete, reliable, consistent, and timely life-cycle information, to include development and cost information for qualifying projects; and systematic measurement of performance. Within 90 days of task award, the Contractor must conduct an Integrated Baseline Review (IBR) in accordance with the DHHS and HRSA requirements, if applicable. Additionally, the Contractor shall prepare and submit a monthly project management report in the government-desired format, as specified by the HRSA CPIC guidance.

5. HHS Policy for Information Technology Procurements - Security and Privacy Language

I. Procurements Requiring Information Security and/or Physical Access Security

1. Baseline Security Requirements

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

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

ii. 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 HHS 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.

b. Safeguarding Information and Information Systems. All government information and information systems must be protected in accordance with HHS/HRSA policies and level of risk. At a minimum, the Contractor (and/or any subcontractor) must:

i. Protect the:

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

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

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

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

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

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

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

d. Privacy Compliance. Comply with the E-Government Act of 2002, NIST SP 800-53, and applicable HHS/OpDiv privacy policies, and complete all the requirements below:

i. Per the Office of Management and Budget (OMB) Circular A-130, Personally Identifiable Information (PII), is "information that can be used to distinguish or trace an individual's identity, either alone or when combined with other information that is linked or linkable to a specific individual." Examples of PII include, but are not limited to the following: Social Security number, date and place of birth, mother's maiden name, biometric records, etc.

e. Controlled Unclassified Information (CUI). Executive Order 13556 defines CUI as "information that laws, regulations, or Government-wide policies require to have safeguarding or dissemination controls, excluding classified information." The Contractor (and/or any subcontractor) must comply with Executive Order 13556, Controlled Unclassified Information, (implemented at 3 CFR, part 2002) when handling CUI. 32 C.F.R. 2002.4(aa) As implemented the term "handling" refers to "…any use of CUI, including but not limited to marking, safeguarding, transporting, disseminating, re-using, and disposing of the information." 81 Fed. Reg. 63323. The requirements below apply only to nonfederal systems that process, store, or transmit CUI, or that provide security protection for such components. All sensitive information that has been identified as CUI by a regulation or statute, handled by this solicitation/contract, must be:

i. Marked appropriately;

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

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

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

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

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

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

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

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

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

h. Contract Documentation. The Contractor must use provided templates, policies, forms and other agency documents to comply with contract deliverables as appropriate. See Appendix A for baseline deliverables.

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

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

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

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

iv. Verify that the encryption solutions in use have been validated under the Cryptographic Module Validation Program to confirm compliance with current FIPS 140 validation certificate from the NIST CMVP. The Contractor must provide a written copy of the validation documentation to the COR.

v. 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 http://csrc.nist.gov/publications/. Encryption keys must be provided to the COR upon request and at the conclusion of the contract.

2. Incident Response

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

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

i. Protect all sensitive information, including any PII created, stored, or transmitted in the performance of this contract, with encryption solution that is validated with current FIPS 140 validation certificate from the NIST CMVP.

ii. NOT notify affected individuals unless so instructed by the Contracting Officer or designated representative. If so instructed by the Contracting Officer or representative, the Contractor must send HRSA approved notifications to affected individuals following specific instructions from the HHS Privacy Incident Response Team (PIRT).

iii. Report all suspected and confirmed information security and privacy incidents and breaches to the HRSA Computer Security Incident Response Team (hrsacsirt@hrsa.gov) or 301-443-3333, COR, CO, HRSA SOP (or his or her designee), and other stakeholders, including breaches involving PII, in any medium or form, including paper, oral, or electronic, as soon as possible and without unreasonable delay, no later than one (1) hour, and consistent with the applicable HRSA and HHS policy and procedures, NIST standards and guidelines, as well as US-CERT notification guidelines. The types of information required in an incident report must include at a minimum: company and point of contact information, contact information, impact classifications/threat vector, and the type of information compromised. In addition, the Contractor must:

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

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

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

iv. Comply with OMB M-17-12, Preparing for and Responding to a Breach of

Personally Identifiable Information, and HHS and HRSA privacy breach response policies when handling PII breaches.

v. 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.

3. Contract Initiation and Expiration mailto:hrsacsirt@hrsa.gov

a. General Security Requirements. The Contractor (and/or any subcontractor) must comply with information security and privacy requirements, Enterprise Performance Life Cycle (EPLC) processes, HHS Enterprise Architecture requirements to ensure information is appropriately protected from initiation to expiration of the contract. All information systems development or enhancement tasks supported by the contractor must follow the HHS EPLC framework and methodology and in accordance with the HHS Contract Closeout Guide (2012).

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

c. Sanitization of Government Files and Information. As part of contract closeout and at expiration of the contract, the Contractor (and/or any subcontractor) must provide all required documentation, including HRSA Disposition Plan 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.

d. Notification. The Contractor (and/or any subcontractor) must notify the CO and/or COR and system ISSO within 14 days before an employee stops working under this contract.

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

V. SCHEDULE OF DELIVERABLES

Item Numbe r

Task Description Quantity Format Delivery Date

1 1 Draft Mapping Plan 1 Word 15 Days EDOC 2 1 Final Mapping Plan 1 Word and PDF 45 Days EDOC 3 1 Draft Mapping Report 1 Word, PowerPoint, PDF, and other identified formats

6.5 Months

EDOC

4 1 Final Mapping Report 1

Word, PowerPoint, PDF, and other identified formats

8.5 Months

EDOC

5 2 Draft Re-Engineering Plan 1 Word 15 Days EDOC 6 2 Final Re-Engineering Plan 1 Word and PDF 45 Days EDOC

7 2 Draft Re-Engineering Report 1 Word, PowerPoint, PDF, and other identified formats

7.5 Months

EDOC

8 2 Final Re-Engineering Report 1 Word, PowerPoint, PDF, and other identified formats

8.5 Months

EDOC

9 3.2 Kickoff Meeting Agenda 1 Word 2 business days prior to the kickoff meeting

10 3.4 Kickoff Meeting Minutes 1 Word 2 business days after the kickoff meeting

11 3.3 Draft Project Management Plan

1 Word 5 business days after the kickoff meeting

12 3.3 Final Project Management Plan

1 Word 2 business days after receipt of COR feedback

13 3.4 Bi-Weekly Conference Call Agenda

20 Word 1 Business day prior to each call

14 3.4 Bi-Weekly Conference Call Summary

20 Word 2 business days after each call

15 3.5 Ad-Hoc Meeting Agenda TBD Word or email TBD 16 3.5 Ad-Hoc Meeting Summary TBD Word or email TBD 17 3.6.1 Draft Progress Reports Format 1 Word 15 days EDOC 18 3.6.1 Final Monthly Progress

Reports Format 1 Word 5 business days after receipt of COR feedback

19 3.6.1 Progress reports 2 Word 5 business days after the end of months 3 and 6.

20 3.6.1 Corrected Progress Report TBD Word 5 business days after receipt of COR feedback

21 3.6.1 Progress Meeting Agenda 2 Word 2 business days prior to each meeting

22 3.6.2 Progress Meeting Summary 2 Word 2 business days after each meeting

23 4 Contractor will provide required deliverable for contract threshold in accordance to the HRSA CPIC Policy.

As needed Per CPIC Policy 5th business day of each month

Appendix A: Deliverables

Policy Section

Deliverable Title/Description Due Date

Incident Response

Incident Report (as incidents or breaches occur)

As soon as possible and without reasonable delay and no later than 1 hour of discovery

Incident Response

Incident and Breach Response Plan Upon request from government

Incident Response

• Incident reports (as needed)

• Incident Response Plan

Incident Reports – must respond to all alerts/Indicators of Compromise (IOCs) provided by HHS Computer Security Incident Response Center (CSIRC)/HRSA Computer Security Incident Response Team (hrsacsirt@hrsa.gov) within 24 hours

Report all suspected and confirmed information security and privacy incidents and breaches to the HRSA Computer Security Incident Response Team as soon as possible and without unreasonable delay, no later than one (1) hour

Incident Response Plan – Upon request from government

VI. PAYMENT SCHEDULE

[TBD]

mailto:hrsacsirt@hrsa.gov

VI. PAYMENT SCHEDULE