Attachment 1 - SOW - ScholarStudent Service S2S Site Visit Relocation.pdf

ATTACHMENT 1 - SOW

Attachment 1 Statement of Work (SOW)

Title: Scholar and Student to Service (S2S) Site Visit and Relocation Services Date: February 21, 2023

I. Background

The U.S. Department of Health and Human Services (HHS), Health Resources and Services Administration (HRSA), Bureaus of Health Workforce (BHW) oversees the National Health Service Corps (NHSC) Scholarship and Student to Service (S2S) Loan Repayment Programs.

Within BHW, the Division of Regional Operations (DRO) support initiatives that promote and assist NHSC scholars and S2S participants with their transition to service. The NHSC Scholarship and S2S Loan Repayment Programs are designed to alleviate financial burdens related to practicing primary care as a medical, dental, or mental/behavioral health provider. The program participants provide primary health care services to underserved populations, in communities designated as Health Professional Shortage Areas (HPSAs), in the United States, Puerto Rico, the Virgin Islands, American Samoa, Guam, and the Trust Territory of the Pacific Islands. Through recruiting qualified health care providers in these programs, BHW fulfills its mission to improve the health of underserved and vulnerable populations by strengthening the health workforce and connecting skilled professionals to communities in need.

Since 1972, the BHW has increased the health workforce capacity by building healthy communities that are supported by qualified medical, dental, and mental/behavioral health care providers. The NHSC Scholarship Program offers tuition support, required fees, and other educational costs as well as provides a living stipend, while the scholars are in school.

In return, the scholars are obligated to honor a service commitment of up to four years.

Upon graduation, NHSC scholars must fulfill their service requirement at NHSC-approved sites that meet the minimum HPSA score for their placement class.

The NHSC S2S Loan Repayment Program provides up to $120,000 to medical (MD and DO) or dental (DDS or DMD) students who are in their final year of school. In return, these participants must fulfill a commitment to provide primary health care full time for at least 3 years at an approved NHSC site. The approved-NHSC site must have a HPSA score that meets the designated S2S threshold for greatest need.

To further assist scholars and S2S participants with transitioning to service, BHW’s DRO team offers guidance with identifying NHSC-eligible sites to fulfill service commitments, addressing questions about travel visits for interviewing and relocation, and ensuring all required documentation has been submitted. Program participants are allotted up to $1,200 to conduct site visits and interviews to potential employment with sites. Also, a one-time allotment of up to $1,200 is provided for family member travel. All participants must submit site visit requests through the BHW Portal. Upon approval by DRO staff, the request is sent to the selected contractor to coordinate logistics for travel and lodging.

Once scholars or S2S participants have secured employment at an approved-NHSC site and have uploaded all required documents, DRO and the selected contractor shall assist with the relocation process. All relocation and/or advance storage requests must be submitted via the BHW Portal and receive approval prior to relocation. Scholars and S2S participants are allotted up to $10,000 for a one-time residential move of up to 18,000 pounds of household goods from their current location to their new residence where their employment site is located. The move must be 50 miles or more from both their job and new residence to be eligible. For moves that are outside of the contiguous U.S., including relocation to one of the U.S. territories, Alaska, or Hawaii, the maximum allotment is $25,000.

The travel arrangement and relocation logistics are critical elements for supporting scholars and S2S participants as they transition to service.

II. Purpose

The purpose of this requirement is to provide site visit travel and relocation logistics for NHSC scholars and S2S participants. These services include providing counseling about approved travel and relocation guidelines and eligible expenses; managing participants’ travel and relocation allotments; coordinating and preparing travel and relocation logistics;

and submitting invoices for all accountable activities.

III. Period and Place of Performance

The period of performance shall be a twelve (12) month base period with four (4) twelve-month option periods. The place of performance shall be at the contractor’s facility.

IV. Tasks

Task 1.0 Federal Records Management

Task 1.1 - Records and Information Regulation Guidelines

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.

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.

Task 1.2 - Records and Information Management

• Manage and maintain Federal records and/or information, including electronic records and/or information, ensuing from this contract in accordance with all applicable records management laws and regulations, including but not limited to the Federal Records Act (44 U.S.C. Chapters. 21, 29, 31, 33); 36 CFR §

1236.20 What are appropriate record keeping systems for electronic records? &

1236.22 What are the additional requirements for managing electronic mail records?

(http://www.ecfr.gov/cgi-bin/text-idx?rgn=div5&node=36:3.0.10.2.25); NARA Bulletin 2013-02, August 29, 2013, Guidance on a New Approach to Managing Email Records (https://www.archives.gov/records-mgmt/bulletins/2013/2013- 02.html); and NARA Bulletin 2010-05 September 08, 2010 (http://www.archives.gov/records-mgmt/bulletins/2010/2010-05.html), Guidance on Managing Records in Cloud Computing Environments.

Managing the records includes, maintaining records to retain functionality and integrity throughout the records' full lifecycle including: (1) maintenance of links between records and metadata, and (2) categorization of records to manage retention and disposal, either through transfer of permanent records to NARA or deletion of temporary records in accordance with NARA-approved retention schedules.

Task 1.3 - Records Management Training

The Contractor (and/or subcontractor) shall:

• Ensure that all employees having access to (1) Federal information or a

Federal information system, or (2) personally identifiable information (PII), complete the HHS Records Management Training before performing work under this contract, and thereafter completing the annual refresher training during the life of the contract. The training is located at https://humancapital.learning.hhs.gov/courses/2022recordsmanagement/ 01_index.html. At the end of the Records Management training, please send the "Certificate of Completion" to the Contracting Officer Representative (COR) of the contract. The listing of completed training shall be included in the http://www.ecfr.gov/cgi-bin/text-idx?rgn=div5&node=36:3.0.10.2.25 https://www.archives.gov/records-mgmt/bulletins/2013/2013-02.html https://www.archives.gov/records-mgmt/bulletins/2013/2013-02.html http://www.archives.gov/records-mgmt/bulletins/2010/2010-05.html https://humancapital.learning.hhs.gov/courses/2022recordsmanagement/01_index.html https://humancapital.learning.hhs.gov/courses/2022recordsmanagement/01_index.html first progress report. Any revisions to this listing as a result of staffing changes shall be submitted with next required progress report.

Task 2.0 Kick-off Meeting

• Conduct an initial meeting with the contracting officer’s representative (COR) and other DRO staff to discuss the expectations of the contract, timelines for each task, and other administrative arrangements, within 10 days of contract award

Task 2.1 Project Management Plan

• Develop a project management plan and staffing component. The project management plan shall outline how the Project Manager shall oversee the contract activities and outline the critical staff members and any subcontractors. The project management plan shall include a transition plan that describes how the contractor shall work with the incumbent contractor upon the start of the contract and how the contractor shall address tasks associated to ensure a smooth continuity of operations, within 5 days of contract award.

Task 3.0 Reporting Requirements

Task 3.1 Monthly Progress Reports

• Submit monthly progress reports after each month is completed in MS Word to the COR. The report shall include a description of work performed, services provided to the scholars & S2S participants, budgetary updates, and any follow-up issues that were pertinent to the previous month’s activities, on the 5th of each month. The monthly reports also shall capture project statistics:

• Number of scholars & S2S participants by placement year

• Number of scholars & S2S participants who have used site visit funds per placement year

• Percentage of scholars & S2S participants who have used site visit funds per placement year

• Number of scholars & S2S participants who have used relocation funds within and outside of the U.S. for household moves per placement year

• Percentage of scholars & S2S participants who have used relocation funds within and outside of the U.S. for household moves per placement year

• Number of scholars & S2S participants who have used advance storage per placement year

• Percentage of scholars and S2S participants who have used advance storage per placement year

• Total monthly site visit funds spent during a given placement year

• Total monthly relocation funds spent for moves within the U.S. during a given placement year

• Total monthly relocation funds spent for moves outside of the U.S. during a given placement year

• Total monthly advance storage funds spent during a given placement year

• Average funds spent on site visits per scholar and S2S participants per placement year

• Average cost of a relocation within the U.S. per placement year

• Average cost of a relocation outside of the U.S. per placement year

Task 3.2 Progress Meetings

• Prepare agendas and email the agenda to all participants at least one full business day prior to the call.

• Along with the Project Manager and all contracting staff supporting this contract, meet on a biweekly basis virtually after the effective date of contract (EDOC) with the COR and other DRO program staff to discuss the progress and issues or potential issues concerning the project.

• Within a day after the meeting, prepare meeting minutes, highlighting key discussions points and action items. The minutes must be sent to all meeting participants via email.

Task 3.3 Project Evaluation/Lessons Learned

• provide an objective evaluation of the project’s progress and challenges, 5 days prior of closing a contract year. This evaluation shall incorporate lessons learned and strategies for improvement.

• provide an updated assessment of the monthly project statistics found in Task 2.1 to demonstrate year-end efforts:

o Total yearly site visit funds spent during a given placement year o Total yearly relocation funds spent for moves within the U.S.

during a given placement year o Total yearly relocation funds spent for moves outside of the U.S.

during a given placement year o Total yearly advance storage funds spent during a given placement year o Average funds spent on site visits per scholar and S2S participants per placement year o Average cost of a relocation within the U.S. per placement year o Average cost of a relocation outside of the U.S. per placement year

The evaluation shall be sent to the COR for review.

Task 3.4 Ad Hoc Meetings

• For urgent travel or relocation scheduling issues, require an immediate virtual meeting/teleconference by the Project Manager or designee.

Agenda preparation will not be required for these meetings, however a follow-up email covering the discussion and any decisions made shall be provided to all participants within two (2) business days following the meeting. The projected number of ad-hoc meetings per year will not exceed twelve (12).

Task 3.5 Ad Hoc Reports

• Submit ad hoc reports to the COR upon request within one business day.

• Provide reports based on site visit travel, advance storage, and/or relocations for individual participant usage, HHS regional usage, and the costs expended for a given date range. The reports shall account for the number of program participants by states within HHS regions and the costs associated for each expenditure type (site visit travel, relocation, advance storage. The projected number of ad-hoc report requests will not exceed eighteen (18) each year.

Task 4.0 Tracking and Data Collection

• Securely collect, maintain, track, and report on participant allotments, travel requests, relocation requests, and reimbursements.

• Maintain a reliable data collection database that will support travel coordination and logistic planning for scholars & S2S participants. The database shall be completed within 30 business days post contract award.

• Adhere to Federal Travel Regulations (FTR) https://www.gsa.gov/travel-resources ,the NHSC Scholar Travel https://nhsc.hrsa.gov/scholarships/requirements-compliance/jobs-and-site-search/interview-travel and Scholar Relocation https://nhsc.hrsa.gov/scholarships/requirements-compliance/jobs-and-site-search/finalize-job-offer-and-relocate, guidance, and S2S Travel, https://nhsc.hrsa.gov/loan-repayment/s2s/service-requirements/jobs-and-site-search/interview-travel, and S2S Relocation, https://nhsc.hrsa.gov/loan-repayment/s2s/service-requirements/jobs-and-site-search/finalize-job-offer-and-relocate, guidance. All programmatic data will be the property of the Government and the Government reserves the right to access and receive programmatic data upon request at the end of each month.

Task 4.1 Scholar and S2S Class Tracking

At the beginning of each contract year, the COR will provide the contractor with a list of program participants who are eligible to use the site visit and relocation benefit. The list will include the program participants’ contact information. The contact information may change throughout the year and the contractor shall continuously monitor and update the program participants’ contact information.

The Contractor shall:

• Report to the COR and designated DRO staff if there are any non-responsive participants and verify the accuracy of program participants’ information. The contractor shall use this list to create a tracking database to be used to track Scholar and S2S allotments and usage.

Task 4.2 Obtaining Additional Scholar & S2S Participant Information

• Use the existing Scholar and S2S Travel Request Form (Attachment 2) that has been cleared by the Office of Management and Budget (OMB) for gathering additional participant information needed to arrange travel and/or relocation logistics.

Task 5.0 Manage Travel Arrangements, Relocation, and Advance Storage Logistics

• Directly assist scholars and S2S program participants with arranging all site visits, relocation, and/or advance storage logistics.

Task 5.1 Site Visits https://www.gsa.gov/travel-resources https://www.gsa.gov/travel-resources https://nhsc.hrsa.gov/scholarships/requirements-compliance/jobs-and-site-search/interview-travel https://nhsc.hrsa.gov/scholarships/requirements-compliance/jobs-and-site-search/interview-travel https://nhsc.hrsa.gov/scholarships/requirements-compliance/jobs-and-site-search/interview-travel https://nhsc.hrsa.gov/scholarships/requirements-compliance/jobs-and-site-search/finalize-job-offer-and-relocate https://nhsc.hrsa.gov/scholarships/requirements-compliance/jobs-and-site-search/finalize-job-offer-and-relocate https://nhsc.hrsa.gov/scholarships/requirements-compliance/jobs-and-site-search/finalize-job-offer-and-relocate https://nhsc.hrsa.gov/loan-repayment/s2s/service-requirements/jobs-and-site-search/interview-travel https://nhsc.hrsa.gov/loan-repayment/s2s/service-requirements/jobs-and-site-search/finalize-job-offer-and-relocate https://nhsc.hrsa.gov/loan-repayment/s2s/service-requirements/jobs-and-site-search/finalize-job-offer-and-relocate https://nhsc.hrsa.gov/loan-repayment/s2s/service-requirements/jobs-and-site-search/finalize-job-offer-and-relocate https://sharepoint.hrsa.gov/sites/BHW/DPSD/frns-regs/Federal%20Register%20Notices/NHSC%20Travel%20Request%20Worksheet%20FRN/NHSC%20Travel%20Reqest%20Worksheet%202021%20OMB%20Package/Final%20OMB%20Approval%20Notification%20and%20Forms/NHSC%20Travel%20Request%20Worksheet%20Form_Final.docx

The contractor will receive a notice of approval electronically via email from the HRSA/BHW Management Information System Solution (BMISS).

The Contractor shall:

• Contact the program participant within one (1) business day after the contractor receives the notice of approval and

• 1) conduct a travel consultation virtual meeting/teleconference with the program participant to educate on the site visit process; 2) arrange and manage booking airfare and hotel per the FTR (see link above, task 4.0);

3) monitor and track the program participant’s expenditures against the travel allotment upon receiving the site visit notice of approval from BMISS; and 4) use Federal per diem rates for lodging, meals, and incidentals based on the site visit location.

Program participants shall be allotted up to a total of $1,200 to conduct site visits and interviews to potential employment sites. The standard site visit request for approval is 3 days/2 nights, but participants may request an extension for additional nights if they will be interviewing with more than one NHSC approved site. The costs covered by the NHSC for a standard site visit are roundtrip airfare, two nights of hotel lodging, and three days of meals and incidentals.

Task 5.1.1 Itinerary

• Issue a travel itinerary to the program participant within one business day after completing a participant’s site visit. This travel itinerary shall include flight and hotel information.

• Send the program participant a travel itinerary in a pdf format via email.

Task 5.1.2 Family Member Travel

• Arrange air travel for one family member to attend one site visit with the program participant. As part of the site visit request, an approval for family member travel will be included in the BMISS approval email. A family member shall receive an allotment up to $1,200 to cover the cost of airfare and per diem for food and incidentals. The family member shall share double occupancy lodging with the program participant and shall not be provided separate accommodations.

• Use the Federal per diem rates based on the site visit location.

Task 5.1.3 Rental Car

• Secure a rental car for the program participant for site visits that are more than 50 miles from the participant’s place of residence.

Rental car authorization will be included in the BMISS approval email and determined on a case-by-case basis. Rental car costs are paid from the participant’s site visit allotment of up to $1,200.

Task 5.2 Relocation (Government-managed and Self-move)

• Contact the program participant within one (1) business day after receiving the notice of relocation approval via email from BMISS.

• Schedule a travel consultation with the program participant to educate on the relocation process.

• For government-managed (Federal funded) moves, directly assist the program participant in securing a moving company and arranging logistics for their relocation per FTR (see link above, task 4.0) and program guidance.

• For self-moves, guide the program participants and instruct on how to select a moving company to ensure compliance with expense reimbursement.

Program participants are allotted up to $10,000 for a one-time move/relocation.

Participants are limited to only one pick up and drop off location. Transportation of up to 18,000 pounds of household items from the program participant’s residence to the service commitment location.

Program participants, who are moving outside of the contiguous U.S. in one of the U.S. Territories, Alaska or Hawaii, are allotted up to $25,000 for these types of relocation.

The Contractor shall:

• Identify fully licensed, bonded, and insured movers and obtain three quotes for moving services and follow all FTR and program guidelines when providing relocation logistics for program participants.

• Secure quotes and select a moving company within 10 business of relocation approval.

Task 5.2.1 Key Logistics

The Contractor shall, within two (2) business days of securing a moving company:

• provide all pertinent details to the program participant, including the time and date the movers will arrive, the scheduled delivery date of household items, and contact information for the company and crew who will be conducting the move.

• Provide the key logistics in a pdf format and email the document to the program participant.

Task 5.3 Advance Storage

• Receive a notice of advanced storage approval via email from the BMISS upon approval.

• Contact the program participant within one (1) business day after the contractor receives the notice of approval.

• Secure advanced storage for up to 90 days. Any associated costs for storage will be deducted from the program participant’s relocation allotment.

Task 6.0 Reimburse Scholar/S2S Participant for Eligible Expenses

• Reimburse the program participant for eligible expenses (airfare, meals and incidentals, lodging, mileage, parking, and car rental) incurred during the site visit or relocation process. Expenses submitted for reimbursement shall be eligible as indicated for Scholar Travel, Scholar Relocation, S2S Travel, and S2S Relocation and in compliance with FTR (see links above, task 4.0).

• Develop forms and processes for the program participant to submit reimbursement requests.

• Pay reimbursements directly to the program participant no later than 30 days after receipt of proper documentation.

Task 6.1 Creation and Maintenance of Reimbursement Form https://nhsc.hrsa.gov/scholarships/requirements-compliance/jobs-and-site-search/interview-travel https://nhsc.hrsa.gov/scholarships/requirements-compliance/jobs-and-site-search/finalize-job-offer-and-relocate https://nhsc.hrsa.gov/scholarships/requirements-compliance/jobs-and-site-search/finalize-job-offer-and-relocate https://nhsc.hrsa.gov/loan-repayment/s2s/service-requirements/jobs-and-site-search/interview-travel https://nhsc.hrsa.gov/loan-repayment/s2s/service-requirements/jobs-and-site-search/finalize-job-offer-and-relocate

• Create a draft reimbursement form to be reviewed by the COR within 30 days of the effective date of contract and submit to COR via email in MS Word.

• Provide feedback or edits within seven (7) business days of receipt.

• Upon receipt of feedback/edits to the form, develop the final reimbursement form to be used by the program participant within five

(5) business days. The form shall be available electronically and/or in a fillable pdf format.

The form shall be reviewed annually by the contractor to determine if any updates are required.

• If updates are needed, provide an updated form for the COR to review and approve.

• Provide feedback within seven (7) business days of receipt.

• Upon approval, publish the revised form within five (5) business days.

Task 7 Use of Plain Language Guidelines and Other Government Laws and Regulations for all Products

1. Follow the federal Plain Language Guidelines when developing products. The Plain Language Act of 2010 requires federal agencies to create communications that are clear and understandable to the public.

2. Produce content that follows federal plain language guidelines. All text content must aim for a Flesch-Kinkaid Reading Ease score of at least 60. HRSA’s Office of Communications’ liaisons use Readable to review, update, and score content.

Contractor shall work with the COR and program communications liaisons and use Readable to review, score and enhance the content.

3. Use PlainLanguage.gov’s Checklist for Plain Language and HHS’s Plain Writing

Checklist as guidelines.

4. Ensure that all materials adhere to federal copyright laws including the citation of sources in endnotes or footnotes; obtaining written permission to reproduce, reprint, or adapt existing materials used in the creation of materials under this contract; and including credits for images, which include photographs, pictures, illustrations, tables, charts, figures, and graphs.

5. Ensure that all materials adhere to the Government Printing and Binding

Regulations, including the prohibition on commercial advertising which says, “No Government publication or other Government printed matter, prepared or produced with either appropriated or non-appropriated funds or identified with an activity of the Government, shall contain any advertisement inserted by or for any private individual, firm, or corporation; or contain material which implies in any manner that the Government endorses or favors any specific commercial product, commodity, or service.” -- (Title III--General Provisions, 13. Advertisements, Commercial.)

6. Ensure that all materials do not contain any non-federal logos (since logos are a form of institutional advertising); that materials do not contain contact information for non-federal organizations, except the website address for informational purposes;

and that all materials do not contain any contact information for individuals.

7. Ensure that all materials do not contain the name of the contractor or subcontractors since this is also a form of advertising.

8. Ensure that all materials adhere to the prohibition against referring to lobbying in materials produced with appropriated funds. The prohibition against lobbying also includes grassroots lobbying, which is advocating for a change in legislation at the federal, state, or community level.

Task 8 HHS Policy for Information Technology Procurements - Security and Privacy Language

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 B for baseline deliverables.

a. 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.

b. Contractor Non-Disclosure Agreement (NDA). Each Contractor (and/or any subcontractor) employee having access to non-public government information under this contract must complete the HRSA non-disclosure agreement.

Contractors (and/or subcontractors) must submit a copy of each signed and witnessed NDA to the Contracting Officer (CO) and/or CO Representative (COR) prior to performing any work under this acquisition.

2. Incident Response http://csrc.nist.gov/publications/

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 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;

mailto:hrsacsirt@hrsa.gov mailto:hrsacsirt@hrsa.gov

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

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.

e. 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.

f. The Contractor (and/or any subcontractor) must perform and document the actions identified in the HRSA Clearance Form for Separating Employees and Contractors (Form-419) when an employee terminates work under this contract within 14 days of the employee's exit from the contract. All documentation must be available to the CO and/or COR upon request.

Optional Tasks - IT Security

Frequently, the technology to be deployed and data to be collected to meet the statement of work change throughout the period of performance. The following Optional tasks may be exercised during the Base and Option Periods of the contract.

Optional Task 1 - Procurements Requiring Information Security and/or Physical Access Security

Safeguarding Information and Information Systems.

Categorize all information owned and/or collected/managed on behalf of HHS/HRSA and information systems that store, process, and/or transmit HHS information 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. Based on information provided by the ISSO, CISO, HRSA Senior Official for Privacy (SOP), or other representative, the impact level for each Security Objective (Confidentiality, Integrity, and Availability) and the Overall Impact Level, which is the highest watermark of the three factors of the information or information system are the following:

Confidentiality: [X] Low [ ] Moderate [ ] High Integrity: [X] Low [ ] Moderate [ ] High Availability: [X] Low [ ] Moderate [ ] High Overall Impact Level: [X] Low [ ] Moderate [ ] High

Based on the agreed-upon level of impact, implement the necessary safeguards to protect all information systems and information collected and/or managed on behalf of HHS/HRSA regardless of location or purpose.

To ensure that the public's personal information is protected in a manner commensurate with the privacy risks, HHS uses a privacy analysis process to assess the risks associated with HHS's collection and maintenance of PII and to ensure information is handled in accordance with applicable legal, regulatory, and policy requirements.

http://csrc.nist.gov/publications/nistpubs/800-60-rev1/SP800-60_Vol2-Rev1.pdf http://csrc.nist.gov/publications/nistpubs/800-60-rev1/SP800-60_Vol2-Rev1.pdf

PTAs analyze how information is handled in IT systems and electronic information collections and determines if the IT system or electronic information collection collects, disseminates, maintains, or disposes of PII. PIAs are used to assess the privacy risks of IT systems and electronic information collections that collect, disseminate, maintain, or dispose of PII about members of the public. PIAs also provide transparency into how HHS collects, disseminates, maintains, or disposes of the public's PII.

The Contractor must support the agency with conducting a Privacy Threshold Analysis (PTA) for the information system and/or information handled under this contract to determine whether or not PII is collected, disseminated, maintained, or disposed as part of the contract. The PTA will determine if a full Privacy Impact Assessment (PIA) needs to be completed.

• If the results of the PTA show that a full PIA is needed, the Contractor must support the agency with completing a PIA for the system or information within 60 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.

• The Contractor must support the agency 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.

Internet Protocol Version 6 (IPv6).

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

Information and Communications Technology (ICT).

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

Government Websites.

All new and existing public-facing government websites must be securely configured with Hypertext Transfer Protocol Secure (HTTPS) using the most recent version of Transport Layer Security (TLS). In addition, HTTPS must enable HTTP Strict Transport

Security (HSTS) to instruct compliant browsers to 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, HTTPS is not required, but it is highly recommended. Consult the HHS Policy for Internet and Email Security for additional information.

Training Requirements

Mandatory Training for All Contractor Staff. All Contractor (and/or any subcontractor) employees assigned to work on this contract and have access to HRSA’s network must complete the applicable HHS/HRSA Cybersecurity Awareness Training training (provided upon contract award) before performing any work under this contract. Thereafter, the employees must complete HHS/HRSA Cybersecurity Awareness Training at least annually, during the life of this contract. All provided training must be compliant with HHS training policies.

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 for IT Admin 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.

Training Records. The Contractor (and/or any subcontractor) must maintain training records for all its employees working under this contract in accordance with HHS policy.

A copy of the training records must be provided to the CO and/or COR within 30 days after contract award and annually thereafter or upon request.

Rules of Behavior

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 (included in the HHS/HRSA Cybersecurity Awareness Training), and any applicable system-level rules of behavior.

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 HHS/HRSA Cybersecurity Awareness Training. If the training is provided by the contractor, the signed ROB must be provided as a separate deliverable to the CO and/or COR per defined timelines above.

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:

Homeland Security Presidential Directive (HSPD)-12

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

Roster

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