FInal FERN CCM Portal CAP Anouncement for Grants-gov 2023.doc

FY 24-28 FSIS FERN Cooperative Agreement to support the FERN

Communication, Collaboration and Management (CCM) Portal

Confidentiality Notice:

This communication is considered sensitive and privileged and is not to be shared with unauthorized parties. Any dissemination of the enclosed information, including the matrices being analyzed and the agents under consideration, is strictly prohibited.

Section I: Funding Opportunity Description

The Food Emergency Response Network (FERN) comprises federal, state, and local government regulatory laboratories with varying capacities to perform food defense and emergency response testing. The Contaminants and Threat Agents team of the Laboratory Quality Assurance, Response and Coordination Staff in USDA’s Food Safety and Inspection Service (FSIS) manages a cooperative agreement program to fund external partners and projects supporting FERN. The Contaminants and Threat Agents team is seeking to award a cooperative agreement for providing and maintaining, in its current active state, a secure online Information Sharing Exchange (ISE) software solution called the FERN communication, collaboration and management (CCM) portal. The infrastructure supporting the FERN customized portal is named “CoreSHIELD”. The CoreSHIELD platform provides the information technology architecture underlying a suite of web-based portals and applications. This tool provides the FERN with capability, capacity, and readiness data for the network member laboratories. The data housed in this system is not captured in any other system and is the only tool available to FERN to determine national capacity and capability for laboratory testing needed to respond to a foodborne emergency.

The FERN Portal provides for: (1) training event registration and historical tracking of attendees; (2) secure video and webinar capability available to multi-agency participants; (3) proficiency test event registration and historical tracking of participants; (4) public webpage maintenance and enhancement; (5) FERN Storeroom online, secure ordering and inventory maintenance; (6) capability and capacity information for all current FERN lab members; (7) activation management and results data entry database for all members during exercise and actual activation events; (8) a FERN documents repository, including housing all FERN methods, operational SOP’s and other network documents, complete with search functionality for all capabilities of network members; (9) FERN Calendar of events automatically populated from each network event scheduled within the website functional arena, (10) document management including real time collaborative editing, approval workflows and digital signatures, (11) large and sensitive file sharing with risk mitigation and activity auditing, (12) 24 hour helpdesk assistance and online management of user accounts. Each module, 1-12, is organized with data output/reporting in the format and manner specified by FERN.

Section II: Award Information

Anticipated number of awards: 1 Expected individual award: up to $260,000.

Anticipated Start Date: September 30, 2023 Period of Performance: One year award, renewable for up to 5 years total depending on availability of funds Award type: Cooperative Agreement Section III: Eligibility Information

1. Eligible Applicants – Public and State controlled institutions of higher education and National Associations/Organizations whose purpose is to represent and support State food regulatory programs are eligible to apply for this funding opportunity. Award recipient is to already have an established relationship with the CoreSHIELD technology owner, Datastream Connexions, to ensure continuity of database operations.

2. Cost Sharing or Matching – Not required.

Section IV: Application and Submission Information

Projects listed in the initial proposals are tentative and are subject to review and modification. Specific recommendations for modifying projects to meet FERN needs and requirements will be accomplished on an on-going basis throughout the award year.

The following must be submitted:

1) Detailed Proposal The entity awarded this cooperative agreement is to administer funding to the CoreSHIELD technology owner (provider) who will perform all changes needed to update, enhance and maintain the FERN CCM Portal operating within the CoreSHIELD platform. The award recipient is therefore responsible for the administration of the award and subcontracting funds to Datastream Connexions. The following processes are to be addressed:

The Award recipient should describe the processes and personnel that will be involved in successful management of the cooperative agreement. The activities that should be addressed include, but may not be limited to, the following.

1. Responsible for ensuring completion of projects by provider.

As described, the provider, will work towards completion of the items listed below. The award recipient is to monitor progress and keep track of milestones and roadblocks for individual projects.

2. Track expenses.

The award recipient will accept and distribute cooperative agreement funds from FSIS to the provider. The award recipient will be responsible for monitoring expenses and following Administrative Requirements and Cost Principles as described in 2 CFR 200.

3. Submit quarterly progress and financial reports.

The award recipient will submit quarterly project reports on the status of projects identified in the cooperative agreement. The award recipient will use the quarterly report template supplied by FSIS. The award recipient will also submit quarterly financial reports, SF425, and use the U.S. Department of Health and Human Services Payment Management System (PMS) to drawdown funds.

4. Participate in monthly calls with a project officer.

The award recipient will participate in monthly calls with an FSIS Project Officer and the provider to discuss status of projects, need for changes, budget issues, planning for future projects, and other processes related to cooperative agreement administration. When necessary, the award recipient will make requests for prior approval for budget or project changes from FSIS in writing.

5. Budget Narrative The award recipient will provide a budget narrative or breakdown that shows how the funds will be distributed between the award recipient and provider. The budget breakdown will show costs of individual personnel, indirect costs, and other allowable costs to the award recipient. A separate budget should be supplied that includes a detailed budget and justification that can be directly associated with a specific portal maintenance or development project. Since this award is eligible for non-competitive renewal for up to 5 years total, a budget justification and projected costs increases of 5 years is to be included. This award limits indirect costs to 10% of the total award.

The award recipient will be responsible for overseeing the provider and their progress related the following specific areas of maintenance and development.

Lab Management

Describe complete development of maintaining a FERN member laboratory in the CCM portal from managing the application process to join FERN to closing out a member’s participation in FERN. It will also include adjustments made to the membership or participation level of each laboratory for any network sponsored event and identify and maintain any additions/modifications to LabDIR (laboratory readiness/profile database) as requested by FERN. The technology owner will document functionality of the lab management process to keep FERN Admin and FERN users informed.

Activation Management Provide online forms to members participating in food emergency response activations. Provide capability to update electronic event Situation Reports as specified by FERN, capturing results from exercises and activation events for all participants in a secure, online, searchable format using FERN specified output parameters. Maintain and update this functionality as requested by FERN.

Provide mechanism for sharing activation results data with PHIS and other USDA regulatory systems as specified. Maintain and update this functionality as requested by FERN. The technology owner will document functionality of the lab management process to keep FERN Admin and FERN users informed.

Super Query and other LabDIR reports Maintain the ability to search Ad Hoc using both “and” and “or” functionality. Document functionality of the Super Query and other LabDIR reports processes so FERN Admin and FERN users stay informed. Maintain current function and update as requested by FERN. The technology owner will document functionality of the lab management process to keep FERN Admin and FERN users informed.

Real Time Communication Generate customized workgroups that are region based and customize lab contact types to include in communications for all modules/workgroups.

Provide data sharing with Integrated Consortium of Laboratory Networks (ICLN) for activations and exercises.

Track portal event invitations and attendance. Provide access to archived event recordings and videos.

Expand current usage and availability of “In the box” style distance training events, with the ability to video record and share training steps as well as storage of pre-recorded videos within the training module itself.

Provide users with the ability to schedule online meetings in a FedRAMP moderate environment. Meeting capabilities must include an audio line and ability to record proceedings. Recordings are to be converted to appropriate audio or video files for archiving or training. Provide online and live webinar training for presenters and hosts.

Maintain and update these functionalities as requested by FERN. Document functionality of the activation management process so FERN Admin and FERN users stay informed.

Proficiency Testing System Maintain integrated tracking technology for Proficiency Testing (PT) system. Add the choice to label an event either a PT or a Challenge test with appropriate distinctions between the two choices.

i. Utilize major carriers for tracking sample delivery.

ii. Provide aggregate tracking of delivery information.

iii. Handle exceptions through automated notices to Proficiency Test manager.

Maintain and update PT functionality as requested by FERN. The technology owner will document functionality of the lab management process to keep FERN Admin and FERN users informed.

Training Module Upgrades Update the management and user interface as directed by FERN. The technology owner will document functionality of the lab management process to keep FERN Admin and FERN users informed.

FERN Document Repository Provide official document storage space in LabDIR for FERN methods and other Network operating procedures and documents. Develop a searchable database for all capabilities contained within LabDIR, to include analytical methods. Allow for method database managers to update documents and archive old document versions. The technology owner will document functionality of the lab management process to keep FERN Admin and FERN users informed.

FERN Calendar Provide multi- function modular relational calendar to host FERN and other related calendar of events. Maintain and update calendar module as requested by FERN. The technology owner will document functionality of the lab management process to keep FERN Admin and FERN users informed.

Threat Agent Database Host contaminants and threat agent database, provide access to FERN members, and update and maintain database functionality as directed by FERN.

Specific development projects for FY24 Data Entry

Improve data entry functions to allow for searching results by definitive time stamp. Current search does not accurately depict data in a defined time period, i.e., what data has been updated between Date A and Date B. The search must capture all data entered within the defined timeframe.

Lab Wide Verification Ping

Update “ping” functions, to include: (a) identifying inactive labs at the time of the annual verification ping; (b) capturing how long a member has been inactive; (c) sending automated emails after the initial ping (FERN is to define frequency and text to be used in the follow up pings).

Lab Wide General Ping/Survey/Zoom Tool Add the ability to place a deadline on a ping or survey, resulting in them being archived/inactive. This would entail building the ability to archive within the ping function.

System Wide Documentation For all Modules: define in writing all administrative functionalities, including what the impact of the function is and who is to be notified in each situation (lab contacts, primary, secondary, discipline).

Interactive User Guides

Provide Live “how to” or help functions, to be made available in each FERN CCM Module Radiochemistry Equipment

Revise radiochemistry equipment section using input from the Radiochemistry Workgroup.

Online Onboarding/capability removal or addition

Automate the system to include dates, for each discipline, when a new lab is added or removed from FERN. This will include all addition or removal or capabilities, new lab approvals and lab closures.

Proficiency Test (PT) Creation Process – Normalize between disciplines.

The PT creation process is to be modified to accommodate each discipline (chemistry, microbiology, and radiochemistry) in the same manner. The current system uses different creation paths, depending on the discipline chosen when setting up a new PT, which produces slightly different outcomes.

Semi Automation of User Onboarding Function Automate the system to notify the account applicant supervisor to review and approve new account requests. When a user onboarding request is received, the current workflow is for the DSCXN staffed helpdesk to manually contact the lab to make sure the user request is legitimate, and the user should be allowed an account and access to the LabDIR.

The system should send the email asking for the account request approval directly to the supervisory contacts within the lab, replacing the helpdesk manual contact. If no response is received after a certain amount of time, the system will send another request. If not response the second time, the helpdesk personnel will manually intervene.

Threat Agents Database Host contaminants and threat agents database, provide access to FERN members and update and maintain the database functionality as directed by FERN.

2) Completed form SF-424 (Application for Federal Assistance)

3) Completed form SF-424A (Budget Information), including a list of line items.

4) CV and contact information for all dedicated personnel serving the program (limit 2 pages/person).

5) SF LLL – Disclosure of Lobbying Activities

6) GG-Lobbying Certification

7) SF 424B – Assurances – Non-Construction Programs

Proposal Submission Deadline: In order to meet Agency deadlines, the FSIS FERN National Program Office (NPO) and the FSIS Administrative Services Division (ASD) must have all requested material completed and submitted no later than May 15th, 2023.

Submit electronic copies of your proposals (including the narrative, the project description, SF-424 “Application for Federal Assistance”, SF-424A “Budget Information”, and contact/CV information for dedicated personnel) to all of the following:

Jeanetta Tankson (Jeanetta.tankson@usda.gov )

Marcus Head, ( Marcus.head@usda.gov )

Robert Phillips, robert.phillips@usda.gov Kevin Vought ( kevin.vought@usda.gov ) FSIS FERN NPO (FSISFERNheadquarters@usda.gov ) Section V: Application Review Information

Criteria - Proposals should be clearly written and address all areas listed in the announcement. Each portion of the submitted proposal will be evaluated individually on its merits, as well as collectively among all other proposals submitted. All proposals will be required to specifically identify their appropriate list of deliverables with consideration towards the following:

Review and Selection Process

a. Technical review panel members individually review and score applications based on the strengths and weaknesses of the proposal.

b. Panel members meet to discuss their evaluations and individual scores. Consensus strengths and weaknesses are determined, and consensus scores are reached for each application.

c. Final panel scores are forwarded to selection official for ranking and selection.

d. Applications will be ranked using panel scores in combination with the following non-merit criteria:

· Past performance (if applicable)

· The ability of the selected entity to provide a seamless transition and access to FERN member laboratory profiles and accumulated data generated and held in the existing databases.

· The selected entity is to ensure that the FERN National Program Office staff, FERN Regional Coordinators, and FERN member laboratory members maintain access to existing data at the beginning of the award period.

Scores and recommendations by the technical review panel are only advisory and considered as part of the evaluation process.

Section VI: Award Administration Information

1. Award Notices – The successful applicant will receive an award notification letter from an FSIS FERN National Program Office representative indicating the award amount, requested modifications to the proposal (if any), and instructions for completing and submitting a final proposal and supporting documents. The letter is a non-binding notice of selection and does not authorize you to begin performance of the award or bind the Federal government in any way. An official and binding notice of award signed by a representative of FSIS’ Administrative Services Division will be provided following receipt of the final proposal and supporting documents.

2. Reporting – Performance reports are to be submitted electronically 30 days after the end of each quarter (due dates January 30, 2024; April 30, 2024; July 30, 2024; Oct. 30, 2024). Financial status forms (SF-425) are to be submitted on a quarterly basis (January 30, 2024, April 30, 2024, July 30, 2024, and Oct 30, 2024). Financial reports will be reported electronically through the Payment Management System (PMS). Additionally, a final performance and financial report is required within 90 days of the end of the award period (no later than December 30th, 2024). The award period will run from approximately September 30, 2023 to September 29, 2024.

Section VII: Agency Contacts For further information or assistance concerning this funding opportunity please contact one of the following:

Jeanetta Tankson, Ph.D.

Interdisciplinary Team Lead LQARCS, Contaminants and Threat Agents Staff

Russell Research Center

950 College Station Road

Athens, GA 30605-2720

Phone number: 706-713-5171

E-mail: jeanetta.tankson@usda.gov Kevin Vought

Senior Staff Officer, Central Region

LQARCS, Contaminants and Threat Agents Staff FERN NPO Staff 601 Robert Street North

St. Paul, MN 55155

PH: 706-713-5875

kevin.vought@usda.gov Dr. Robert Phillips Senior Staff Officer, Pacific Region

LQARCS, Contaminants and Threat Agents Staff FERN NPO Staff

Russell Research Center 950 College Station Road

Athens, GA 30605

PH:

706-713-5183

FAX:

706-546-3656 Robert.phillips@usda.gov Dr. Marcus Head

Senior Staff Officer, Northeast, Southwest Regions LQARCS, Contaminants and Threat Agents Staff FERN NPO Staff

Russell Research Center 950 College Station Road

Athens, GA 30605

PH:

706-716-5175

FAX:

706-546-3656

Marcus.head@usda.gov

Section VIII: Other Information

Indirect costs maximum of 10% of total award Construction costs are not allowable.

Additional FERN Portal System Requirements

A: FERN CCM Portal Application Requirements

FERN has multiple custom applications built to serve FERN network labs and management. These applications are built on ColdFusion 2018 Enterprise and AWS services operating on GovCloud infrastructure. Documentation and implementation of federal security mandates is to align with the FedRAMP moderate level.

LabDIR (Laboratory Directory of Integrated Resources) serves to manage labs and their capabilities reporting across the network. Additional FERN applications serve in companion to LabDIR such a Proficiency Testing management, National Conference Management, Network Activations and Incident Response, Supplies Storeroom, and Training Management.

LabDIR and FERN network applications are dependent upon a centralized collaboration portal and a Common Organizational Registry Environment for authentication and authorization. Security must be fully integrated to provide seamless movement of users between applications like LabDIR and the collaboration portal, including one click access into web meeting spaces.

Foundation collaboration system will require:

· Dynamic workgroups with custom teams, role assignment and security sandbox capabilities.

· Document repositories with document encryption, Real time word document editing, approval workflows, digital signatures, file annotation and collaboration, file conversion, audit trails and versioning.

· PDF editing and form creation

· Online spreadsheet creation or import for online editing.

· Online diagramming with Visio Export

· Rapid distance communication capabilities.

· Large Secure File Share for external users with risk mitigation

· Pre-recorded training embedded for users.

· Video galleries with automatic format conversion to streaming formats.

· Photo galleries with online editing capabilities

· Incident/Activation management support capabilities

· Integrated knowledgebase and live support capabilities

· Rapid dynamic data gathering and survey tools.

· Network-wide alerting via SMS, email, text-to-audio calls with full reporting and response capabilities

· Integrated web meeting spaces available to users of FERN network applications. The web meeting system should be able to handle up to 500 concurrent users for coordination and communication during an event. The meeting system must operate in a FedRAMP environment.

· Both training and web meetings systems should not require plugins for attendance and be available for access from all major operating systems.

B: System Requirements

Cloud-based infrastructure with geographical separation in FedRAMP AWS GovCloud US Government-only datacenters. The system should have the following characteristics:

· The infrastructure allows for distributed secure data management and reliable failover.

· Automatic scaling and load balancing capabilities to handle surge load capacity during incidents or other heavy loads.

· Uploaded file content is stored with reliability to 99.99999999%, with full versioning and backup histories.

· Encrypted backups of critical data are available for further recovery efforts in case of disaster via data corruption or other activity.

· Security must include DDOS attack prevention and other network level mitigations of anomalous traffic, including use of machine learning to alert on suspicious behaviors.

· Application security includes centralized monitoring and response to web application-level attacks.

Attachments:

· SF-424 “Application for Federal Assistance”

· SF-424A “Budget Information”

· SF-424B “Assurances – Non-Construction Programs

· SFLLL Disclosure of Lobbying Activities (if required)

· GG Lobbying Form Certification Regarding Lobbying