Amendment 2 RFP NDMS.pdf

OMB Approval 2700-0042

1. CONTRACT ID CODE PAGE OF PAGES

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT N/A

2. AMENDMENT/MODIFICATION NO. 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQ. NO. 5. PROJECT NO. (If applicable)

6. ISSUED BY CODE 7. ADMINISTERED BY (If other than Item 6)

CODE

ASPR-BARDA

200 Independence Ave., SW Room 640-G Washington DC 20201

ASPR-BARDA

200 Independence Ave., SW Room 640-G

8. NAME AND ADDRESS OF CONTRACTOR (No. Street, County, State and ZIP: Code) () 9A. AMENDMENT OF SOLICITATION NO.

IDIQ11012

9B. DATED (SEE ITEM 11)

March 9, 2012

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

CODE FACILITY CODE

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended, is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing Items 8 and 15, and returning one (1) copy of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or

(c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATA SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and data specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

() A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET

FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

PURPOSE: This amendment to solicitation IDIQ11012, NDMS Maintenance and Support for the Responders Management System (RMS), Disaster Management Information System (DMIS), Credentialing, and support systems changes the proposal submission date to March 22, 2012 at 3pm (EST) and answers questions submitted in response to the original solicitation. Changes made to the solicitation are noted within the document in red font.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print) 16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

Bridget C. Gauer Contracting Officer, BARDA, OS, ASPR, HHS

15B. CONTRACTOR/OFFEROR 15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 16C. DATE SIGNED

(Signature of person authorized to sign)

BY _____________________________________________

(Signature of Contracting Officer)

NSN 7540-01-152-8070 30-105 STANDARD FORM 30 (REV. 10-83)

PREVIOUS EDITION UNUSABLE Computer Generated Prescribed by GSA

FAR (48 CFR) 53.

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER PAGE 1 OF

2. CONTRACT NO. 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY

13b. RATING

14. METHOD OF SOLICITATION

CODE

15. DELIVER TO 16. ADMINISTERED BY CODE

18a. PAYMENT WILL BE MADE BY CODE17a. CONTRACTOR/

OFFEROR

CODE

FACILITY

CODE

CODE

TELEPHONE NO.

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED

RFQ IFB RFP

SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

29. AWARD OF CONTRACT: REF. OFFER

DATED . . YOUR OFFER ON SOLICITATION

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

31b. NAME OF CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 5/2011)

Prescribed by GSA - FAR (48 CFR) 53.212

10. THIS ACQUISITION IS UNRESTRICTED OR

NAICS:

SIZE STANDARD:

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

SET ASIDE: % FOR:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

8 (A)

ECONOMICALLY DISADVANTAGED

WOMEN-OWNED SMALL BUSINESS

(EDWOSB)

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SMALL BUSINESS

IDIQ11012

202-205-8926

See Block 9 See Block 9

ASPR-BARDA

200 Independence Ave., SW Room 640-G Washington DC 20201

See attached schedule

02/01/2012

03/22/2012 3 pm (EST)

ASPR-BARDA

200 Independence Ave., SW Room 640-G

STANDARD FORM 1449 (REV. 5/2011) BACK

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

40. PAID BY

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELPHONE NUMBER OF AUTHORZED GOVERNMENT REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

PARTIAL FINAL

37. CHECK NUMBER

38. S/R ACCOUNT NO. 39. S/R VOUCHER NUMBER

36. PAYMENT

COMPLETE PARTIAL FINAL

NDMS Support SOW Page 1

1 -Schedule of Supplies and Services

B. 1 Type of Contract - This is an Indefinite Delivery Indefinite Quantity contract. The Contractor shall not begin any work unless a written task order is issued. Task orders may be issued as a firm fixed price or time and materials basis.

Fully Burdened Labor Rates

Insert Labor Category Here Base Year

Option Period

One

Option Period

Two

Option Period Three

Option Period Four

Materials Travel (The Amount for this CLIN will be determined by the contracting officer and become part of the contract ceiling

B.2 Fully Burdened T&M Labor Rates

The labor rates listed herein are fully burdened with Overhead, General and Administrative Costs, and Profit/Fee. These rates shall apply for the entire period of performance. Contractor labor rates are based upon and include all costs associated with performance being conducted at Contractor’s facility. The rates shall be used for formulating proposals in response to solicitations for task order awards.

B.3 Rate RE-Determination

The rates identified herein are not subject to re-determination based upon changes in direct and indirect costs unless a more favorable rate is offered to the Government.

B.4 Other Direct Costs

If the Contractor furnishes materials that meet the definition of a commercial item at FAR 2.101, the price to be paid for such materials shall be the contractor's established catalog or market price, adjusted to reflect the--

(1) Quantities being acquired; and

(2) Any modifications necessary because of contract requirements.

The contractor shall (1) Obtain materials at the most advantageous prices available with due regard to securing prompt delivery of satisfactory materials; and (2) Give credit to the

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Government for cash and trade discounts, rebates, scrap, commissions, and other amounts that are identifiable to the contract.

(2) Indirect Costs (Material Handling, Subcontract Administration, etc.).

The Government will not reimburse the Contractor for indirect costs. Any indirect costs associated with providing materials shall be included in the price of the materials.

B.5 Travel on Task Orders

The Contractor shall not be reimbursed for any unauthorized travel. The Government will reimburse the Contractor only for travel and per diem costs incurred as order on each individual task order. Reimbursement will be at cost only and in accordance with Federal Travel Regulations of the Federal Government. The Contracting Officer will not reimburse local travel costs on a time-and-material basis. The Government will not reimburse the Contractor for travel costs incurred in the replacement of personnel when such replacement is accomplished for the Contractor’s or Contractor employee’s convenience. All travel shall be approved in advanced.

A Contracting Officer’s Approval (COA) will be issued if the travel is approved.

B.6 Contract Ceiling

The maximum ceiling price for this contract including all option periods is $17 Million.

B.7 Minimum Guarantee

The minimum guarantee for this contract is $1 Million. The minimum guarantee will be satisfied through the issuance of task order 1.

B.8 Period of Performance

Base Period: Date of award through 365 days (Exact Dates to be filled in at time of award) Option Period One: 366 days after award for 365 days (Exact Dates to be filled in at time of award) Option Period Two: one day after the end of option period one for 365 days (Exact Dates to be filled in at time of award Option Period Three: one day after the end of option period two for 365 days (Exact Dates to be filled in at time of award Option Period Four: one day after the end of option period three for 365 days (Exact Dates to be filled in at time of award

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STATEMENT OF WORK

NDMS Maintenance and support for the Responders Management System (RMS), Disaster

Management Information System (DMIS), Credentialing, and support systems

1. INTRODUCTION

NDMS was conceived in 1981 as an evolution of the Civilian–Military Contingency Hospital System developed by the Departments of Defense (DOD) and Veterans Affairs (VA) to care for casualties exceeding the capacity of DOD and VA hospitals. NDMS is an interagency cooperative effort among HHS, DOD, VA, and DHS. Through the partnership of these federal agencies, in conjunction with States, private sector institutions and medical professionals appointed to federal service, NDMS developed the capabilities for medical response, patient evacuation, and hospitalization in times of disasters. NDMS has been managed by HHS since its inception, except for a four-year period (2003-2006) when it was transferred to DHS. In 2007, it was returned to HHS as a result of the Department of Homeland Security Appropriations Act, 2007, and the Pandemic and All Hazards Preparedness Act. It is now part of in the Office of the Assistant Secretary for Preparedness and Response (ASPR), Office of Preparedness and Emergency Operations. The ASPR, under section 2811 of the Public Health Service Act, has the authority to activate NDMS.

Currently, NDMS has 7,856 employees who are intermittent federal employees and are used intermittently for federal deployments, authorized training, and day-to-day activities required to manage the 95 response teams within the system. NDMS also has approximately 1,700 participating hospitals that agree to receive patients during disasters and upon activation of the NDMS. There are 72 Federal Coordinating Centers (FCC) locations nation-wide. The FCCs work with local and state emergency management and health departments to coordinate the distribution of patients to non-federal NDMS-participating hospitals. Participating hospitals are recruited by the FCCs and all of them sign a memorandum of understanding with NDMS that outlines the duration of treatment and the payment schedule for NDMS patients.

The National Disaster Medical System (NDMS) is a federally coordinated system that augments the Nation's medical response capability. The overall purpose of the NDMS is to supplement an integrated National medical response capability for assisting State and local authorities in dealing with the medical impacts of major peacetime disasters and to provide support to the military and the Department of Veterans Affairs medical systems in caring for casualties evacuated back to the U.S. from overseas armed conventional conflicts.

2. BACKGROUND

NDMS uses a range of computer applications to support readiness and deployment activities.

These applications are developed in a variety of programming languages and use multiple varied architectures. The HHS relies on two IT systems to track responders and their medical

NDMS Support SOW Page 4 credentials. They are the Responder Management System (RMS) and the Disaster Medical Information Suite (DMIS).

RMS stores contact information, qualifications specialty, training other supporting information that can be used to identify the proper NDMS responders that can augment the specific mission needs. NDMS responders are selected for deployments based on predefined deployment templates. NDMS uses the IT system to verify that the responders placed on the roster meet the needs of the deployment.

DMIS is used to track the medical credentials for the NDMS responders that can be used for Federal responses. This will ensure that the responders that NDMS providers have the proper credentials to meet the needs of the deployment.

To validate information that is used for deployment and response, NDMS must validate the credentials of responders. This process must meet all privacy requirements and interface with RMS and DMIS for streamlined operations.

NDMS requires a support to perform targeted application development to enhance existing applications, along with operations and maintenance tasks to keep these applications operating optimally.

3. SCOPE OF WORK

The scope of the contract includes all IT to support NDMS IT systems to include RMS, DMIS, and credentialing and all activities required to support the use of these systems by the OPEO.

4. APPLICABLE DOCUMENTS

The following documents are applicable to this contract. Documents are available via the internet:

• National Response Plan ESF#08 http://www.fema.gov/pdf/emergency/nrf/nrf-esf-08.pdf

• FIPS 199

• FIPS 200

• NIST Special Publications 800-53, 800-59, and 800-60.

• Pandemic All Hazards and Preparedness Act (PAHPA)

• Privacy Act of 1974

• Rehabilitation Act, Section 508 Accessibility Standards

• 29 U.S.C. 794d (Rehabilitation Act as amended)

• 36 CFR 1194 (508 Standards)

• www.access-board.gov/sec508/standards.htm (508 standards)

• FAR 39.2 (Section 508)

• ASPR/HHS Standards, policies and procedures (Section 508)

• HHS Enterprise Performance Life Cycle Guidance http://www.hhs.gov/ocio/eplc/index.html http://www.fema.gov/pdf/emergency/nrf/nrf-esf-08.pdf� http://www.access-board.gov/sec508/standards.htm%20(508� http://www.hhs.gov/ocio/eplc/index.html�

NDMS Support SOW Page 5

5. GENERAL REQUIREMENTS

5.1 Program Management

The Contractor shall provide a Program Manager responsible for all work performed under this contract. The Program Manager will be the primary point of contact for the Contracting Officer and designated representatives of the Contracting Officer. The Program Manager will have resources and authority to ensure efficient and timely program execution and shall be the Contractor's focal point for all required program tasks. The Contractor's Program Manager will be prepared at all times to present and discuss the status of contract activities, requirements, and issues. The name of this person and the name of any alternate who shall act for the Contractor when the Program Manager is absent shall be submitted in writing to the Contracting Officer five

(5) working days prior to contract start date. During any absence of the Program Manager, only one alternate shall serve as the Government contact point. The Program Manager, and any designated alternate(s), shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The Program Manager shall keep the Contracting Officer (CO) and Contracting Officer’s Technical Representative (COTR) informed of any performance issues, cost or financial concerns and potential problems that, if unresolved, will adversely affect the Contractor’s performance, schedule or costs. The Program Manager shall take all appropriate measures to mitigate adverse impact to the contract and subsequently to the

NDMS.

Contractor will adhere to the HHS project management procedures and policies and provide project management capabilities to support the use of Earned Value Management (EVM).

Contractor’s software development and maintenance processes will have a demonstrated record organizational maturity characterized by software project tracking, requirements management, realistic planning, code revision tracking, bug tracking, automated and routine testing, and productivity metrics. Any of the following shall be acceptable as demonstrated record of organizational maturity: Formal certification from a recognized auditing body such as Carnegie Mellon Software Engineering Institute's Capability Maturity Model for Software (S-CMM) Level 2 or higher, ISO 9001 standard or higher standard, or Project Management Institute OPM3, or through presented documentation of organizations practices including references from other customers.

5.1.1Program Management Plan

The Contractor shall provide a Program Management Plan (PMP) that fully documents its management approach for this contract. The Contractor shall update its PMP when changes to the required information change. At a minimum, the PMP shall:

a) provide information on the Contractor’s management organization, internal management policies and procedures;

NDMS Support SOW Page 6

b) summarize how the Contractor will maintain relationships and conduct regular meetings and reviews with Government personnel related to the activities and deliverables of the Contract;

c) provide an organizational chart of the contractor’s organization to be used in performance of the contract and narrative describing how the Contractor will fully integrate the management of the elements of this contract and if the plan includes subcontractors, other than individual subcontractors, provide organizational information about the subcontractor and include subcontractor organizational elements in the project organization chart;

d) describe how activities of subcontractors will be managed and organizational relationship will be maintained between the prime and subcontractors and methods of requirement flow-down and activity progress reporting back to the prime Contractor;

e) describe the: Contractor’s approach to selecting subcontractor(s) and maintaining the quality of products produced by subcontractor(s);

subcontractor’s role under the contract, its relationship to the Contractor, and its experience (over the past three (3) years at a minimum); and any subcontractor independent verification and validation process;

f) identify key technical and management personnel who will be assigned to the contract;

g) describe internal policies and procedures to be used in managing the contract;

h) describe management and process for addressing work increases (spikes) and lulls as work priorities and schedules shift;

i) describe the approach and method for the identification, assessment, and mitigation of program risks including provisions for identifying risk areas, assessing risk factors, assigning appropriate resources to reduce risk factors, identifying and analyzing alternative actions available, identifying the most promising alternatives, and planning for implementation of risk reduction.

5.1.2 Project Management and Project schedules

Deliverables:

Contractor shall deliver a Project Plan with schedules for each system and will update on a weekly, or more frequent, basis throughout the remainder of the Contract.

NDMS Support SOW Page 7

Project Management is an ongoing task through which Contractor will insure the on-schedule delivery of high quality products and maintain steady-state operations of designated IT systems.

Project Management includes all aspects of the Enterprise Performance Life Cycle from initial development of level of effort and requirements gathering through to system launch, training, and support.

For work performed under the contract, the Contractor shall be required to develop and maintain a schedule. The Contractor shall provide sufficient detail to demonstrate that the all sections of the work are appropriately resourced, thoroughly planned, and proceeding according to requirements. Such schedule(s) shall be consistent with the Program Management Book of Knowledge (PMBOK) standard Work Breakdown Structures (WBS) and Contractor’s PMP. The schedule(s) shall identify subordinate-tier activities, dependencies between activities, and milestones required to demonstrate successful completion of the projects. The schedule(s) shall identify the exit criteria required to satisfy milestone requirements that enable the Contractor to proceed with follow-on activities. The schedule(s) shall be baseline. Schedule updates shall be made frequently, or as designated by the COTR. Changes to scheduled baseline milestones must be documented by the Contractor and formally authorized by the HHS. The EVM measurements reported in the Program Management Status Report shall be based on schedules current as of the week prior to the review meeting.

5.2 Specific Tasks

The Contractor shall provide all labor, supervision, and training to provide qualified personnel to perform the specific tasks stated below.

5.2.1 Transition

5.2.1.1 Coordination with Incumbent Provider

The HHS, through its incumbent IT service provider, currently supports the systems covered by this Contract. It is imperative that the current systems continue seamlessly and without disruption despite a change in provider(s). To prevent disruption and ensure the continuity of HHS’s IT systems and all associated operations, a Transition Period is provided to orient Contractor and allow Contractor, as the incoming provider, to take the steps necessary to ensure full staffing of the contract prior to discontinuance of all services from the incumbent service provider. As such, the Transition Period represents a period at the end of which the incumbent contract will expire.

5.2.1.2 Transition Period

Upon award of this task, the Contractor will assume responsibilities of the work over a Transition Period that shall last no more than 30 days from the date of contract award. The contractor may, with HHS consent, expedite the Transition Period on a schedule favorable to the government. The Contractor shall assume full contract responsibility for all of the requirements of this Contract 30 days from the award of this contract, or at the end of the Transition Period, whichever is sooner. If the contractor requires extension of the Transition Period, the extension

NDMS Support SOW Page 8 shall be subject to HHS approval and shall not increase the Firm Fixed Price for Transition set forth in the contract.

5.2.1.3 Costs and Activities Included in Transition

The Transition Period includes all costs and activities to effectuate the smooth transition of service from the incumbent service provider to Contractor, including but not limited to:

• A phased-in staffing approach, and all personnel activities, including training, of Contractor personnel as required for the assumption of full contract responsibility.

5.2.1.4 Transition Plan

The Contractor shall submit a Final Transition Plan to be delivered 5 days after Contract Award that fully documents its approach from rollout to full operational status. A page limit of 15 pages not including charts and appendices must be adhered to. The Contractor shall include, at a minimum, the transition strategy, transition schedule, governance along with roles and responsibilities, human resource plan, communication plan, escalation process, progress review meetings and/or status reporting, and risks and mitigation plan. Such plan shall provide projections for the Labor Hours required for a successful Transition; all Labor Hours work required as part of the Transition shall be included in the Firm Fixed Price for Transition, and may not be billed as additional Labor Hours under any other provision of the contract.

5.2.1.5 Cooperation with Transition at End of Term

Similarly, at the end of the period of performance for this contract, the Contractor must act in good faith to participate in a smooth transition of services to a successor service provider in order to ensure continuity of service for the HHS. This includes attending meetings, sharing information and knowledge transfer, ensuring processes and standard operating procedures are documented and available for HHS use, and systems documentation is current, among other requested transition activities. During a period at the end of this contact that the HHS identifies as the Transition Period to a new service provider, Contractor shall not fill available positions on work under the contract without approval from the HHS.

5.2.2 MEETINGS AND REPORTS

5.2.2.1 MEETING MINUTES AND AGENDAS

The contractor shall prepare agendas for all meetings concerning the project unless otherwise stated by the individual support task order COTR/business owner. Agendas shall be submitted to the ASPR individual support task order COTR/business owner (unless otherwise directed) at least one business day prior to the meeting. When meeting with ASPR, the contractor is responsible for recording meeting minutes and submitting those minutes to the ASPR COTR within two (2) business days after the meeting.

5.2.2.2 POST AWARD CONFERENCE

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A post-award conference shall be conducted within 7 days after contract award with representatives of the Contractor, Contracting Officer, and COTR at the Government’s facility. The Contracting Officer, or designated representative, initiating the conference will designate, or act as, the chairperson. The requirement for a post-award conference shall in no event constitute grounds for excusable delay by the Contractor in performance of any provisions in the contract.

5.2.2.3 BIWEEKLY MEETINGS

The contractor shall attend biweekly meetings with the COTR to discuss project status and other technical related items that support the performance of the work. The COTR may cancel the meetings if not needed.

5.2.2.4 MONTHLY STATUS REPORT

The contractor shall submit to the COTR a Monthly Status Report that includes the following:

A) Activities completed B) Activities in process C) Activities planned for the next period D) Status report of all reviewed deliverables E) Issues and concerns

Generally, these reports will consist of charts, a brief written document plus discussions for elaboration, explanations, and to insure a common understanding of efforts. All activities, as identified within the individual support task order SOW, shall be reported by tasks, hours, and show start and stop dates. The contractor shall provide a status of each project in regard to original project baseline. At the activity level, the contractor shall provide both current reporting period, and cumulative figures for the hours worked by labor category and individuals within that category. The contractor shall schedule and conduct a face-to-face meeting with the COTR on at least a bi-weekly basis to discuss project status. The COTR may determine that a meeting is not necessary and cancel a meeting when it is determined unnecessary. In addition, the contractor shall brief and discuss progress to each individual task order COTR/NDMS Business Owner, as required by the specifics within each individual support task order. All tasks shall be rolled up into the monthly report.

5.2.2.5 WEEKLY STATUS REPORT

The contractor shall submit a weekly status report with activities performed as requested by, and at the direction of, the COTR. The weekly status report shall be an abbreviated version of the monthly status report. The weekly status report is only required as requested by the COTR.

5.2.2.6 BUDGET REPORTS

The contractor shall provide budget reports as required. The budget reports shall include the following information to track actual intermittent personnel utilization by

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1. incorporating estimated and actual hours entered in the payroll system for each employee and calculating salary costs based on GS rate and locality and incorporates days worked by intermittent employees (SGEs) on a fiscal and calendar year basis for reporting purposes;

2. Incorporating cost estimation for travel related purposes to include city pair airline rates and locality per diem rates through linkage with GSA data, and actual travel cost by incorporating data from GovTrip post travel.

5.2.3 MAINTENANCE OF SYSTEMS

The contractor shall maintain the NDMS systems, including web work, in accordance with this SOW and the HHS Enterprise Life Cycle as described in this section. Analyze the overall effectiveness of the NDMS information systems and make recommendations for improvements and/or corrective actions as appropriate;

Identify information system problems or concerns and develop innovative and practical solutions, including drafting documents and processes for agency review and implementation;

Identify, recommend, plan for, and otherwise ensure the Government has sufficient and timely notice of all upgrades necessary to support NDMS mission activities as directed by the CO or COTR;

Maintain each system Contractor is assigned to support with Programming Services for the duration of the Period of Performance and release improved versions of each system as scheduled in the each system’s Project Plan. Releases for non-emergency bugs, fixes, and minor modifications should be planned and scheduled in system project plans;

Monitor and provide incident handling for each system Contractor is assigned to support Programming Services for the duration of this Contract. This involves 24x7 monitoring, and resolving incidents to address bugs, incidents, and similarly urgent modifications.

All non-emergency modifications should be scheduled in system releases.

Provide and development and integration of applications for more efficient operations.

5.2.4 HELP DESK SUPPORT

The contractor shall provide help desk support during both response and non-response activities as follows:

Non-response- During non-response, the contractor shall provide support during normal business hours.

Response – During response periods, the Contractor shall provide support 24/7 at the direction of the COTR.

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5.2.5 TRAINING

The Contractor shall provide training to Government personnel as necessary to ensure efficient use of systems. Training will be defined in each individual task order.

5.2.6 SYSTEM DOCUMENTATION

The contractor shall provide and update all system documentation to ensure all systems are certified in accordance with Federal Standards. This includes all security, privacy, and 508 compliance. The contractor shall comply with the HHS Enterprise Performance Life Cycle.

This is not an exhaustive list of system certifications.

5.2.7 CREDENTIALING

The contractor shall support NDMS with validating all credentials for personnel listed within the NDMS systems.

5.2.8 SUPPORT FOR ASPR INTEGRATED IT INVESTMENT AND SYSTEM LIFE

CYCLE FRAMEWORK

The Contractor shall support the NDMS DMIS team with activities associated with the ASPR Integrated IT Investment and System Life Cycle Framework. This includes, but is not limited to, support for: project management, change management, risk management, requirements development, interface coordination, business process reengineering, testing, reporting, development of project material in support of project milestone reviews and other project-related documentation as needed.

5.2.9 TESTING

The Contractor shall provide support in managing and oversight on the various types of application testing based on guidelines set by HHS and industry best practices, where applicable.

The contractor shall provide oversight support for all testing efforts throughout the software development life cycle. The contractor shall provide recommendations for process improvements related to testing efforts. The contractor shall provide oversight support to NDMS staff in governing testing processes, data and scenarios and shall conduct an analysis of existing testing processes.

5.2.10 PUBLIC HEALTH EMERGENCY PREPAREDNESS

The Contractor shall support NDMS with planning, tracking, assessing and communicating system changes that are governed by the NDMS Appropriation, section 2811 of the Public Health Service Act and Pandemic and All Hazards Preparedness Act. The Contractor shall assist the NDMS staff with overseeing the activities that enable and enhance the functionality of

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NDMS. The Contractor shall also assist NDMS staff with providing Change Management Support, Collaboration Support, and Governance Support.

The Contractor shall also work with NDMS staff to improve the efficiency and effectiveness of collaboration and integration of NDMS stakeholders including, but not limited to, the Department of Defense, the Department of Veterans Affairs, NDMS Hospitals, The Department of Homeland Security/FEMA, The US PHS Office of Force Readiness, and other Government agencies and ASPR Components.

The Contractor shall perform project-related application development in support of the RMS, DMIS and other related applications. The Contractor shall develop necessary interfaces between and among related/relevant systems involved in compilation/validation of response/responder data, such as medical credentialing and privileging. The Contractor shall perform consultative and support services for these application systems and programs associated with OPEO, NDMS and response operations. The Contractor shall provide consultative input to the acquisition of necessary hardware for the above mentioned programs and provide the required IT support. The Contractor shall consult on the development and integration of applicable systems for disaster response and their interoperability with other federal disaster response applications such as the FEMA Evacuee System.

5.2.11 COMMUNICATION PLANNING

The Contractor may support NDMS in developing and implementing communications for all system stakeholders including, but not limited to, ASPR, DHHS, the Office of Management and Budget (OMB). The Contractor shall assist NDMS with the development of communication materials. This may include briefing materials for presentations to stakeholders both within and external to ASPR.

5.2.12 CHANGE MANAGEMENT AND STAKEHOLDER RELATIONSHIPS

The contractor shall assist the NDMS staff with overseeing the activities that enable and enhance the functionality of NDMS System Solutions. The contractor shall also assist NDMS staff with providing Change Management Support, Collaboration Support, and Governance Support. The contractor shall support NDMS with planning, tracking, assessing and communicating system changes that are governed by the ASPR Change Management Process. The CONTRACTOR shall also assist NDMS staff with working with other systems that support preparedness and deployments and their integration to other systems that exchange data between.

The contractor shall also work with NDMS staff to improve the efficiency and effectiveness of collaboration and integration of NDMS stakeholders including, but not limited to, the HHS Contractors, DHHS, ITIO Data Centers, other ASPR prime and/or subcontractors, and other Government agencies and ASPR Components.

Work products and/or deliverables will be determined on as ordered by task order.

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5.2.13 FUNCTIONAL SUPPORT

The Contractor shall support NDMS in managing the analysis, design, testing, reporting, and implementation of functionality applicable to NDMS. The contractor shall provide functional support and assistance in identifying business processes to be re-engineered for NDMS system operations in support of its mission.

The contractor shall provide functional expertise and analysis to assist in the oversight, validation, and verification of functional activities related to the RMS, DMIS and other supported applications. The contractor shall support NDMS in managing, reviewing, and validating RMS and DMIS requirements in accordance with RMS and DMIS Requirements Management process.

5.2.14 TECHNICAL SUPPORT

The contractor shall provide technical expertise and analysis to assist NDMS in the oversight, validation, and verification of systems operations activities to monitor the systems operations processes for efficiency and effectiveness and analyze operations performance measurements.

The contractor shall monitor and assess the infrastructure activities in the areas of processing, utilization, performance, instance availability and security.

The contractor shall provide engineering architecture and systems engineering support.

The contractor should have a complete and thorough understanding of and ability to install, configure, use, and maintain the following technologies:

Red Hat Operating System;

Red Hat Application Server;

Oracle 9i Database Server and Client;

Oracle Application Server;

Windows Server — current version;

Apache HTTP Server;

Sun Java;

Microsoft Visual Basic;

Microsoft Office and its component applications (Word, Excel, PowerPoint); and Microsoft Access.

The contractor must have significant experience with the design, implementation and maintenance of distributed systems, network connectivity, data and database redundancy and failover, and remote IT administration, with a focus in austere environmental conditions, including but not limited to intermittent power and connectivity, battery and UPS operations, warehousing ready-to-operate systems, and rapid deployment of hardware and network systems.

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6 GOVERNMENT FURNISHED PROPERTY

The Government may provide government furnished property as specified on each individual task order. The contractor shall comply with the conditions within FAR Clause 52.245-1 entitled “Government Property” which is located in the terms and conditions of this contract.

7 HOURS OF OPERATION

All required activity shall be accomplished during the HHS’s normal working hours, which are between 8:00 am to 5:00 pm, Monday through Friday. Contractor staff will not be permitted to work Saturdays, Sundays or legal holidays unless authorized in writing by the CO.

(1) Federal Holidays. The HHS will be closed, and no contractor work authorized, for the following holidays:

New Year’s Day Martin Luther King’s Birthday President’s Day Memorial Day Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Christmas

When one of the above-designated holidays falls on a Saturday, the preceding Friday will be observed as a legal holiday. When one of the above designated holidays falls on a Sunday, the following Monday will be observed as a legal holiday.

(2) Inclement Weather Days. In the event of inclement weather, the Contractor is responsible for listening to the public media to determine if the HHS has been closed because of the weather. The Contractor is reminded that there will be no payment for any labor or services for hours the HHS is closed due to inclement weather.

(3) Telecommuting During Government Closure. The Government may allow telecommuting for contractor personnel during times of Government shutdown due to inclement weather, holiday work at contractor site, or other activity where the Government is closed but it is advantageous to the Government to allow contractor employees to continue work.

(4) ASPR has a policy that encourages employees to work remotely or to work flexible schedules. As such, the contractor is advised to work with the individual support task order COTR to understand and work within schedule requirements. The nature of the work required at NDMS requires regular face-to-face communication between ASPR and the contractor.

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As a result of the fluid nature of activities and schedules, the contractor is encouraged to coordinate work schedules with their ASPR business owner to accommodate support requirements, other personnel availability, meeting schedules, vacation schedules and leave schedules.

8 CONTRACTOR IDENTIFICATION

All contractor personnel when attending meetings, sending emails, or participating on telephone calls shall identify themselves as contractor personnel. Identification in meetings and on telecom shall be at the beginning of the call or meeting to allow government personnel to excuse contractors if appropriate. Contractor personnel shall identify themselves with their company name in the signature block of emails.

9 PERIOD OF PERFORMANCE

The period of performance is for 12 months from the date of award. The Government has included four 12 month option periods. If exercised the contract period may extend for 60 months.

10 KEY PERSONNEL REQUIREMENTS

Certain skilled, experienced, professional and/or technical personnel are essential for successful accomplishment of the work to be performed under this order. These are defined as “Key Personnel” and are those persons whose resumes are to be submitted as part of the Contractor’s quotation. The following personnel have been designated as Key personnel for this order:

Program Manager (Other Key personnel may be added at time of award based on offeror’s proposal)

The Contractor agrees to use the key personnel during the performance of the resultant order and shall not be remove them from the contract work, replace them, or supplement them with additional personnel, unless authorized in accordance with the following provisions:

a) The Contractor shall not substitute key personnel assigned to perform work under this contract without prior approval of the Contracting Officer. Requests for approval of substitutions shall be in writing and shall provide a detailed explanation of the circumstances necessitating the proposed substitution(s).

Requests must contain a complete resume for the proposed substitute, and any other information as requested by the Contracting Officer. Proposed substitutions must have qualifications that are equal to or higher than the key personnel being augmented. The Contracting Officer or his authorized representative shall

NDMS Support SOW Page 16 evaluate such requests and promptly notify the Contractor in writing whether the proposed substitution is acceptable.

b) If the Contracting Officer determines that: (1) suitable and timely replacement of key personnel who are to be or have been reassigned, terminated, or have otherwise become unavailable for the contract work is not reasonable forthcoming, or (2) the resultant substitution would be so substantial as to impair the successful completion of the contract or task order in accordance with the proposal accepted by the Government at the time of contract award, the Contracting Officer may (I) terminate the contract for cause or for the convenience of the Government, in whole or in part, as appropriate, or (ii) in his discretion, if he finds the Contractor a fault for the condition, equitably adjust the order price downward to compensate the Government for any resultant delay, loss, or damage.

c) These provisions shall be fully applicable to any subcontract and shall be flowed down to subcontracts.

11 FACILITIES

All work associated with this contract will be accomplished at the contractor’s facilities. The Government will not provide any working space for the contractor on the day-to-day basis. The contractor may have to attend meetings at government facilities.

12 NONDISCLOSURE OF CONFIDENTIAL INFORMATION

The Contractor and any of its personnel assigned to work on this order, including any consultants, subcontractors or other representatives, are restricted as to their use of non-public information concerning any matter relating to the contract work. Any such information that is made known to the Contractor by virtue of its work under this contract is deemed confidential/proprietary, and is subject to the attorney-client privilege, the attorney work-product doctrine, the deliberative process privilege, and any other relevant claims of privilege from disclosure under the Freedom of Information Act. Confidential, proprietary, and source selection information are types of non-public information to which the Contractor may be given access by virtue of its work under the contract. This type of information is not or has not been generally known or made available from other sources, or third parties, without obligation concerning their confidentiality. It is the responsibility of the Contractor to preserve all such information in confidence. Any confidential/proprietary information relating to any aspect of this order may not be discussed or shared, or otherwise exchanged within or outside of the Contractor's organization, except as to those individuals: (a) (1) assigned to or performing the work under this order with a need to know such information and (2) as permitted by the Contracting Officer or

(b) as otherwise permitted by the HHS. Immediately upon contract award (if not already provided as part of the proposal process), the Contractor shall submit a list of assigned the Contractor employees, subcontractors, consultants, representatives and, if any, other individuals it has identified as having a “need to know,” and obtain HHS's written consent to exchange

NDMS Support SOW Page 17 confidential/proprietary information with them. The Non-Disclosure Agreement attached hereto as Enclosure 2 must be executed by all affected individuals before the dissemination of any such information. The Contractor agrees and understands that the HHS is procuring its requirements from the Contractor under the condition that it ensure that its employees, subcontractors, consultants, representatives or any other individuals who have been approved in writing by HHS to receive confidential/proprietary information do not engage in any discussions or other exchange of information with anyone who has not executed a Non-Disclosure Agreement. The approval process described above applies to any individuals who may become associated with the Contractor following placement of this order.

i. Confidential Reports, Data and Procedures

All reports, information, discussions, procedures, and any other data that is collected, generated or results from the performance of this SOW is considered confidential/proprietary information, and may not be disclosed or used by the Contractor at any time in any manner outside the performance of this contract without the prior written approval of the HHS. Requests to make such disclosure must be addressed in writing to HHS. In the event The Contractor is issued a subpoena, court order, or similar request seeking information related to this SOW, the Contractor shall notify HHS in writing within one calendar day of knowledge or receipt of such request, whichever is sooner.

ii. Confidential Project Status

The Contractor may not discuss the contract work in progress with any outside party, including responding to media and press inquiries, without the prior written permission of the HHS. In addition, the Contractor may not issue news releases or similar items regarding contract award, any subsequent contract modifications, or any other contract-related matter without the prior written approval of the Contracting Officer. Requests to make such disclosure should be addressed in writing to the Contracting Officer.

iii. Confidential Materials

All documents, photocopies, computer data and any other information of any kind collected or received by the Contractor in connection with the contract work shall be provided to the HHS upon request at the termination of the contract (i.e., the date on which final payment is made on the contract or at such other time as may be requested by the Contracting Officer or as otherwise agreed by Contracting Officer and the Contractor).

iv. Disclosure Prohibition Extends Beyond Performance Period

The prohibition on disclosure of the information described above is an ongoing obligation and does not terminate with completion of the contract work.

v. Protecting Non-Public Information

In addition, consistent with HHS Directive 1139, the Contractor shall comply with HHS requirements for protection of non-public information. Unauthorized disclosure of non-public information is prohibited by the HHS’s rules. Unauthorized disclosure may result in termination

NDMS Support SOW Page 18 of the contract, replacement of a Contractor employee, or other appropriate redress. Examples of non-public information are presented below.

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