ONC Comm Support Services SOW Draft ONC FINAL.docx

ONC Communications Support Contract

SECTION 1 Supplies or Services/Prices

BRIEF DESCRIPTION OF SERVICES

This contract will provide communications support services for the Office of the National Coordinator for Health Information Technology (ONC). This includes, but is not limited to:

· strategic messaging development and implementation;

· individual product/project communications planning;

· communications activity monitoring and management;

· content development for blogs, web, social media, speeches and presentations;

· copy editing of products and communication collaterals to be published;

· graphic design support (print and web);

· video and animation support for social and web.

This communications work will support ONC’s Offices and Divisions that are focused on ONC’s mission to improve the health and well-being of individuals and communities through the use of technology and health information that is accessible when and where it matters most. ONC is organizationally located within the Office of the Secretary for the U.S. Department of Health and Human Services (HHS). Ultimately this contract will help ensure relevant information is communicated to ONC’s various stakeholders in a timely manner and with the most impact.

SECTION 2 - Description/Specifications/Statement of Work

TITLE – ONC Communications Support Contract.

PURPOSE AND SCOPE

The purpose of this contract is to provide communications support for the Office of the National Coordinator for Health Information Technology (ONC). The vendor is required to have three (3) staff on site with the capability to telework to work directly with ONC’s offices and divisions to ensure communications needs are met in a way that aligns with ONC’s strategic objectives. Specifically, the vendor will work directly with the Division of Public Affairs and Communications (DPAC), Chief Scientist Division, Clinical Division, Office of Policy, Office of Technology, and the Office of the Chief Operating Officer. The contract will be managed by ONC’s DPAC with contractor employee’s being assigned a portfolio of communications work with specific ONC offices or divisions. The vendor staff will be assigned work by the offices and divisions they are supporting, working as an onsite communications consultant. They will work in close coordination with DPAC to ensure alignment of communications activities with ONC priorities. In addition to the onsite staff, the vendor will also have capacity for graphic design, short video production, media strategy, web design and 508 remediation of documents and web content.

Task 1 – Communications Strategy and Implementation

· Proactively work with ONC offices and divisions to ensure that communication needs are anticipated and advise offices on the best way to promote their work. This may include: shepherding a blog post from draft to publication, developing web content and graphics, developing social media and email content, or other communications activities such as peer-reviewed journal submissions. Onsite staff will become subject matter experts (SMEs) in their assigned portfolio of work. This will include attending office and division communication planning meetings and as well as attending staff meetings to get a sense of their communications needs.

· Make recommendations to both the ONC offices and divisions and to DPAC about the appropriate communications strategy for particular ONC office’s or division’s work or deliverables.

· Develop a reporting method or system to ensure DPAC and offices and divisions are aware of the communications work being done by DPAC and other ONC offices and divisions.

· Help coordinate ONC office and division communication priorities to ensure that timing and method of communication (e.g. social media, peer-reviewed submissions, web content etc.) are planned in a way to align with ONC priorities and reach selected stakeholders.

· Work with offices and divisions on individual and cross-messaging between ONC offices and divisions, with other HHS staff divisions and operating divisions, and with other agencies and departments as needed.

· Provide monthly reports on major work accomplished, hours burned, and documents and deliverables created.

· Task 2 –Develop Communications Materials

· Coordinate drafting, copy-editing, and finalizing of communication products and materials based upon communications plan. This work includes conducting advanced planning and developing a communications plan along with short summaries of products being release for ONC's e-blast (newsletter), social media posts (i.e., Tweets and LinkedIn posts), and blog posts; as well as targeted outreach materials for individual stakeholders or stakeholder organizations as identified for a given product (e.g., email alerting a given stakeholder organization about recently released report with a suggested newsletter article for their membership newsletter).

· Assist ONC offices and divisions with developing presentations and talking points as needed for presentations and speaking engagements.

· Draft and finalize communications plans for specific, individual products being released as needed in coordination with DPAC and ONC office or division staff.

· The contractor shall be responsible for ensuring that content from all documents, presentations, or other deliverables to be published on the HealthIT.gov (or other Federal) website is compliant with Section 508 of the amended Rehabilitation Act, specifically Section 1194.22 Web-based Internet information. Attention should be paid to elements a, b, d, g, h, i and k. Also section 1194.24 multi-media products with attention to elements c and d. For additional information regarding Section 508 of the amended Rehabilitation Act, see Section [Section within RFP/RFTO with 508 requirements].

· The vendor will assist ONC office and division staff with interview preparation as needed.

· Task 3 – Web Content Review and Development

· The vendor will familiarize themselves with the web content of each office and division and assist with identifying and updating that content to ensure it is well-presented, up-to-date, and accurate. Best practices for web design should also be considered when making recommendations on page updates.

· Onsite vendor staff will work with SMEs to draft web content on behalf of the offices and divisions and ensure publication happens in a timely manner to coincide with communications rollouts.

· Further, one of the of the onsite vendors will have primary responsibility for curating all website content including: identifying out of date content, working with SMEs to update content, and making recommendations on improving web content and archiving out of date information.

· Review the monthly website survey results for the pages owned by ONC offices and divisions and make recommendations for improving the pages that have more negative web page satisfaction surveys as appropriate.

· Content updates for sub-domains – in addition to healthIT.gov there are several sub-domains that may require content updates. The vendor will work with offices and divisions, DPAC, and the website developer to ensure content is appropriately updated as needed.

Task 4 – Graphic Design and Digital Media Creation

· Develop and maintain a graphics library for social media, and email and web communications.

· Maintain the graphic library so that ONC staff can re-use these graphics.

· Graphic design support will also be required for PowerPoint presentations, fact sheets, infographics, and other promotional/educational materials required by ONC.

· Develop short videos and animations for web and social communications.

Deliverable Schedule

Task 1— Communications Strategy and Implementation

Communications Strategy for individual rollouts.

Communications calendars and tick-tocks for rollouts.

Coordination in the form of emails, meetings, and rollout documents.

Monthly Reports Ongoing after award date

Monthly Report is due 10th of each month for the previous month.

Ongoing after award date

24 hours after request for more complex graphics for reports and powerpoint slides.

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