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RFP No. 277-22-0579 Attachment 1c
Schedule of Deliverables and/or Reporting Requirements
The contractor shall deliver the following items in accordance with the stated delivery schedule:
List of Deliverables Based on Division of Technology Management (DTM) and Office of Communication (OC) Requirements:
| 1 |
| Final Information Technology (IT) Plan |
| 60 calendar days after award. Review annually |
| DTM thru Contracting Officer's Representative (COR) |
| II |
| 2 |
| Meeting on systems or websites migration from third-party hosted service to SAMHSA |
| At least 60 calendars days or earlier before the planned migration date |
| DTM Infrastructure Team thru COR |
| III |
| 3 |
| IT and Web Cost Reports |
| Twice a year (July and November) |
| DTM Federal Information Technology Acquisition Reform Act (FITARA) Team thru COR |
| IV |
| 4 |
| IT Investment Factsheet |
| 90 calendar days after award and update annually |
| DTM FITARA Team thru COR |
| IV |
| 5 |
| Website Domain Registration |
| When registered and when requested |
| DTM FITARA Team thru COR |
| IV |
| 6 |
| Privacy Threshold Analysis (PTA) |
| 30 calendar days after award |
| Privacy and Chief Information Security Officer (CISO) and Info.Privacy@samhsa.hhs.gov thru COR |
| V. A. 1. 5). b |
| 7 |
| Entity, data type and relationship diagrams |
| No later than 30 calendar days after award |
| CISO and Info.Privacy@samhsa.hhs.gov thru COR |
| V. A. 1. 5). c |
| 8 |
| Draft system’s Privacy Impact Assessments (PIAs) if full PIAs is needed |
| No later than 45 calendar days after contract effective date (CED) |
| Privacy Officer and Info.Privacy@samhsa.hhs.gov thru COR |
| V .A. 1. 5) .f |
| 9 |
| Encryption Key if applicable |
| When requested or at the end of the contract |
| Info.Privacy@samhsa.hhs.gov and COR |
| V. A. 1. 10) .h |
| 10 |
| Information Security Awareness and Privacy training |
| Within 30 calendar days after CED and annually |
| COR |
| V. A. 3. 1) |
| 11 |
| Security and Privacy Role-based Training |
| Within 30 calendar days after CED and annually |
| COR |
| V. A. 3. 2) |
| 12 |
| Security and Privacy Training Records |
| Within 35 calendar days after CED and annually |
| COR |
| V. A. 3. 3) |
| 13 |
| Read and sign Rules of Behavior |
| Within 35 calendar days after CED and annually |
| COR |
| V. A. 4 |
| 14 |
| Staff Roster |
| Within 30 calendar days after CED and 10 days when staffing changes |
| COR |
| V. A. 5. 2) |
| 15 |
| Project Closeout/System Decommission meeting |
| At least 30 calendar days before project closeout/system decommission |
| DTM thru COR |
| V. A. 6 |
| 16 |
| Initiate security assessment and authorization (SA&A) process |
| No later than 30 calendar days after CED |
| CISO thru COR |
| V. B. 2. 3) |
| 17 |
| System Authorization to Operate (ATO) |
| Before system goes live |
| CIO and CISO |
| V. B. 2. 4) |
| 18 |
| Information System Security Plan (ISSP) (with supporting artifacts and documents listed on the ATO package and the Security Checklist.) |
| Part of ATO package, before system goes live |
| CISO and security email box infosecurity@samhsa.hhs.gov |
| V. B. 2. 6) b |
V. B. 2. 6)
| 19 |
| E-Authentication Questionnaire (Risk Assessment) |
| Within 30 calendar days after CED |
| CISO and infosecurity@samhsa.hhs.gov. Template can be requested by emailing CISO and ISSO. |
| V. B. 2. 9) |
| 20 |
| Privacy and security kickoff meeting |
| Within four (4) weeks of CED |
| COR and CISO |
| Work plan |
| 21 |
| Annual Penetration Testing Summary Report |
| Annually, anytime during a contract year |
| COR and DTM Security Team |
| V. B. 2. 15) |
| 22 |
| Vulnerability scan reports for database, application, and operation system |
| Every 30 days after ATO is granted |
| Upload to SAMHSA Sharepoint Site directed by the SAMHSA Security team and COR |
| V. B. 3. 4) |
| 23 |
| Vulnerability “Change Report” and Cloud Security Continuous Monitoring Reporting |
| Every 30 days after ATO is granted |
| Upload to SAMHSA Sharepoint Site directed by the SAMHSA Security team and COR |
| V. B. 3. 4) |
V. C. 4 2)
| 24 |
| Permanent electronic records |
| 60 days prior to period of performance expiration |
| DTM Records Management Officer |
| VI. B.5 |
| 25 |
| Records management training and provide Contractor Records Management Training Completion Memorandum |
| Within 30 days of contract award or new contract staff start date and then annually for the life of the contract. |
| COR |
VI. B. 11
| 26 |
| Electronic Systems Questionnaire |
| Responses within 4 weeks after the CED and 30 days prior to modifications to system |
| DTM thru COR during the kickoff meeting |
| VI. B. 12 |
| 27 |
| HHS Accessibility Checklist |
| Each content deliverables |
| COR |
| OC requirements I. G |
| 28 |
| Content Development and Management Plan |
| Within 60 days after CED |
| OC and DTM (including Records Officer) thru COR |
| OC requirements IV. A |
| 29 |
| Web Content Approval |
| No later than 3 weeks prior to the planned initial posting of document |
| COR |
| OC requirements IV. C |
| 30 |
| Web Content Migration Plan including a demo |
| Within 60 days after CED; demo within 30 days after CED |
| COR and DTM (including Records Officer) thru COR |
| OC requirements IV. D |
| 31 |
| Meeting on IT transition activities related to data, software, web content, and electronic records |
| Within 30 days after CED |
| COR, DTM, and OC |
| OC requirements IV. E |
| 32 |
| Reports of actual Web-related IT costs |
| Twice a year (July and November) |
| OC and DTM thru COR |
(could be combined with IT and Web Cost reports, see #3) OC requirements IV. F
| 33 |
| Transition Task |
| Schedule meeting with COR and DTM to discuss transition activities |
| COR and DTM |
| Transition Task |
List of Deliverables Based on Specific Requirements:
Task
Description/Items
Quantity
Due Date
| General Requirements |
| IT Security Plan |
| 2 of each, |
1 draft 1 final Final due not later than 90 calendar days after CED
Prepare an IT Plan that will include the design, development, implementation, and maintenance for all IT applications and major IT milestones and implementation dates of the project.
2 of each, 1 draft
Final due not later than 90 calendar days after CED
| Content Development and Management Plan |
| 2 of each, |
1 draft
Final due within 60 days after the CED, the Contractor shall submit “Electronic Versions” and “Hard Copies”.
Task 1 Contract Management
The Contractor shall conduct a kick-off meeting.
Within 2 weeks of Contract Effective Date (CED).
Subtask 1.1
Subtask 1.2
| Meetings shall be held weekly between the Contractor, the COR, and other relevant parties. The Contractor shall provide agendas and summary of discussions, and documentation of decisions made prior to and following each meeting. |
| 52 |
| Agendas --at least two (2) business days in advance of each meeting. Meeting Summaries shall be provided within three (3) business days following each meeting |
| Subtask 1.3 |
| The Contract Project Director shall prepare and submit an annual operational budget by task, listing all expenses associated in accomplishing each task. |
1 Annual, 3 Updates Annual operational budget should be submitted via Excel Spreadsheet at the start of each contract year, and quarterly thereafter. One (1), copy of the annual operational budget updated quarterly should be submitted to the COR and one (1) copy to the CO.
Task 2 Reporting Requirements
Monthly report
2 of each, 1 draft
Drafts due at the end of each month, final due on or before the 10th day of the following month
Subtask 2.1
| Subtask 2.2 |
| Annual Report |
| 2 of each, |
1 draft 1 final Drafts are due 45 days prior to end of award period with final due within 30 calendar days before the end of the award period of performance
| Subtask 2.3 |
| Final Report |
| 2 of each, |
1 draft 1 final Drafts are due 45 days prior to termination of the contract with final due within 30 calendar days before the termination of the contract
Task 3 OMB Clearance Package Draft and submit OMB evaluation plan for review of SAMHSA OMB Clearance Officer.
2 of each 1 draft
Drafts due 45 calendar days of CED , Final due no later than 90 calendar days after CED
| Subtask 3.1 |
| Review evaluation plan with SAMHSA OMB Officer. |
| 1 |
| Drafts are due 45 calendar days of CED, Final due no later than 90 calendar days after CED |
| Subtask 3.2 |
| Draft OMB Clearance Package and prepare any additional documents necessary for OMB data collection clearance, including revising proposed State questionnaires. |
2 of each 1 draft 1 Final Draft OMB clearance package within 21 days of approval of the Evaluation Plan, final OMB Clearance Package within seven (7) calendar days following initial draft submission.
| Subtask 3.3 |
| Draft 60-day Federal Register Notice (FRN) |
| 2 of each |
1 draft 1 Final Draft 60-day Federal Register Notice (FRN) shall be submitted within 28 days of approval of the Evaluation Plan, and the final 60-day FRN within seven (7) calendar days following initial draft submission.
| Subtask 3.4 |
| Draft 30-day Federal Register Notice |
| 2 of each |
1 draft 1 Final Draft submitted within 45 days of the 60-day FRN, with final 30-day FRN submitted within seven (7) calendar days following initial draft submission.
| Subtask 3.5 |
| Final OMB Clearance Package |
| 2 of each |
1 draft 1 Final Within 30 days after the end of the 60-day FRN comment period
Task 4 Annual Report to Congress
| Develop the annual report to congress on national efforts to reduce underage drinking and state reports on the prevention and enforcement of underage drinking activities. |
| 1 Final |
+ Drafts
Draft Annual RTC and SR due 90 days prior to estimated publish date
| Subtask 4.1 |
| Review the RTC prepared in the prior year and recommend changes for upcoming Annual RTC and SR for revision. |
| 1 format per year and 1 final report per year |
| Upon COR approval |
| Subtask 4.2 |
| Draft a severable executive summary for the RTC. |
| 1 Final |
+ drafts
Upon COR approval
| Subtask 4.3 |
| Develop the upcoming year RTC and Executive Summary, revise reports as needed and make them 508 compliant. Submit drafts for approval. |
| 1 Final |
+ drafts
Upon COR approval
| Subtask 4.4 |
| Provide information needed for SR and assemble for each state. |
| 51+ drafts |
As state information becomes available
| Subtask 4.5 |
| When information is not available in APIS, collect and assemble additional information. |
| As needed |
| As needed |
| Subtask 4.6 |
| Modify the State Questionnaire based on comments solicited as a result of the Federal Register Notice and OMB’s feedback. |
| 1 |
| Within 1 month of receiving comments |
| Subtask 4.7 |
| Survey states with approved questionnaire and provide technical support to States to ensure that the information that has been provided is consistent with the intent of the questionnaire. |
| Minimum of 51 contacts with states |
| Beginning one (1) month after questionnaire revision and OMB approval |
| Subtask 4.8 |
| Develop State Reports organized by HHS region |
| 51 + |
| Within two (2) months of receipt of all State questionnaires to COR |
| Subtask 4.9 |
| Continue preparation for upcoming years RTC/SR, develop, and implement quality controls and record keeping. |
| As needed |
| As needed |
| Subtask 4.10 |
| Revise and submit drafts of the RTC & SRs as well as provide professional copy editing and ensuring that it is 508 compliant and submit final document. |
| 1 Final Report (RTC w/SR) |
| Within two (2) months of receiving revisions to draft, submit to COR |
| Subtask 4.11 |
| Conduct at least one (1) meeting of interested parties to consider potential changes, prepare additional documents, and submit to COR for review and modify state questionnaire accordingly. |
| 1 |
| Two (2) months after submission of current year final State Report |
| Subtask 4.12 |
| Implement process for selecting new topics for SR with input from interested parties. |
| As Needed |
| Within 2 months of new topic selection |
| Subtask 4.13 |
| Document all operational procedures employed in developing the RTC and canvassing the states for the SRs. |
| As needed |
| As needed |
Task 5 Web-based questionnaire & TTA
| Develop, maintain, and update web-based questionnaire and provide technical support to states and the District of Columbia |
| 1 plan |
| As needed upon COR review and approval |
| Subtask 5.1 |
| Provide maintenance, testing, and, as necessary, website design, revision, and repair for questionnaire website. Ensure that existing functionality incorporated in the design of the questionnaire website operates as intended, and that links (both internal and external) are operational and connect to the intended web pages. |
| 12 |
| Provide COR with updates in monthly report |
| Subtask 5.2 |
| Provide and perform quality assurance procedures and develop a report related to development of questionnaire. |
| 1 outline |
1 report An initial outline two (2) months after start of award; a full report at the end of each contract year. First report is due after one (1) full year of award is completed
| Subtask 5.3 |
| Document all operational procedures employed in operating questionnaire website. |
1 outline 1 report An initial outline two (2) months after start of award; a full report at the end of each contract year.
| Subtask 5.4 |
| Develop a plan for providing technical support to state agency staff filling out questionnaire. |
| 1 plan |
| No later than three (3) months after contract is awarded and plan is approved by COR |
| Subtask 5.5 |
| Develop and maintain a technical support website to be housed on www.stopalcoholabuse.gov |
| 1 website |
| Completed two (2) months after TA plan is approved by COR |
| Subtask 5.6 |
| The Contractor, in consultation with the COR, shall answer any questions and post frequently asked questions (FAQs) that may be useful for others on the website. |
| As needed |
| As needed |
Task 6 Development of Analytic Papers
| Task 6.1 |
| Identify, acquire, and develop papers describing underage drinking related policies that provide descriptive overviews and detailed characterizations of specific alcohol-related policies provisions. |
| 5 per year |
| These papers will be due one (1) – three (3) months after identification of issue, depending on complexity |
| Subtask 6.2 |
| Identify experts in topic areas to provide data analysis and information relevant to the development of RTC and SR. |
| TBD |
| Experts shall be confirmed one (1) month after contract award and within two (2) weeks of need being identified |
| Subtask 6.3 |
| Prepare scientific journal articles approximately 10-20 pages related to current scientific trends, policy programs, practices and lessons learned. |
| 2 |
| Upon approval of COR |
Task 7 Concept facilitation and consultation
| Subtask 7.1 |
| The Contractor shall identify national experts in topic areas to provide data analysis, staff development, and information to support the ICCPUD data committee. The Contractor shall be responsible for the qualifications for consultants recruited by them in response to the tasks of this contract. |
| 3 consultant per year, at 25 days each, with no more than six (6) trips. |
| Upon approval of the COR |
| Subtask 7.2 |
| The Contractor shall negotiate a daily rate with proposed consultants on a per assignment basis. This rate should not exceed $450.00 per day unless the Contractor requests an exception and can document an approved federal rate for the consultant for similar work and the Contracting Officer approves this rate. |
| TBD |
| As needed upon COR/CO review and approval |
| Subtask 7.3 |
| The Contractor will develop learning products and workshops on information contained within the RTC/SR to enhance the federal prevention workforce. |
| Two workshops and related learning products |
| Upon approval of the COR |
Task 8 Meeting/Work shop Facilitation
| Contractor to plan for 3 two-day meetings/workshops for approximately 50 interested parties/federal staff. |
| TBD |
| Upon approval of the COR |
| Subtask 8.1 |
| Prior to each workshop or meeting, the Contractor and the COR shall meet to discuss meeting plans, proposed consultants in detail and development of invitation list. |
| TBD |
| When possible six (6) weeks before the meeting |
| Subtask 8.2 |
| Provide the COR with a Plan of Performance for meetings/workshops that should meet the requirement outlined in the SOW. |
Draft invitation letters for signature
Final invitation letters for signature
Submit final agendas for review
| 3 per year |
| Six (6) weeks before event |
Five (5) weeks before event Four (4) weeks before event Four (4) weeks before event
| Subtask 8.3 |
| Hire consultants (on as need basis). |
| 3 per meeting/ |
workshop At least six (6) weeks before meeting/workshop when possible
| Subtask 8.4 |
| Determine with COR virtual or face to face meeting, if the meeting is face to face, then Contractor to assist in identifying government facilities for meeting sites and arrange for meeting rooms, and as required microphones and public address systems as approved by the COR. |
| 3 meetings/ |
workshops per year At least five (5) weeks before workshop/meeting
| Subtask 8.5 |
| Provide 2 staff to manage logistics and prepare registration packets for each attendee. Assist if necessary, the organizing and setting up display materials and recording of meeting minutes. |
Contractor shall develop a meeting evaluation form to record comments made by participants and provide results to COR.
At least 50 per meeting/ workshop
Four (4) weeks prior to the workshop/meeting, the contractor shall submit sample packet to COR for approval.
Three (3) weeks prior to the workshop/meeting
| Subtask 8.6 |
| In addition to the evaluation forms, develop a mechanism to capture the number of attendees, amount of discussion, as well as impressionistic information on level of interest, quality of the presentations. |
Contractor shall prepare a summary analysis of the meeting/workshop including, but not limited to the outcome of the evaluation as well as the major recommendations and points made.
| TBD |
| Submitted to COR two (2) weeks after meeting/workshop |
Task 9 Transition Plan
Task 9.1 Transition Plan
| Draft and submit a plan for transfer of the project to either the government or a new contractor as applicable. |
| 1 |
| No later than the eight (8) months of the final performance period and initiate transition actives sixty (60) calendar days prior to contract expiration. |
