J-1 FFRDC SOW.pdf

FEDERALLY FUNDED RESEARCH & DEVELOPMENT CENTER (FFRDC)

FOR

CENTERS FOR MEDICARE & MEDICAID SERVICES (CMS)

STATEMENT OF WORK

I. PURPOSE AND BACKGROUND

Purpose The Centers for Medicare and Medicaid Services (CMS) is seeking a qualified Federally Funded Research and Development Center (“FFRDC” or “Contractor”) to sponsor in order to provide independent strategic guidance and neutral evaluation of efforts to better align competing priorities with limited resources, and to facilitate the modernization of key business processes and support of systems and their operations. Specifically, CMS is seeking an FFRDC with technical expertise and experience in providing a wide range of strategic support activities that align CMS’ business, policy, technology and operations needs. The emphasis of these activities focuses on the enterprise view and good customer service as manifested in Agency strategic/tactical planning; conceptual planning and prototyping; assessing business requirements and technical architecture needs, assessing new technologies; and providing medical and technical innovation, and continuous improvement strategies.

The FFRDC’s successful performance of its tasks requires that a unique special relationship exist between the FFRDC and CMS’ specific long-term business and technical needs that cannot be met by any other contractor. That relationship includes:

Comprehensive knowledge of CMS’ needs – mission, culture, expertise and institutional memory regarding issues of enduring concern to CMS

Adaptability – ability to respond to emerging needs of CMS and anticipate future critical issues

Objectivity – ability to produce thorough, independent analyses to address complex technical and analytical problems

Freedom from conflicts of interest and dedication to the public interest – independence from commercial, shareholder, political, or other associations

Long-term continuity – uninterrupted, consistent support based on a continuing relationship

Broad access to sensitive government and commercial proprietary information – absence of institutional interests that could lead to misuse of information or cause contractor reluctance to provide such information

Quick response capability – ability to offer short-term assistance to help CMS meet urgent and high-priority requirements

Comprehensive knowledge of the health care policy, business, delivery and IT landscape with an emphasis on relationship management across entities and the demonstrated ability to bring the Agency together to resolve enterprise challenges

Background

CMS is an operating division of the US Department of Health and Human Services, responsible for administering Medicare, Medicaid and the Children’s Health Insurance Programs. These programs provide health insurance coverage for over 90 million Americans, making CMS the largest health care payer in the country, managing expenditures of over $800 billion per year. The recent passage of new legislation providing for Health Information Technology for Economic and Clinical Health (HITECH) in the American Reinvestment and Recovery Act (ARRA), and health care reform included in the Affordable Care Act (ACA) will impact CMS in dramatic ways.

CMS will lead the transition to paying for quality care that is measurable in terms of improved outcomes and reduced costs, and away from paying for health care services based on volume. With timely, complete, and accurate data, CMS will address today’s health care challenges and have the ability to support future healthcare service delivery innovations. In order to continue to build a transformative and innovative healthcare delivery system, CMS must focus its improvement efforts on optimizing its core capabilities at the enterprise level within the context of the related external environmental factors (e.g., regulatory, political, stakeholders financial, technical, etc.). By focusing on an enterprise approach to optimization of various programs, initiatives, and operations, CMS will be in a much stronger position to design more-effective programs; implement streamlined business processes, and acquire strategic and cost-effective technology solutions for performing core functions.

Specifically, CMS wants to develop and implement capabilities to deliver:

Payment flexibilities – CMS must transition to new payment methodologies integrating encounter, clinical, payment and outcome data while maintaining its massive Fee-For-Service

(FFS) operation.

Transparency into cost and quality drivers – CMS must offer modern analytical capabilities for cost and quality, supported by rich enterprise level databases.

Provider Satisfaction –CMS program, billing, and eligibility information must be streamlined, making our systems and processes more informative and less burdensome for Providers.

Empowered Beneficiaries – Improving health outcomes involves promoting a patient-centered focus on prevention and wellness, chronic care management and individual health responsibility. All three depend on the patient having access to information about coverage, access, and quality of care, allowing them to more fully engage in their health care.

Timely, comprehensive program oversight - CMS’ oversight encompasses a wide range of management activity that strives to control healthcare costs and improve quality for the

Medicaid, Medicare, and Children’s Health programs. Improved data will lead to improved oversight.

II. SCOPE AND TASKING

Scope of the Contract

The Contractor’s overarching mission in support of CMS is twofold: (1) leverage its special relationship with CMS to gain an expert level understanding of CMS’ current operating, regulatory, and information technology environment and financial constraints, as well as anticipating future changes, and identify opportunities for improvement in the delivery of CMS’ programs and operations by conducting focused studies and evaluations to guide conceptual planning and prototyping, research, program development, and information technology acquisition, and (2) provide CMS strategic, technical, and program management advice, guidance, and support services to assist the CMS with implementing various strategic initiatives resulting from recent legislation like ARRA and ACA, and Administration priorities such as the Open Government Directive (OMB M-10-

06) and operational support as authorized per Section H.30.8 and as provided for in Federal Acquisition Regulation (FAR) Section 35.017-3.

Task Areas

The following is a list of major areas for tasking under this contract.

1. Strategic / Tactical Planning and Analysis

2. Conceptual Planning and Prototyping

3. Acquisition Assistance

4. Organizational Planning and Relationship Management

5. Continuous Process Improvement

6. Strategic Technology Evaluation

7. Feasibility Analysis and Design

III. TASK MANAGEMENT

Because of the wide breadth of the program management support required by CMS, this Statement of Work does not identify all possible tasks that will likely be required in the execution of this contract. Instead this document outlines the general types of work to be performed. Tasking may be expanded at any time during the life of the contract as CMS’ needs dictate. Specific work for personnel assigned under this contract shall be outlined in a TOR Performance Work Statement.

General expectations for the FFRDC include, but are not limited to:

Assisting CMS in helping to identify, define, and resolve problems as an integral part of the sponsor’s management agency.

Functioning so effectively as to act as an agent for the sponsor in the design and pursuit of mission goals

Providing rapid responsiveness to changing requirements for personnel in all aspects of strategic, technical and program management

Recognizing Government objectives as its own objectives, partnering with the sponsor in pursuit of excellence in public service

The FFRDC shall provide:

1. Strategic / Tactical Planning and Analysis

a. Assist with planning and development of future CMS program policy.

b. Collaborate on the development and advancement of new legislative initiatives and improvements.

c. Support the Center for Medicare and Medicaid Innovation.

d. Assist with managing and developing long term strategic plans for CMS.

i. Provide analytical support and information to help establish goals and direction

ii. Conduct special studies

iii. Analysis of CMS-wide planning issues

e. Recommend and assist with implementing strategic cost-savings initiatives across the organization.

f. Conduct reviews / analysis of operating rules called for under legislation for Administrative Simplification.

g. Integrated implementation plans for major CMS initiatives

h. Assist with the development and management of Integrated Strategic Plans for major

CMS initiatives including:

i. Support visioning by working with the groups individually and collectively to establish a shared vision and to further identify tactical initiatives aligned to the shared vision.

ii. Coordinate the groups’ vision and tactical plans toward a shared CMS Strategic Plan.

iii. Support development of transitional planning from the “as-is” architecture to the “to-be” vision state. This transitional planning would include identification of dependencies, interrelated issues, and unintended consequences across the CMS groups.

iv. Support data and systems life-cycle planning.

v. Support development of communication to articulate CMS’ Strategic Plan both within and outside CMS.

vi. Support to identify and consider impact of potential technical, security, and cost risks, and to help ensure that CMS considers risks appropriately in the planning process.

vii. Help to identify performance measures and an evaluation process to ensure CMS spends strategic initiative funds wisely and delivers results.

i. Program Evaluation and data set analysis leading to insight.

2. Conceptual Planning

a. Concept of operations

b. Alternative analysis

c. Business analysis

d. Business requirements

e. Standard operating procedures

f. Analytical support

3. Acquisition Assistance

a. Review / Recommendations for current contract processes to include, Contract

Reform

b. Technical guidance

c. Serve on technical evaluation panels (TEPs)

d. Price and cost estimating

e. Support and source selection evaluation

i. Analysis of technical, management, and cost/price risks upon receipt of Contractor task proposals in response to task order requirements packages (TORPs).

ii. Assist with documentation in support of acquisition planning and RFP development including a Concept of Operations and Task Order(s) as well as other documentation as may be required.

4. Organizational Planning and Relationship Management

a. Functional analysis: i.e., what is currently being performed, what needs to be performed, gap analysis and possible transition strategies

b. Entity evaluation / assessment / audit

c. Portfolio, Program, project assessment: Cost / Benefit analysis

d. Ability to connect effectively with internal and external partners

5. Strategic Technology Evaluation

a. Assessment of New Technologies

b. Advice on medical and technical innovation and health information technology matters

c. Complete environment scanning to identify and evaluate emerging trends.

d. New Product Evaluations

e. Trade Studies

6. Continuous Process Improvement

a. Study, Recommendation and Implementation of Best Practices

b. Code reviews

c. CMMI Assessment

d. Investment Life Cycle (ILC), includes recently approved expedited Life Cycle (XLC) Processes and/or Quality Reviews

e. Practices / Processes for Contractor Oversight

f. Review / Recommendations regarding document repository structure for availability throughout CMS

g. Knowledge Management

h. Designs, develops and conducts presentations across the CMS organization.

Evaluates and critiques demonstrations given by other entities.

i. Oversees the development and dissemination of publications, data analyses, graphics and briefing materials related to health care issues.

7. Feasibility Analysis, Design

a. Provide objective and rational evaluations to identify the strengths and weaknesses of existing business models or proposed initiatives or projects

b. Design studies to evaluate options in the context of technology, operations, schedule, cost/benefits

c. Develop reports of analysis findings and recommendations to support go/nogo decisions

Additional tasks to be performed by the FFRDC may include, but are not limited to:

1. Program/Project File Management – Develop and maintain program files and documentation as required. The level of detail required in each file shall be directed by the Government as appropriate. The Contractor shall administer files so that the Government can easily access needed data at all times without the assistance of Contractor personnel.

2. Meeting Participation and Support – The Contractor shall organize and support meetings required by the Government. This support shall include scheduling, drafting presentation materials, conducting briefings, and other related activities. A sample list of the formal meetings the Contractor shall support are listed below:

Kickoff Meeting - The Contractor shall participate in a Kickoff Meeting for this effort not later than 05 days after contract award. The primary focus of the Kickoff Meeting shall be to establish performance expectations and ensure an understanding of all requirements. In addition, the Contractor and Government shall clarify any concerns about lines of communication, administrative procedures, or other items necessary to effectively execute the task order.

Quarterly Reviews - The Contractor shall participate in performance review meetings as required by the Government. The frequency of the meetings shall be based on the quality of contractor performance.

Other Meetings - The Contractor shall participate in other meetings as directed by the Government by preparing presentation materials relating to program status, accomplishments, issues, and deliverables including picture or graphic files. The Contractor shall prepare electronic and hardcopy materials as required.

3. Project Work Plan and Reporting -The FFRDC operator shall develop a Project Management Plan and associated schedule. The FFRDC operator will identify the resources that CMS needs to provide for this effort. CMS will approve the Project Management plan and schedule or provide comments for revision within ten (10) business days of delivery. The Project Management plan and schedule may be revised as needed throughout the period of delivery, subject to CMS review and approval.

i. The FFRDC operator shall provide monthly status reports to ensure that the expenditure of resources is consistent with and will lead toward successful completion of all tasks within projected cost and schedule limitations. Monthly status reports shall detail progress made during the prior month, progress expected during the next month, resources expended, any significant problems or issues encountered, recommended actions to resolve identified problems, and any variances from the proposed schedule and discussed during a monthly briefing. In coordination with CMS and pending the content approval of the Government Task Leader (GTL), the monthly status reports may take the form of a “PowerPoint briefing deck” to expedite the identification and resolution of issues.

ii. Deliverables:

Monthly Status Report Workplan

4. Program Technical & Analytical Support Tasks – Contractor personnel shall assist the Government with analyzing the performance of ongoing programs and projects. This support shall help the Government gauge how the Strategic Initiative program and associated projects/activities are performing in regards to cost, schedule, and performance parameters.

Personnel shall be expected to support meetings, draft and review documents, correspond with government agents and other contractors supporting the government, and provide other related services in performance of this contract.

5. Other Program Management Support – Contractor personnel shall also be required to perform other functions to support CMS programs and projects under this contract. These include the activities listed below.

Training - Develop and conduct training for the Government as necessary in support of the contract scope. This includes the development of training materials, scheduling, facilitating and coordinating training sessions, and working closely with CMS’ Training Division.

Studies and Other Research - Conduct various studies for the Government as required. These shall be closely coordinated with Government staff to maintain the focus of study and to keep reports as brief as possible. The Contractor shall not conduct research with Government funding unless expressly authorized.

Briefings - Prepare and conduct briefings to both the Government and other contractors as required. The length, location, subject, and audience size of the briefings shall vary.

Coordination - Facilitate coordination among CMS and other government agencies, other contractors and entities, and the health care industry. This coordination shall be held at various levels of seniority and involvement. Under the proper circumstances, can stand in CMS’ stead as needed.

IV. ESSENTIAL PERSONNEL

All essential personnel shall ensure the complete objectivity and independence of the FFRDC operations as well as the technical accuracy and reliability of the Contractor’s products, reports and recommendations. Essential personnel shall be required to attend CMS Executive and Steering Committee meetings, as appropriate, and shall keep the Government advised of all issues affecting the Contractor, the Contractor work program(s) or the CMS program(s). The essential personnel shall work closely with these committees and other CMS officials as appropriate to aid in determining and monitoring the technical and strategic direction of CMS’ efforts. Conversely the Government will make the essential personnel aware of issues related to CMS business operations and information systems policies and strategies which affect the performance of the Contractor.

For Technical Experts, the Contractor shall staff the essential personnel positions with senior executives, managers and experts. The essential personnel shall provide strategic advice and guidance. They shall have expert experience in the major tasking areas and operate in a Government environment.

All key personnel assigned to or removed from this contract are subject to sponsor approval.

Personnel performance, staff utilization and staffing levels will be reviewed periodically by the Government to ensure optimum contract performance.

V. TRAVEL

All local travel for meetings and other information exchange will be reimbursed at the rates in effect at the time of the travel. Local travel is defined as travel within sixty (60) miles of an employee’s main office location. Non-local travel may be reimbursed if approved in advance.

VI. DELIVERABLES/SCHEDULE

Deliverables are specified in Table 1. Deliverables associated with any optional task are not listed in Table 1, and will be addressed in a subsequent, optional task as may be requested by CMS.

Electronic and Information Technology (EIT) products produced and/or delivered shall be Section 508 compliant in accordance with accessibility standards, where applicable.

Table 1. Deliverables / Schedule

Deliverable Task /

Sub-Task Schedule Type

Kickoff Meeting 1 Five (05)business days after task award

Formal

Performance Reviews 1 As Required by performance

Formal

Other Meetings 1 As Required Formal

Project Management Plan and Schedule 1

Ten (10) business days after Kickoff Meeting; updated throughout the contract year

Formal

Monthly Reports 1

Monthly by the 15th of the month following performance

Formal

Strategy Communications Plan Outline

1.8

As agreed to with Program Office

Consolidated CMS Strategic Plan

1.8

As agreed to with Program Office

VII. ACCEPTANCE CRITERIA

The FFRDC operator shall deliver all products concurrently to the GTL (and other technical customers, as appropriate), Project Officer (PO), and Contracting Officer (CO). Electronic transmission will be the primary delivery mechanism; however, hard copies will be provided as requested.

The PO will notify the FFRDC operator of deliverable acceptance or provide comments in writing within ten (10) Government workdays of receipt of a deliverable. Within ten (10) Government workdays, the FFRDC operator will resubmit the final deliverable to the GTM, PO, and CO, if necessary.

VIII. GOVERNMENT FURNISHED MATERIALS (GFM)

Government furnished property (materials, equipment, and/or information) is to be provided in conjunction with required performance under this Task as determined by mutual agreement between CMS and the FFRDC operator.

At the written request of the Sponsor, the FFRDC operator will immediately return any property provided by CMS for the FFRDC operator’s use to complete the assigned subtasks under this Task. If not requested, the FFRDC operator will continue to abide by FAR Part 45 until completion of the contract.

A list of GFE/I will be developed and agreed to during the Kickoff Meeting. All materials contained on the agreed to list will be provided to the FFRDC operator within five (5) business days.

SECTION 508 - ACCESSIBILITY OF ELECTRONIC AND INFORMATION TECHNOLOGY

(a) This task order is subject to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) as amended by the workforce Investment Act of 1998 (P.L. 105-220). Specifically, subsection 508(a)(1) requires that when the Federal Government procures Electronic and Information Technology (EIT), the EIT must allow Federal employees and individuals of the public with disabilities comparable access to and use of information and data that is provided to Federal employees and individuals of the public without disabilities.

(b) The EIT accessibility standards at 36 CFR Part 1194 were developed by the Architectural and Transportation Barriers Compliance Board ("Access Board") and apply to contracts and task/delivery orders, awarded under indefinite quantity contracts on or after June 25, 2001.

(c) Each Electronic and Information Technology (EIT) product or service furnished under this contract shall comply with the Electronic and Information Technology Accessibility Standards (36 CFR 1194), as specified in the contract, as a minimum. If the Contracting Officer determines any furnished product or service is not in compliance with the contract, the Contracting Officer will promptly inform the Contractor in writing. The Contractor shall, without charge to the Government, repair or replace the non-compliant products or services within the period of time to be specified by the Government in writing. If such repair or replacement is not completed within the time specified, the Government shall have the following recourses:

1. Cancellation of the contract, delivery or task order, purchase or line item without termination liabilities; or

2. In the case of custom Electronic and Information Technology (EIT) being developed by a contractor for the Government, the Government shall have the right to have any necessary changes made or repairs performed by itself or by another firm for the noncompliant EIT, with the contractor liable for reimbursement to the Government for any expenses incurred thereby.

(d) The contractor must ensure that all EIT products that are less than fully compliant with the accessibility standards are provided pursuant to extensive market research and are the most current compliant products or services available to satisfy the contract requirements.

(e) For every EIT product or service accepted under this contact by the Government that does not comply with 36 CFR 1194, the contractor shall, at the discretion of the Government, make every effort to replace or upgrade it with a compliant equivalent product or service, if commercially available and cost neutral, on either a contract specified refresh cycle for the product or service, or on a contract effective option/renewal date; whichever shall occur first.

Section 508 Compliance for Communications

The FFDRC shall comply with the standards, policies, and procedures below. In the event of conflicts between the referenced documents and this SOW, the SOW shall take precedence.

Rehabilitation Act, Section 508 Accessibility Standards

1. 29 U.S.C. 794d (Rehabilitation Act as amended)

2. 36 CFR 1194 (508 Standards)

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

4. FAR 39.2 (Section 508)

5. CMS/HHS Standards, policies and procedures (Section 508)

In addition, all contract deliverables are subject to these 508 standards as applicable.

Regardless of format, all Web content or communications materials produced, including text, audio or video - must conform to applicable Section 508 standards to allow federal employees and members of the public with disabilities to access information that is comparable to information provided to persons without disabilities. All contractors (including subcontractors) or consultants responsible for preparing or posting content must comply with applicable Section 508 accessibility standards, and where applicable, those set forth in the referenced policy or standards documents above. Remediation of any materials that do not comply with the applicable provisions of 36 CFR Part 1194 as set forth in the SOW, shall be the responsibility of the contractor or consultant.

The following Section 508 provisions apply to the content or communications material identified in this SOW:

36 CFR Part 1194.21 a- l

36 CFR Part 1194.22 a –p

36 CFR Part 11.94.31 a - f

36 CFR Part 1194.41 a – c http://www.access-board.gov/sec508/508standards.htm%20(508

The contractor shall provide a completed Section 508 Product Assessment Template and the contractor shall state exactly how proposed EIT deliverable(s) meet or does not meet the applicable standards.

The following Section 508 provisions apply for software development material identified in this

SOW:

For software development, the Contractor/Developer/Vendor shall comply with the standards, policies, and procedures below:

Rehabilitation Act, Section 508, Accessibility Standards

(1) 29 U.S.C. 794d (Rehabilitation Act as amended)

(2) 36 CFR 1194 (508 Standards)

36 CFR Part 1194.21 (a – l)

36 CFR Part 1194.31 (a – f)

36 CFR Part 1194.41 (a – c)

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

(4) FAR 39.2 (Section 508)

(5) CMS/HHS Standards, policies and procedures (Section 508)

a. Information Technology – General Information

(http://www.cms.hhs.gov/InfoTechGenInfo/)

For web-based applications, the Contractor shall comply with the standards, policies, and procedures below:

Rehabilitation Act, Section 508, Accessibility Standards

(1) 29 U.S.C. 794d (Rehabilitation Act as amended)

(2) 36 CFR 1194 (508 Standards)

36 CFR Part 1194.22 (a – p)

36 CFR Part 1194.41 (a – c)

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

(4) FAR 39.2 (Section 508)

(5) CMS/HHS Standards, policies and procedures (Section 508)

a. Information Technology – General Information

(http://www.cms.hhs.gov/InfoTechGenInfo/) http://www.access-board.gov/sec508/508standards.htm http://www.cms.hhs.gov/InfoTechGenInfo/ http://www.access-board.gov/sec508/508standards.htm http://www.cms.hhs.gov/InfoTechGenInfo/

IX. SKILL MIX

The FFRDC operator shall propose a skill mix demonstrating previous levels of expertise and experience required to support these requirements.

X. PLACE OF PERFORMANCE

The FFRDC operator shall work primarily in the Baltimore metropolitan area to include the FFRDC operator’s facilities, as well as other HHS facilities. As approved by CMS, the FFRDC operator may participate in conferences and meetings where relevant project issues are being discussed.

XI. PERIOD OF PERFORMANCE

The Period of Performance shall be a base period of one (1) year. At the conclusion of the period, the Government has the option to extend this task order up to four (4) additional one (1) year options in response to continuing requirements.

The Period of Performance is TBD.

XII. TECHNICAL CONTACTS

Project Officer:

Name: TBD Telephone Number:

Email Address:

Mailstop:

Government Task Leader (GTL):

Name: TBD at Task Order award Telephone Number:

Email Address:

Mailstop: