Sources Sought Notice ACL340876.pdf

Sources Sought Notice (SSN) ACL340876 Support Services Indefinite Delivery Indefinite Quantity (IDIQ)

The Department of Health and Humans Services (HHS), Office of Acquisition Management Services (OAMS) is issuing this Sources Sought Notice (SSN) to determine if there are any businesses under the applicable NAICS 541611, who are interested and capable of providing support services in six (6) functional areas. A detailed description of the requirement and capabilities sought are included in the pages starting on Page 3 of this Sources Sought Notice.

This is a Sources Sought notice. This is NOT a solicitation for proposals. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement.

Administrative

Anticipated Period of Performance: The anticipated period of performance is a 12-month base period and four 12-month option periods.

Anticipated Place of Performance: All work shall be completed at the contractor’s site.

Government Property: Upon receipt, all responses to this Sources Sought become government property and will not be returned.

Confidentiality: No proprietary, classified, confidential, or sensitive information shall be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

Instructions to Interested and Capable Contractors

1. Responses: Items from section 2, must be submitted to Olivia Barksdale the Contract Specialists at olivia.barksdale@hhs.gov and Donna Sykes at donna.sykes@hhs.gov the Contracting Officer Mary Rainey at mary.rainey@hhs.gov no later than 4 pm (EST) on August 6, 2025.

2. All submissions for this notice shall reference (Vendor Name) Response to Sources Sought Notice ACL340876 in the subject line of the email. Submission shall include:

mailto:olivia.barksdale@hhs.gov mailto:donna.sykes@hhs.gov mailto:mary.rainey@hhs.gov

a) Capabilities Statement

b) Sources Sought Questionnaire table

c) Vendor Questions/Comments table (Optional). Questions will be used for Market

Research purposes only, responses will not be provided.

3. Capability statements shall not exceed 8 single-spaced pages, with 1-inch margins, and using not less than 12 point font. Offerors are encouraged to be succinct and economical in their presentation. Excessive volume and elaborate presentation are unnecessary.

Capabilities Statement shall include:

Capabilities Statements should include relevant experience, relevant experiences are projects that are similar to the described requirements that have occurred in the past 3 years. Please include at most 3 relevant projects and the following information:

a) Customer Name

b) Customer POC/Client Email

c) Total Contract Value

d) Period of Performance

e) Brief Description of Services Provided

Your submission shall include the following information:

• Clear and convincing documentation of the ability to provide the services specified in this notice;

• Government contract vehicles covering the effort described, if applicable;

• Respondents' UEI number, organization name, address, point of contact, size and type of business (e.g., HUBZone small businesses; service-disabled, veteran-owned small businesses; 8(a) small businesses; veteran-owned small businesses; woman-owned small businesses; or small disadvantaged businesses); and

• A completed version of the questionnaire (Attachment 1) with your capability statement. (Note: the questionnaire is excluded from the page count.)

Draft Statement of Work

Purpose

The purpose of establishing this Indefinite Delivery/Indefinite Quantity Task Order (IDIQ) is to secure services and solutions that help achieve missions in a timely manner. This IDIQ is intended to have a 5-year ordering period. HHS seeks vendors who have capacity to provide support in six (6) functional areas (described in Section 2):

1. Support for Program Planning, Operations, and Evaluation

2. Data Analysis and Statistical Projects

3. Communications Projects

4. Program-related Projects, Technical Assistance, and Training Projects

5. Logistical Support Projects

6. Other General Services

Section 1 – Scope/Subject Matter Expertise HHS funds services and supports provided primarily by networks of community-based organizations; advocates to ensure the needs of disabled people and older adults are reflected in federal policy and programs; and invests in research, education, and innovation.

HHS programs work together to encourage and support health, independence, and resilience throughout the lifespan and play a critical role in reducing costs of health care. HHS works closely with states, tribes, and the aging and disability networks, and – most important – with older adults and people with disabilities, to ensure that HHS’s programs are tailored to the unique needs of the people they serve.

“Community living” means that older adults and disabled people live alongside people of all ages, with and without disabilities, and have the same opportunities as everyone else to participate in community life, earn a living, and make decisions about their lives. Community living is an exceptional value – people overwhelmingly prefer it to living in institutions, it is usually less expensive than institutional care, and it results in better health.

Section 2 – Technical Capability/Functional Areas:

The IDIQ will be used as a means of providing services through task orders of varying scope and duration, and a mix of quick-turnaround projects (up to 6 months), mid-term projects (9-12 months), and more substantial tasks. Task orders under this IDIQ will be issued under the following Functional Areas:

1. Support for Program Planning, Operations, and Evaluation

2. Data Analysis and Statistical Projects

3. Communications Projects

4. Program-related Projects, Technical Assistance and Training Projects

5. Logistical Support Projects

6. Other General Services

Contractors will be required to collaborate with various programs and offices when carrying out tasks within any of the six functional areas, as identified and instructed by the Contracting Officer’s Representative (COR).

Unless explicitly waived in writing by HHS all deliverables must:

• Meet accessibility standards in effect at the time of the task order, in accordance with Section 508 of the Rehabilitation Act (Currently WCAG 2.1 AAA).

In addition to meet accessibility requirements, all work products resulting from this IDIQ must:

• Comply with HHS branding, accessibility, formatting standards and style standards (the latter of which are described at https://www.hhs.gov/web/policies-and-standards/web-style-guide/index.html) applies to all deliverables for task orders under this IDIQ.

• Be free from grammar and formatting errors.

https://www.hhs.gov/web/policies-and-standards/web-style-guide/index.html https://www.hhs.gov/web/policies-and-standards/web-style-guide/index.html

• Use language appropriate for the subject and intended audience.

Functional Area 1. SUPPORT FOR PROGRAM PLANNING, OPERATIONS, AND

EVALUATION

Task 1.1: Feasibility Projects A feasibility study is usually done to determine whether an organizational activity, a service, strategy, intervention, survey, or a statistical operation will work as intended. Feasibility studies are usually done on a small scale over a relatively brief period of time.

The Contractor shall design a feasibility study. The Contractor shall identify the key components of the feasibility study, the units (departments, offices, programs, or other organizational entities) that will participate in the study, a procedure by which units might be sampled, and invite units to participate in the study. The Contractor shall execute the feasibility study. The Contractor shall collect both qualitative and quantitative information on unit performance in the study. The Contractor shall provide support to the units as the study is executed. The Contractor shall report results of the feasibility study by preparing a report on the design decisions, chosen methodology, and study outcome(s) with recommendations for next steps including any recommended changes. This may include preparing and delivering an oral presentation to the COR and the project team.

Task 1.2: Pilot or Demonstration Projects Pilot studies are usually done to determine whether the results of a feasibility study can be successfully scaled under a broader set of circumstances reflective of the intended range of applicability.

The Contractor shall design a pilot or demonstration study. The Contractor shall identify the key components of pilot or demonstration study, the units that will participate in the study and participant recruitment, study methodology (including sampling strategies), anticipated limitations/challenges and options for overcoming, and overall expected timeline. The Contractor shall execute the pilot study. The Contractor shall collect both qualitative and quantitative information. The Contractor shall provide support to the units as the study is executed. The Contractor shall submit results of the pilot study by preparing a written report on the pilot study design, methodology, and outcome(s) of the study with recommendations for next steps

(including any recommended changes) and by preparing and delivering an oral presentation to the COR and the project team. The Contractor shall develop two technical assistance resources (each no more than four pages) to support implementation of identified models.

Task 1.3: Evaluation Projects Evaluation studies can be done at the project or program level; can be experimental, quasi-experimental or non-experimental in design; and can include a range of qualitative and quantitative data and information for numerous subject areas. Projects may include a focus on effectiveness, efficacy, process or impact evaluation, an evaluation of the sustainability of the program, and/or an evaluation of the scalability of the program being evaluated. In general, statistical methods, including sampling frames, data collection, and analysis plans should be included in any evaluation study.

The Contractor shall develop a preliminary evaluation design (including mixed methods evaluations), which will measure relevant aspects of program outcomes or performance. HHS will provide in the Task Order background information on the program to be evaluated (e.g., a program theory/logic model, policy, and evaluation questions); review program materials;

conduct interviews with program staff; review existing program data; assess current research on the program to be evaluated, which may require conducting environmental scans or literature reviews; and develop and conduct process, outcomes, or impact designs and related and/or outcome measures and assessments of programs.

In collaboration with the COR and program staff, the Contractor shall:

• Revise, identify, or develop evaluation instruments, a data collection plan, data dictionary, and data analysis plan.

• Identify the key evaluation questions to be addressed by the study.

• Design an evaluation study capable of effectively answering these questions.

• Prepare and submit an Office of Management and Budget (OMB) clearance package, as needed.

• Develop professionally validated data linking algorithms to support program evaluation.

• Create a system for managing data collection tools, including processes for data validation and cleaning.

• Ensure the use of appropriate statistical methods aligned with the study design and research questions.

• Select the most suitable data collection and analysis plans for the evaluation.

• Invite and encourage participation in the study.

The Contractor shall carry out the evaluation study, and/or provide technical assistance as needed on the evaluation and collect both qualitative and quantitative data and/or information as appropriate to the design of the study in accordance with the Task Order. The Contractor shall analyze resulting data and/or information; prepare a written report that details the evaluation questions, design, methods, results, and discussion; and prepare and deliver a briefing to the COR and program staff on the evaluation. The Contractor shall create at least 2 resources summarizing the study, its findings, and implications.

Task 1.4: Policy Analysis Projects Policy analysis examines the options available to implement goals of a federal, state, or local agency or law, and evaluates those options based on effectiveness, efficiency, and feasibility.

Projects under this task may include but are not limited to assessing issues and current trends in local, state, national, and/or international aging or disability policy; assessing impact of new laws/policies on HHS populations, emerging strategies to address disparities in access, quality, and outcomes for sub-populations of older adults and people with disabilities; federal and state health/well-being efforts; issues implementing evidence-based care in behavioral health, health care, social services, or legal systems for older adults and people with disabilities; and effective practices that improve well-being, health, and safety of older adults and people with disabilities.

The Contractor shall organize, convene, and conduct focus groups, technical expert groups, consultations, or use other methods as appropriate for the questions of interest to provide information on select topics of interest. The Contractor shall identify participants, with input from the COR and project team. The Contractor shall make all logistical arrangements for non-federal participants, prepare meeting agendas and summaries, and conduct all follow-up activities. Please note that this task may include the creation of an Office of Management and

Budget (OMB) clearance package, Institutional Review Board (IRB) protocols or exemption of IRB approval when necessary.

The Contractor shall develop a clear statement of the issue and/or a new hypothesis and concepts in planning, conducting, and evaluating long-term projects and proposals for the solution of complex public policy questions; compile available qualitative and quantitative data (e.g., existing analyses, policy/mission statements, and existing statutes); and prepare an analysis of policy/program alternatives factoring the populations to be affected; historical, political, and policy history; and the costs and benefits associated with each option.

Projects should have a systematic review of literature and development of the policy questions examined; a clear and technical description of statistical, econometric, or qualitative methods proposed; and identification of one or multiple national or large specialty data sources (with explanations of the strengths and limitations of the data).

The Contractor shall obtain and analyze federal and/or non-federal data sets that address topics identified by HHS when feasible and as appropriate, undertake analysis to determine the quality and characteristics of these data sets, and conduct quantitative and qualitative and statistical analyses of the data sets to address specific questions. The Contractor shall create, manipulate, and analyze data sets of varying size and complexity, and use appropriate statistical methods/procedures to conduct and report policy analyses.

The Contractor shall prepare analyses of the data sets in the most cost-effective way and prepare appropriate frequency, percentage, and rate distributions, or other statistical measures specified by the COR. Special attention shall be devoted to economical processing of data analysis, and the Contractor shall identify shortcuts and best practices that will reduce costs when large data sets are analyzed. In some instances, the Contractor may be required to consider complete survey designs and sampling frames, a weighted sample design or to prepare complex statistical analyses (e.g., hierarchical linear modeling) using these data sets.

The Contractor shall develop a written report with succinct analysis and clear graphics and produce and present findings and recommendations. Analyses shall be presented in format suitable for the intended audience, which may include plain-language products, formal reports, slide decks and other presentation materials, infographics and similar.

Task 1.5: Performance Management Performance management is the act of converting data into information to inform programmatic decision-making. It is the use of goals, measurement, evaluation, analysis, and data-driven reviews to improve the results of programs and the effectiveness and efficiency of agency operations. Performance management activities often consist of planning, goal setting, measuring, analyzing, reviewing, identifying performance improvement actions, reporting, implementing, and evaluating. Under this task, projects may include, but are not limited to, logic model development, performance measure development, and analysis and reporting of performance data to support programmatic decision-making.

The Contractor shall collaborate with relevant stakeholders to develop logic models, which visually describe how a program functions: its context, inputs/resources, activities, outputs, and outcomes (i.e., short-term, medium-term, long-term). Logic models assist with developing performance measures by clarifying what actions are occurring in a program, how to measure them, and how these actions align with programmatic goals.

The Contractor shall collaborate with relevant stakeholders to develop performance measures that stem from the information within the logic model. Performance measures may be quantitative or qualitative. Quantitative performance measures can be used to assess the number of inputs and outputs, while qualitative performance measures can be used to monitor dimensions of process, satisfaction, and other concepts that can’t be effectively measured using quantitative data. Both can be used to assess outcomes. As part of the performance measure development process, the Contractor must specify what is being measured, how it’s being measured/counted, the type of measure (e.g., number, percent, ratio), the population being measured, the unit(s) of measurement (e.g., persons served, service units), and the intended use of the measure (e.g., to assess “how much,” “how well,” “how much better off” participants or organizations are). The Contractor shall ensure that performance measures are specific, measurable, attainable, realistic, and timely (i.e., SMART). Additionally, performance measure development must take into account available data and any burden/requirements for collecting additional data for performance measurement purposes. If necessary, the Contractor shall develop new data collections, obtain required approvals, and collect and manage data for the purposes of performance measurement.

The Contractor shall use available data, and/or data that they collect, to calculate, analyze, and report performance measures. This may include developing datafiles of performance data;

programming files to process and analyze performance data; static tables and figures and/or interactive dashboards/visualizations displaying performance data/measures; written narratives (e.g., briefs, reports) and/or presentations (e.g., meetings, webinars) describing and interpreting performance data/measures.

Functional Area 2. DATA ANALYSIS AND STATISTICAL PROJECTS

Task 2.1: Sampling Designs and Statistical Methods The Contractor shall provide expertise and consultation on complex survey design, sampling procedures, variance estimation, compound weights, simulation studies, and statistical methods for analyses of sample survey data with a range of complex designs. The Contractor shall provide expertise in evaluating data quality from data sources in the domains of sampling and measurement error, nonresponse and coverage bias, and the effect of data processing and statistical disclosure methods on data quality.

Task 2.2: Acquisition and Development of Data The Contractor shall identify and acquire federal and/or non-federal data that can be leveraged to answer questions posed by the government (e.g., household surveys, facility surveys, employer surveys, census data, health insurance data and databases for both private and public payors, etc.). When such data are not available, the Contractor shall provide recommendations on ways alternative data sets can be purchased, used, or developed. Methods may include building data sets from other pre-existing databases or recommending new data collections. The Contractor should have capacity to conduct large scale data collections (e.g., 10,000 community-based organizations or 35,000 clients or respondents); collect data onsite or through the Internet, telephone, paper forms, and/or through records review; perform complex sampling and weighting procedures for probability samples; and imputation of missing data to account for non-response.

When potential databases or sets are identified, the Contractor shall determine the quality of the data, its completeness, accessibility of the data, any associated costs, use agreements and fees, required security training, etc. In some instances, a data set may need to be manipulated by imputations, weighting, and/or other methods to correct unit or item non- response. Once the COR and program staff have concluded that the databases or sets are fit for purpose and use, the Contractor shall acquire and process them. In some instances, the Contractor shall process information for use by others (e.g., processing federal information for use by the states). Should these files be intended for public dissemination, the Contractor shall conduct an evaluation of the risk of disclosure, identify steps to remediate that risk, and then proceed with implementation.

When a new data collection is required, the Contractor shall perform all tasks associated with preparation of instruments or questionnaires including, but not limited to, an Office of Management and Budget (OMB) clearance package, Institutional Review Board (IRB) protocols or exemption of IRB approval when necessary, sampling design and execution, field data collection and cleanup, electronic data files/public use data sets along with appropriate disclosure risk review and remediation, and tabular/graphical analyses. This work may also include background research, literature reviews, expert reviews, focus groups, and pilot tests. The Contractor shall conduct and report on expert reviews, interviews, and focus groups. The Contractor shall specify methods that will be used to collect data, whether onsite (e.g., face-to-face interview) or for large-scale data collections including household or establishment surveys, whether the data would be collected through the Internet, telephone, paper forms, and/or through records review. The Contractor shall define site or respondent selection criteria, potential study sites or sampling units, and indicate options and relative advantages of different sampling plans.

Task 2.3: Analyses of Complex Quantitative and Qualitative Data The Contractor shall prepare, conduct, and translate results of analyses of complex data sets, such as grantee reports and data; survey data derived from complex sampling designs; federal and/or non-federal databases; and questionnaires, focus groups, public comments, and other narrative and visual materials. The Contractor shall be required to use appropriate statistical software in performing analytic tasks (e.g., SUDAAN, Westvar, SAS, STATA for quantitative analysis; or other appropriate tools e.g., NVivo, ATLAS.ti, and MAXQDA for qualitative analysis or other appropriate tools.). Analytic results shall be accompanied by interpretation guidance in reports (both narrative and visual) for users to better understand the statistics from a survey or study including limitations of the data and what analysis results cannot be used for or generalized to, particularly for any analytic evaluation or policy analysis. The Contractor shall prepare a written report that integrates findings from the data analysis and literature review, and as required, identify current gaps in knowledge and options for solutions to gaps in knowledge, and limitations of the analysis, and prepare and conduct a briefing for COR and project staff on data analysis.

Task 2.4.: Development, Implementation, and Testing of Instruments and Tools The Contractor shall inventory and assess tools (assume 100 community-based organizations will use the tools) related to health, behavioral health, risk/safety, and/or system practice guidelines. The Contractor shall conduct a review of current literature and practice; conduct a review of developments in parallel fields; develop structures, processes, measures, criteria, and benchmarks; consult with key persons and groups (e.g., a panel of experts to discuss, review, and critique indicators); examine new technology and its potential application to the field; prepare written report of process, methods, and findings/results; prepare information for dissemination to relevant audiences; and perform other tasks that promote the testing, validation, and use of tools.

Functional Area 3. COMMUNICATIONS PROJECTS

Communications projects can support a wide variety of objectives, including but not limited to informing internal and external audiences about mission, priorities, programs, policies, or operations; informing internal and external audiences about issues affecting older adults and people with disabilities; supporting the aging and disability networks in implementing programs and meeting the needs of the people they serve. Scope will vary by task order; they can be small projects to develop a specific product (such as a video, infographic, brochure or report), ongoing, single-function support (such as proofreading or editing or support for communicating with email subscribers), comprehensive multi-tactic projects involving significant planning, project management and product development/dissemination(such as public awareness campaigns or comprehensive communication support to a program or office) or any combination in between.

Task 3.1: Communications Planning and Evaluation The Contractor shall develop a comprehensive communication plan to support objectives such as (but not limited to):

• Increasing awareness of an issue/program/initiative.

• Educating audiences about resources available to them.

• Encouraging participation in a program, partnership, or event.

• Increasing collaboration and partnerships among stakeholders.

• Improving programs’ ability to meet the needs of the people they serve.

The contractor will work with the project lead and the Task Order COR to establish communication goals and objectives to support the operational goals and objectives of the program and develop strategies and tactics to achieve them. The contractor shall identify target audiences and develop themes and messages and recommend strategies and tactics (leveraging the full range of communication platforms and methods, as appropriate) for each audience.

This may require any/all of the following: environmental scans, needs assessments, gap analysis, focus groups and/or message testing. When approval for these activities is needed from the Office of Management and Budget or other agency/authority, the contractor will develop (or support development) of the application packages, in close coordination with program staff.

The contractor shall propose and execute an evaluation strategy, including both ongoing evaluation to inform refinement of tactics and products during project execution, as well as evaluation of the project’s overall effectiveness. The contractor will propose measurement criteria and reporting procedures, based on the specific tactics proposed.

Task 3.2: Product Development and Dissemination The contractor will plan, develop, disseminate, and/or evaluate a variety of communication products based on the specific requirements of the task order. Task orders can range from small project to create one or a few products to ongoing support to produce a combination of products.

Products may include (but are not limited to):

• Reports, which may include any or all the following: writing, editing, proofreading, formatting/design, and Section 508 compliance.

• Press releases.

• Content for websites and social media.

• Graphics for both print and electronic use.

• Fact sheets, infographics, and tip sheets.

• Videos and other audiovisual materials.

• Presentation materials, including slides, speeches, and talking points.

The contractor shall support review and approval of products, as specified in the individual task order. This typically will include review by program staff, but may also include review by HHS administrator, principal deputy and/or chief of staff; HHS public affairs; and/or other divisions within HHS.

Task 3.3: Media relations and general public affairs support The contractor will support a variety of activities to inform audiences and engage stakeholders, usually in conjunction with activities described in Tasks 3.1. and 3.2., including but not limited to:

• Development of effective partnerships with (or garnering support and collaboration from), professional, non-profit, and civic organizations; private industry; and other governmental agencies to carry out communications plans.

• Photo/video coverage of events.

• Media relations support, including planning, implementation, and evaluation of live and virtual media tours.

• Conference and event planning.

Functional Area 4. PROGRAM-RELATED PROJECTS AND TECHNICAL

ASSISTANCE AND TRAINING PROJECTS

HHS provides a wide range of technical assistance (TA) and/or training for its grantees and various professionals in the fields of disability and aging. Training needs range from subject matter expertise to improving business capacity. Multiple methods can be utilized for training and technical assistance, depending on the desired outcome of the training. For example, teams consisting of experts can be utilized to provide TA and/or training simultaneously to multiple programs or sites either virtually or in-person, such as training at grantee meetings.

Alternatively, TA and training may incorporate social marketing techniques allowing for individualized knowledge gains.

Under this functional area, the Contractor shall establish and maintain a technical assistance (TA) and/or training initiative in the programmatic areas targeted in the Task Order. The Contractor shall provide TA and/or training in a culturally appropriate manner and include bilingual trainers and TA specialists, as needed. TA and training may be in the form of fact sheets; electronic-based interactive and moderated trainings; self-paced online training courses;

blended training approaches; checklists, tip sheets, and guides; in-person, online, and webinar presentations; interactive tools; toolkits; literature reviews; e-blasts; videos; and other instructional training tools and resources that make use of the latest and most cost-effective methods for delivering content.

Task 4.1: Develop Technical Assistance and/or Training Materials and Mechanisms Contractor shall conduct an environmental scan to understand (i) the existing TA and/or training initiatives that address the target issues and audience/s identified in the Task Order, (ii) perceived needs of the target audience for TA/training in this area, such as via focus groups, requests for information, or consultations/interviews, among other approaches, (iii) extent to which existing materials/curricula meet the needs of the target audience, and (iv) which existing materials/courses could be adapted with permissions or if new materials need to be created. The assessment shall include the best methods for delivering the training/TA to the targeted audience.

Please note that this task may include the creation of an Office of Management and Budget (OMB) clearance package, Institutional Review Board (IRB) protocols or exemption of IRB approval when necessary.

The Contractor shall develop new, or adapt existing TA and/or training materials, per consultation with COR and program staff and as informed by the environmental scan in Task 1.

This may include obtaining permissions for adapting/incorporating existing material and content, as well as innovating how the TA/training is delivered to optimize its impact. This Task requires the Contractor to translate scientific, research-based, and practice-based knowledge into user-friendly formats and applications that support building organizational capacity of the targeted audiences to do effective work.

The Contractor shall create a dissemination plan and communications materials to ensure the target audience is informed about the availability of the new resource. This could include web-based content, e-news/blasts, social media, email lists, blogs, etc.

Task 4.2: Deliver Technical Assistance and/or Training The Contractor shall develop an implementation plan to deliver and measure the TA and/or training through the best methods/strategies identified in Task 1. The plan shall identify the steps (selected delivery model/method; frequency; participant selection, tracking, and follow up;

and evaluation of TA/training) and timeline.

With COR and program approval, Contractor will implement the TA/training as outlined in the implementation plan, which may include working with learning management systems (LMS).

Contractor will distribute communication materials per plan in Task 1. The Contractor shall develop and implement a mechanism for tracking TA and/or training requests and services provided.

Task 4.3: Assess the Effectiveness of the Technical Assistance and/or Training In Consultation with the COR and program staff, the Contractor shall develop a plan to measure the impact of the TA/trainings. The evaluation should measure a change in the user resulting from the TA/training (e.g., increased knowledge) and the quality of the training itself.

The Contractor shall develop data collection instruments and procedures to evaluate the effectiveness of TA and/or training efforts. The Contractor shall prepare documentation for Paperwork Reduction Act compliance/clearance, if necessary.

The Contractor shall collect data on process, capacity, and impacts of the TA and/or training delivered, and provide written summaries of the evaluations to the COR and program staff. The Contractor shall collaborate with HHS and its data contractors as specified by the COR, on the collection, analyses, and reporting of service performance data. At least semi-annually, the

Contractor shall assess the quality and impact of the TA/trainings and provide a written summary report of this assessment to the COR and program staff. The semi-annual assessment shall include an aggregate evaluation summary and recommendations for improving TA and/or training.

Task 4.4: Program Support Program support may include activities that assist and/or examine HHS programs, provider capacity building (service/infrastructure), and translating science to service/service to science.

This support may take the form of preparing issue papers and reports; examining specific program practices and recommending improvements; assisting with the peer review of grant applications; conducting literature searches; determining and reporting on program effects;

identifying new practices and technologies; reviewing program portfolios; examining and recommending improved management techniques and staffing patterns; identifying best practices for financing and programmatic sustainability; identifying opportunities for private-public sector partnerships; consulting with program constituents at the federal, state, and local levels; and reviewing other activities necessary for program operations. The Contractor shall identify opportunities for public-private sector partnerships, as it relates to the new grant program. The Contractor shall prepare analyses and recommendations in the form of verbal and written reports.

Functional Area 5. LOGISTICAL SUPPORT PROJECTS

It is a goal of HHS to provide leadership and support to our networks, and to be a source of collaboration, innovation, and solutions for our partners. To achieve this, HHS regularly meets with grantees, stakeholders, federal partners, and other interested parties. At times, these engagements are large enough to require sending invitations, tracking responses, locating space, meeting management, and meeting material and report preparation. Engagements may take many forms, for example information sharing (e.g., grantee meetings), listening sessions (e.g., stakeholder meetings), or collaborations/working meetings (e.g., federal partner meetings). The Contractor shall possess the capacity to support the planning of multiple (e.g., two-three events), concurrent activities/events.

Task 5.1: Meeting Planning The Contractor shall meet with the COR to obtain relevant background information and identify any risks. The Contractor shall arrange for any pre-meeting and onsite planning meetings with the COR, task lead, and/or principal meeting organizers to discuss meeting. Topics may include but are not limited to attendees, site/method (in-person or virtual), dates, timeline, agenda, and materials, building and/or personnel security, and other requirements.

Task 5.2: Meeting Location In-Person Meetings: The Contractor shall conduct a site search and produce a list of at least three choices. The site will be approved by the COR. The Contractor shall negotiate and implement a contract to obtain meeting space and other related services. Other related services may include but are not limited to audio-visual/LCD package (e.g., laptop, projector, screen, Wi- Fi, internet access, etc.), telecommunications, and recording equipment, along with supplies such as signage, easels, pointers, notepads. The Contractor shall maintain contact with representatives at the meeting site to ensure smooth operation.

Virtual Meetings: The Contractor shall provide a full range of logistical services for virtual events. The Contractor shall be able to provide a FedRamp-approved virtual meeting platform, an online registration process, technical support before and during the session, and session facilitation (e.g., Q&A). Virtual events must be recorded. After the event, a closed captioned, 508 compliant digital copy of the meeting must be provided to the COR and program lead within 14 days of an event along with a manually corrected version of the closed captioning.

Task 5.3: Invitees/Speakers/Attendees The COR and program lead will provide Contractor with a list of persons to be invited for each meeting/event. Contractor shall create a “Save the date” announcements to include sufficient detail of the meeting logistics that participants may begin the process of planning attendance, and the Contractor will distribute the Save the Date upon approval of the COR and program lead.

Contractor will send invitation letters with registration information when authorized by COR and program lead.

Contractor shall manage all aspects of the registration process, including using an online registration system. The online registration system shall include information regarding registration, meeting location, and general information (e.g., agendas, ground transportation).

Registration booth(s) shall be staffed at the meeting site to assist participants and attendees. The Contractor shall generate meeting registration reports or other information in a timely manner as requested by the COR. The Contractor shall develop a final list of meeting participants and attendees 24 hours before meeting is scheduled to occur, and on the day of the event. In consultation with COR and program lead, the Contractor shall distribute pre-registration materials to participants including all meeting announcements.

With the approval of the COR, the Contractor shall contact, invite, and confirm meeting speakers, presenters, facilitators, trainers, consultants, and/or writer or notetaker. The Contractor shall arrange travel, hotel accommodations, and reimbursement of per diem for non-federal travelers. In consultation with COR and program lead, the Contractor shall distribute briefing materials to speakers. The Contractor shall manage any honoraria and/or consultant fees.

Contractor shall manage all travel arrangements for agency-funded travelers. Transportation, lodging, and per diem shall be contracted at rates in accordance with Federal Travel Regulations.

The government shall not provide any funds for food and beverages. Air travel shall be arranged early enough in advance of the meeting to take advantage of low and/or discounted air fares unless an emergency situation arises. The Contractor shall have the capability to make arrangements for programmatic events ranging in size from five-ten participants to 100 participants. When requested, the Contractor shall have staff onsite to deal with exigencies that arise.

Task 5.4: Meeting Materials and Reports In Consultation with COR and program lead, the Contractor shall gather, prepare, and/or develop all meeting materials including but not limited to save the date announcement, invitation letter, agenda development, participant information packets, table tents, and name badges. If required, the Contractor shall prepare related plain-language publications, reports, websites, and/or presentations in consultation with the Office of External Affairs. The Contractor shall prepare and produce layouts in either a text or graphic format (e.g., charts, lists, graphs, drawings).

Multiple colors or black and white shall be utilized as required by the Task Order. The Contractor shall convert information provided by the COR into fully accessible electronic images (e.g., PowerPoint, PDF). The Contractor shall prepare camera- ready copy and produce additional copies as required for each presentation. The Contractor shall receive and/or provide the completed materials electronically or in hard copy.

Task 5.5: Follow-Up The Contractor shall provide post-meeting services including but not limited to timely reimbursement, invoicing, public relations, preparation of meeting transcript proceedings and summaries, video/audio recording, webinars, webcasts, and the mailing of thank you letters to the meeting speakers, presenters, facilitators, trainers, consultants, and/or writer or notetaker.

Functional Area 6. OTHER GENERAL SERVICES

Not only do the various components of HHS collaborate and work across centers and offices, at times HHS requires other administrative, management, technical, and consulting services to improve the agency's performance and support meeting the agency mission. For example, it is sometimes necessary to obtain the special knowledge or skills of noted experts to enhance the agency’s understanding of complex issues and/or to develop unique solutions or to support and improve agency operations. These services are not described in detail within the other functional areas, and include:

• Other general performance-related support

• Advisory and assistance services

• Tasks that require work from multiple functional areas or multiple subject matter areas.

Attachments

1. Labor Categories list and Minimum Qualifications

2. Sources Sought Questionnaire table

3. Vendor Questions/Comments table (Optional)

Functional Area 6. OTHER GENERAL SERVICES