Wellness and Health Promotion (WHP) Web Portal Services_DRAFT SOW.docx

HHSP233201900015I

Attachment 1 – FOH Interactive WHP Web Portal Controlled Unclassified Information

HHSP233201900015I

Attachment 1 – FOH Interactive WHP Web Portal Controlled Unclassified Information

Federal Occupational Health (FOH) Interactive Wellness and Health Promotion Web Portal DRAFT Statement of Work

SECTION C: DESCRIPTION/SPECIFICATIONS/PERFORMANCE WORK

STATEMENT

TITLE: FOH Interactive Wellness and Health Promotion (WHP) Web Portal

C.1 BACKGROUND

Federal Occupational Health (FOH), a component of the Program Support Center (PSC) within the U.S. Department of Health and Human Services (HHS), has provided occupational health programs for federal employees for more than 70 years. FOH operates under the principles of the Health Promotion for Government Employees Act, Pub. L. No. 79-658, 60 Stat. 903 (1946), as amended and codified at 5 U.S.1. § 7901, which authorizes the head of an agency to establish a health service program to promote and maintain the physical fitness and emotional well-being of federal employees; 42 U.S.1. 231; and the Service and Supply Fund Charter.

To fulfill its mission, FOH designs and provides a suite of occupational health services for federal agencies and their employees. FOH enters into agreements with customer organizations and directly delivers either occupational health services or contracts with qualified organizations to provide such services. When FOH uses a contractor, FOH monitors the contract and provides technical oversight.

FOH is committed to an integrated approach to improving the health and productivity of the federal workforce, which helps address both direct and indirect cost drivers affecting the Federal Government. To that end, FOH provides programs and services that support a wellness-focused culture of health rather than a treatment-focused culture of sickness.

FOH’s goal is to align programs and services along a continuum designed to meet the wellness needs of federal employees -- health and wellness programs to keep healthy people healthy; health risk management services for those at low and moderate risk; and medical referrals for those with chronic health needs. FOH’s Wellness and Health Promotion Service (WHPS) programs play an essential role in FOH’s mission to maintain or improve the health of federal employees. As part of a long-term strategy of integration and quality improvement, FOH follows system-wide standards for ambulatory health care settings as outlined by The Joint Commission, which can be found at the following website:

http://www.jointcommission.org/facts_about_joint_commission_accreditation_standards/

FOH manages over 360 Health Centers, as well as 50 Health Promotion (HP) Programs and Wellness/Fitness (WF) Centers nationwide. Like all FOH programs, WHPS programs can be customized to meet each organization’s unique needs. Agencies can choose to integrate WHPS with other OH services such as health screenings, online health assessments, cholesterol and glucose testing, and blood pressure monitoring.

FOH Health Promotion staff may provide outreach wellness and health promotion services locally and virtually (i.e. coaching, webinars etc.). FOH also provides WF center management services, which include management of the day-to-day operations, exercise programs, fitness assessments, group exercise classes, wellness programs, membership utilization reporting and more. In agencies without an on-site fitness center FOH provides virtual health promotion services including HA, healthy lifestyle coaching, incentive programs, webinars and more. During the past year nearly eighty thousand (80,000) of the 1.8 million Federal employees FOH serves have accessed online and/or telephonic health coaching and incentive management services.

C.2 SCOPE OF IDIQ

The Contractor shall furnish all of the necessary personnel, materials, services, facilities, (except as otherwise specified), and otherwise do all the things necessary for or incident to the performance of the work as set forth in each task order.

This requirement is to acquire a web-based, Contractor-Owned/ Contractor-Operated (COCO) Company operated health promotion product that includes comprehensive self – management tools, targeted interventions, and interactive contacts to foster program engagement. It must include online Health Appraisals (HA), (also known as health risk appraisal or HA), personalized healthy lifestyle information, fitness center attendance tracking, and other tailored tracking and assessment tools to deliver a complete interactive health and wellness and health promotion system for eligible Federal employees of FOH’s customers, as appropriate.

The online wellness tool is directly tied to "One HHS" Program Objective 13: Emphasize Prevention and Healthy Living (http://www.hhs.gov/pma/depObj.html). It also supports FOH’s mission objectives to improve the health and safety of the government workforce. This tool will enhance the programs FOH offers to its interagency partners by providing a health promotion tool that can be used by FOH’s health promotion experts to manage the provision, customization and reporting of high quality health information to customers in the Federal government.

C.3 PERFORMANCE OBJECTIVE

FOH is the primary provider of occupational health and health promotion to Federal agencies throughout the United States. FOH, a service unit of the Program Support Center and a component of the Department of Health and Human Services, and works in partnership with Federal organizations throughout the US and its territories to design and deliver comprehensive solutions to meet their occupational safety and health promotion needs. Offeror’s are required to have professional and technical expertise in health promotion online data systems, website management and health appraisal development and implementation. Work must be accomplished in accordance with FOH policies and procedures, and be of high quality and consistency and available worldwide through the internet.

The interactive WHP web portal must be fully operational at time of award, must provide an online administrative function for Health Promotion staff/ administrator use to manage their group(s) health promotion program and a Health Appraisal (HA) which must include an array of healthy lifestyle information with personalized wellness features. The HA must be a valid and reliable tool.

This solution must include services to engage the population (provide WHP to the entire population), HA provisions, the ability to identify and tailor programs to meet client needs. This solution must also include self-management tools to help individuals stay healthy and reduce risk; health coaching tools; individual and team challenges; incentive management; fitness center screenings and attendance tracking; and provide WHP performance reporting, when applicable.

The web-based system that is provided must be reliably available as a secure web based application that is accessible through the internet via a personal computer, or a mobile smartphone/tablet device in an environment capable of receiving an Authorization to Operate (ATO) on behalf of HHS. The environment and system will be subject to HHS’ Certification and Accreditation (C&A) process to receive the ATO prior to use by Federal employees. HHS officials will approve the ATO and HHS will perform or contract out the independent System Test and Evaluation (ST&E) requirements of the C&A process. Contractors must demonstrate experience in maintenance and support of secure internet online data systems, website management, and website interface design. The requirements for each element are described below.

C.3.1 Health Promotion Content Management Tool for Health Promotion Professionals

· The FOH Health Promotion (HP) staff must have administrator access rights to the web portalFOH requires an administrative web tool that allows the FOH health promotion (HP) experts/ administrators to provide a vast array of customizations for the FOH client and for agency subgroups. The FOH HP experts/ administrators must also be able to upload documents, post links, and set up client hierarchy as required. These activities may also include prominent postings of upcoming activities/challenges, health information, special events, bonus point, or equivalent, opportunities, information about other available FOH resources and facilities, and/or other types of targeted Federal employee information.

· The FOH HP expert/ administrators must be able to customize the website to alter workflow through the site, i.e. some FOH customers require consent forms and/or other forms to be completed by participants before they are allowed to utilize the tool and/or request FOH provided health-coaching services. The software shall have the ability to allow the Federal employee to be threaded through the system based on what the FOH HP expert has set up for FOH client.

· The administrative tool must enable FOH administrators, rather than the contractor’s staff, to provide on-line healthy lifestyle coaching to clients. The tool must provide evaluation of the client’s Exercise Risk based on American College of Sports Medicine guidelines, and must provide pictures and descriptions of various exercises that can be incorporated into each client’s personal wellness plan.

· FOH HP staff or contractor staff shall have the ability to post or send outbound messaging to individual Federal employees, groups, subgroups, teams, and/or activity/challenge participants via email. These messages should only be directed to individuals who opt-in to these communications. Messages should be able to be based on health risks, agency and/or worksite location, and interests for a particular individual. All email messages should be sent in a manner that identifies the system domain. Types of messaging may include, but are not limited to HTML based newsletters, specific health risk information, announcements, motivational messages, and reminders generated automatically by the system and/or initiated by the FOH HP staff. Modes may include text messaging as appropriate. If the contractor sends out messaging, FOH staff must review and approve all communications in advance. In addition, the contractor must present a calendar detailing the timing of each outbound communication for FOH staff approval. All messages will be sent unsecured, so protocols preventing the inclusion of sensitive personal or health information should be used.

· FOH requires that the system allow for FOH HP experts/ administrators to run health promotion campaigns/challenges to simultaneously target one or more risk factors that can be highlighted on individual homepage calendars and on activity lists. Participation and achievement are recognized through the accrual of points, or an equivalent system.

· FOH requires an administrative web tool that allows the FOH health promotion (HP) experts / administrators to easily identify and disable accounts that have had no activity for 365 days or more.

· FOH requires a query feature that allows FOH HP experts/ administrators the ability to run ad-hoc queries according to a minimum of four hierarchical levels including: organization, agency, sub-agency, and geographic location, plus any combination of data field(s) captured by the web system (e.g. health outcome data including, but not limited to BMI, physical activity, tobacco cessation, nutrition, stress management, etc. The number of Federal employees, frequency of access among Federal employees, community engagement quantification, point (or equivalent) accrual, message board posts, usage patterns, and other related web analytics). More than one FOH administrator shall have the ability to gather comprehensive reports and real-time aggregate data to track system utilization and participation. The data shall be able to be queried by different groups or categories of participants FOH creates by different levels of administrative Federal employee rights.

· The web tool must also track fitness center membership and attendance. The FOH staff/ administrators must be able to query the data to run reports regarding fitness center usage by hour, by day, by month. FOH currently has approximately 1,000 members that use the Fitness Center Attendance tracking tool; however, usage in the base year could increase to greater than 10,000 users.

· The web portal will offer a range of pre-recorded virtual fitness classes including equipment and non-equipment work-outs. Class duration will be 30-60 minutes depending on class format (excluding meditation formats which may last 15 minutes); ranging from low to high intensity. The library shall offer 100 or more on-line fitness classes, technique videos and mindful practices, and new releases must be offered quarterly with fresh content to keep participants engaged.

C.3.2 Comprehensive Lifestyle Management Website

a. FOH requires an URL address with a web destination for participants. This will allow end user clients to click on a link to enter the site and login. Federal employees shall have the ability to set their own password to control future access to their information. The system is expected to enforce government password policies that encourage best security practices. These policies will require use of hardened passwords, and forcing Federal employees to periodically change their password. Federal employees must also be able to perform a self-recovery of their password, using key information provided in the initial enrollment (such as the Government contact email, and/or answers to 3 or more unique questions about personal details). The workflow from there can be determined by the FOH staff to meet the program needs (e.g. add a consent form page or thread straight to the HA).

· The contractor’s product must be customizable for FOH’s agency partners. This customization is needed for customers who request their own database/site name, URL, and/or color and logo branding. FOH currently has six (6) unique customer websites, each with their own URL, customized home page and customized programs. As shown in task areas 1- 4, the number of unique customer websites requiring management may increase over the life of the contract. The contractor shall provide a demo website to support FOH customer managers and others as they review and/or market the program.

· The COR must review and approve all new websites prior to launch. All website maintenance fees associated with each unique website shall be specified in Section B, task areas 1- 3, as applicable. FOH currently has approximately 80,000 website users and expects usage will continue to increase annually over the life of the contract.

· FOH will provide the customer's information such as logos, incentive prize pictures or samples, etc. The following options shall be made available:

· A site URL, customized header, and a minimum of 3 hours of training for FOH website administrator of each website.

· The tool must be able to be set up so that each of FOH’s customer agencies can have its own customization, and own FOH administrators, as required. This customization includes a website URL, customized banner or graphic, 3 hours of web training, and signature customization for login and home pages. HA customization must allow the addition of three questions and responses to the HA; privacy policy; signup and workflow configuration; and incentive program setup.

· Additional customization by the contractor may be required, and costs for customization will be calculated based on the hourly fee specified in Section B, task areas 1- 3, as applicable.

· FOH requires a Query feature and the ability to run queries by agency categories plus any combination of fields for ad hoc reports. More than one FOH administrator must have the ability to gather comprehensive reports and real-time aggregate data.

· The data must be able to be queried by different groups or categories of participants FOH creates by different levels of administrative user rights.

· FOH administrators shall have the ability to send targeted emails to groups of participants based on specific queries of the HA data in order to utilize the data as a needs-specific intervention tool.

· Prior to the expiration of the contract, the contractor must provide an export of all data in an acceptable format to the COR with updates after the contract end as specified in Section F.

· Website shall be available 24 hours a day, 7 days a week, with a minimal downtime (less than 15 minutes) during core Federal business hours of 6:00am (EST) to 11:00pm (EST), and no more than 1 hour during non-business hours as described in section C.4. The contractor shall deliver the services within the periods specified in this contract.

· The contractor must provide technical support to FOH staff who administer each website (i.e.

end user issues that FOH is unable to resolve, links not working within the website, content needs updating, formatting issues, etc.)

· The contractor must respond via telephone or email within 24 hours of an FOH COR or FOH website administrators call for technical assistance and problem resolution.

· The contractor must respond within 72 hours of request for new website and customization requirements (i.e. report queries, addition/removal of HA questions, custom incentive design, etc.) and provide estimated hours required, as well as a timeline for completion of request.

· The contractor must respond within 72 hours of request to provide other data reports (i.e.

utilization) which may be requested on an as needed basis.

C.3.3 Health Appraisal (HA)

· The HA shall be written at a 5th or 6th grade literacy level and in plain language. The HA shall be linguistically, age, gender, and culturally appropriate for employees of the Federal Government.

· The HA shall be compliant with the Genetic Information Non-Discrimination Act (GINA).

· FOH requires that the HA and the web-based delivery system shall be reviewed no less than every two years to ensure compliance with best practices and advances in technology.

· The HA shall have the capability to be tailored to determine “readiness for behavior change.”

· The HA shall include questions that address biometric measures, medical conditions, family history, diet, social health, physical health, and preventative care. An abbreviated, shortened, version of the HA should be available as an option for clients who do not want to use the long version.

· Participants shall receive immediate feedback from their HA. When participants receive their HA review, they will be immediately provided with resources for more information. This can include web links, educational materials, referrals, and program marketing.

· An “Opt-out” box for receiving additional materials and communications shall be available on the web site and on targeted e-mails so that a participant can elect not to receive health interventions based on their HA responses. If participants do not opt out, they will receive materials on health topics based on questions answered through their HA. This form of targeted intervention has shown to be a very effective way to initiate the process of behavior change.

· Federal employees and FOH health coaches shall be able to view historical HA and biometric data and compare it to current values to track individual health outcomes and risk status over time.

· The contractor shall provide on a monthly basis a report on the total HA participation for each website by the fifth (5th) of the following month.

C.3.4 Healthy Lifestyle Information

· Participants shall have access to a robust library of current, relevant, evidence-based health education information which directly complements, explains, and/or enhances the risk factors identified through the HA, health promotion activities, lifestyle improvement tools, and extended team challenges available for Federal employee participation. The FOH administrator and HP staff shall have the ability to add content based on FOH client needs to the website, or submit the content to the contractor for posting, as appropriate.

· The web portal shall provide health and wellness tools for individuals to be able to track specific areas such as exercise, weight, blood pressure, cholesterol levels, etc. The system shall allow Federal employees to choose one or more topics across the spectrum of wellness and health promotion topics including BMI, physical activity, tobacco cessation, nutrition/healthy eating habits, and stress management, to receive simple, appropriate tips and/or activities at regular intervals according to their interests and abilities via email, text messaging, and/or other messaging conduits. Federal employees shall be able to unsubscribe from one or more topic areas at any time.

· The Contractor’s solution shall provide intuitive, interactive, easy to use trackers for monitoring goal achievement over time, distance, caloric intake, type, intensity, or other objective/quantitative metrics required for activity completion (e.g. activities related to physical activity or nutrition) and convert the inputs into points, or an equivalent, for incenting participation. The metrics and point conversion shall be based on currently recognized evidenced-based standards (e.g. Metabolic Equivalent of Task (MET) scoring). Tracking shall include the ability to manually input data into a desktop or mobile device.

· Tracking of physical activity shall be compatible with the use of a personal quantification device for automated data capture and synchronization with the Federal employee’s account as an option for FOH customers. Data may be transferred from the device wirelessly or tethered through a desktop or mobile device application and include metrics such as time, distance, steps, caloric burn, etc. If the contractor does not currently offer a device as part of their offering, they shall integrate an Application Program Interface (API) of FOH’s choosing to meet this requirement.

· The system must allow multiple administrators in FOH to have the ability to run national incentive programs and the ability to designate teams for competition in these motivational programs. Reporting must be available for the FOH staff/ administrators to run at the team level.

· Data from the web system should also be accessible from a secured smart phone/tablet app (iOS and/or Android) and/or mobile web implementation for accessing and modifying one or more system capabilities such as account profile management, messaging, activity tracker, data entry, personal quantification device synchronization, etc. The contractor should make the iOS and Android applications available through normal public distribution mechanisms (i.e. iTunes, Google Play, Amazon Marketplace, etc.), and should not require an additional fee for the Federal employee to download or use. Access through the web or a mobile client will require authentication using the login credentials assigned to the Federal employee’s account during initial web-based registration. This mode of engagement would be in addition to the Federal employee’s ability to access the web portal from a work or personal home computer.

Note: Mobile applications that are used to manage Personal information and/or health information must be implemented in a secure manner. This is a rapidly evolving need. Until HHS provides definitive guidance on security requirements for mobile devices, the vendor will be required to adhere to the guidance in the established HIPAA & HITECH requirements. More information can be found at: http://healthit.hhs.gov/portal/server.pt/community/healthit_hhs_gov__hipaa___health_it/117 4

· The tool must have the ability for FOH staff/ administrators to post customer Site Specific Information regarding events going on at multiple locations across the nation for multiple customer agencies.

· Many of FOH’s customers require the combination of the services mentioned above with coaching support. The contractor shall provide the FOH coaching staff with access to all web-based and/or other administrative system tools utilized to provide health lifestyle coaching to clients.

a) FOH HP experts/ administrators shall be able to access the system remotely from an FOH run facility, Federal government facility, or other location with a high-speed or broadband Internet service supporting secure access and authentication to the system.

b) Coaches shall have the capability to document sessions in the system.

c) The web portal shall provide the FOH Health Coach with a secure 2-way messaging system to communicate with their clients.

d) The Contractor shall provide up to ten (10) hours of training to FOH staff/ administrators designated by the COR on the relevant systems and procedures for utilizing the contractor’s web-based coaching tools and administrative functionalities. Trainings will be requested by the COR to include individual instruction, group sessions, and may employ the use web conferencing or other means of electronic communication.

C.3.5 Standard and Ad Hoc Report Management

C.3.5.1 Client Reports:

a) The Contractor shall provide FOH administrators the ability to query standardized, monthly, quarterly, and an annual report that includes a summary of health outcomes, utilization, and return on value for FOH clients. The data collected and reported may change over time to meet customer needs. Other ad hoc reports may be required on occasion including HA completion, aggregate data regarding health risks and risk reduction, participation, overall risk reduction, BMI reduction and maintenance, tobacco cessation quit rate and physical activity level).

b) The reporting shall include definitions for all data outputs included in the report and the method(s) used to calculate them.

c) The FOH staff/ administrators must be able to query the data to run reports regarding fitness center usage by hour, by day, by month.

d) The FOH staff/ administrators must be able to query the data to run reports regarding fitness center membership, including active and inactive membership.

C.3.5.2 Web Activity Reporting:

a) The Contractor shall provide standardized monthly, quarterly and annual reporting detailing web traffic for FOH client utilization of the system.

C.3.6 Performance and Quality Improvement

C.3.6.1 Terms of Operation:

a) Web-based Wellness and Health Promotion System

i. The contractor shall maintain a centralized service center with data systems available as follows: 1) Required Availability: Monday – Friday 6:00 AM Eastern Standard Time (EST) to 11:00 PM EST, 2) Non-Critical Availability – All other times.

ii. The contractor shall perform all scheduled system maintenance and system updates outside of required availability time periods.

iii. The contractor shall obtain written consent from the COR for any maintenance action that will affect system availability during critical hours of operation. iv. Best efforts should be made to keep the system operational twenty-four (24) hours per day, seven (7) days per week, and three-hundred and sixty-five (365) days per year.

v. Actions to perform routine maintenance or update the system shall not be more than one (1) hour per instance. vi. In the event maintenance is performed, and part or all of the system is unavailable for use, a notice of temporary unavailability must be posted on the impacted website and/or webpages. This message shall explain the outage and when the system is expected to be available for use.

vii. In the event technical assistance or problem resolution is required for the web-based system, the Contractor shall respond to the request via email or telephone within twenty-four (24) hours.

viii. Federal employees utilizing the system shall be notified at least five (5) days in advance for all planned maintenance actions affecting access to the system that occur during critical or non-critical availability time frames. ix. The system design should ensure that there is never be a service outage for more than four (4) hours. In the event of a catastrophic event at the hosting facility, the system should have a four (4) hour stop loss on potential data loss, and be able to return to service within two (2) business days or less.

x. The Service Center and back-up Service Center must operate 99.995 percent of the time (Service Level Agreement (SLA) metric expectation is 99.995 percent uptime) during defined required availability of hours. NOTE: Service Availability = [(Total number of minutes in the quarter) – (total number of minutes in the quarter that the Service Center is not available)] / Number of minutes in the quarter.

xi. The IT Contingency Plan shall be completed and define provisions for continuity of the contractor’s IT services, Service Center, staffing, and overall operations. The plan shall be structured to ensure that system services are available as defined above. xii. The web-based system shall have response times that are sufficiently fast to support routine access and utilization of the system when accessing through broadband or other high-speed internet services.

C.4 Information Security and/or Physical Access Security

1. Baseline Security Requirements

a. Applicability. The requirements herein apply whether the entire contract or modification (hereafter "contract"), or portion thereof, includes either or both of the following:

i. Access (Physical or Logical) to Government Information: A Contractor (and/or any subcontractor) will have or will be given the ability to have, routine physical (entry) or logical (electronic) access to government information.

ii. Operate a Federal System Containing Information: A Contractor (and/or any subcontractor) will operate a federal system and information technology containing data that supports the HHS mission. In addition to the Federal Acquisition Regulation (FAR) Subpart 2.1 definition of "information technology" (IT), the term as used in this section includes computers, ancillary equipment (including imaging peripherals, input, output, and storage devices necessary for security and surveillance), peripheral equipment designed to be controlled by the central processing unit of a computer, software, firmware and similar procedures, services (including support services), and related resources.

b. Safeguarding Information and Information Systems. All government information and information systems must be protected in accordance with HHS/[OpDiv] policies and level of risk. At a minimum, the Contractor (and/or any subcontractor) must:

i. Protect the:

· Confidentiality, which means preserving authorized restrictions on access and disclosure, based on the security terms found in this contract, including means for protecting personal privacy and proprietary information;

· Integrity, which means guarding against improper information modification or destruction, and ensuring information non-repudiation and authenticity; and

· Availability, which means ensuring timely and reliable access to and use of information.

ii. Categorize all information owned and/or collected/managed on behalf of HHS/[OpDiv] and information systems that store, process, and/or transmit HHS information in accordance with FIPS 199 and National Institute of Standards and Technology (NIST) Special Publication (SP) 800-60, Volume II: Appendices to Guide for Mapping Types of Information and Information Systems to Security Categories. Based on information provided by the ISSO, CISO, OpDiv SOP, or other representative, the impact level for each Security Objective (Confidentiality, Integrity, and Availability) and the Overall Impact Level, which is the highest watermark of the three factors of the information or information system are the following:

· Confidentiality: [ ] Low [X ] Moderate [ ] High

· Integrity: [ ] Low [ X ] Moderate [ ] High

· Availability: [ ] Low [X ] Moderate [ ] High

· Overall Impact Level: [ ] Low [X ] Moderate [ ] High

iii. Based on the agreed-upon level of impact, implement the necessary safeguards to protect all information systems and information collected and/or managed on behalf of HHS/[OpDiv] regardless of location or purpose.

iv. Report any discovered or unanticipated threats or hazards by either the agency or contractor, or if existing safeguards have ceased to function immediately after discovery, within one (1) hour or less, to the government representative(s).

v. Adopt and implement all applicable policies, procedures, controls, and standards required by the HHS/[OpDiv] Information Security Program to ensure the confidentiality, integrity, and availability of government information and government information systems for which the Contractor is responsible under this contract or to which the Contractor may otherwise have access under this contract. Obtain all applicable security and privacy policies by contacting the CO/COR or HHS/[OpDiv] security and/or privacy officials.

c. Privacy Act. Comply with the Privacy Act requirements (when applicable), and tailor FAR and HHSAR clauses as needed.

d. Privacy Compliance. Comply with the E-Government Act of 2002, NIST SP 800-53, and applicable HHS/OpDiv privacy policies, and complete all the requirements below:

Note to the Requiring Activity Representative: This information may be included after award in the event it is not yet available at the time of acquisition. Section d must be included in all contracts regardless of whether or not personally identifiable information (PII) is involved.

i. Per the Office of Management and Budget (OMB) Circular A-130, Personally Identifiable Information (PII), is "information that can be used to distinguish or trace an individual's identity, either alone or when combined with other information that is linked or linkable to a specific individual." Examples of PII include, but are not limited to the following: Social Security number, date and place of birth, mother's maiden name, biometric records, etc.

ii. To ensure that the public's personal information is protected in a manner commensurate with the privacy risks, HHS uses a privacy analysis process to assess the risks associated with HHS's collection and maintenance of PII and to ensure information is handled in accordance with applicable legal, regulatory, and policy requirements. PTAs analyze how information is handled in IT systems and electronic information collections and determines if the IT system or electronic information collection collects, disseminates, maintains, or disposes of PII. PIAs are used to assess the privacy risks of IT systems and electronic information collections that collect, disseminate, maintain, or dispose of PII about members of the public. PIAs also provide transparency into how HHS collects, disseminates, maintains, or disposes of the public's PII.

iii. The Contractor must support the agency with conducting a Privacy Threshold Analysis (PTA) for the information system and/or information handled under this contract to determine whether or not PII is collected, disseminated, maintained, or disposed as part of the contract. The PTA will determine if a full Privacy Impact Assessment (PIA) needs to be completed.

· If the results of the PTA show that a full PIA is needed, the Contractor must support the agency with completing a PIA for the system or information within [OpDiv to insert contract-specific timeline] after completion of the PTA and in accordance with HHS policy and OMB M-03-22, Guidance for Implementing the Privacy Provisions of the E-Government Act of 2002.

· The Contractor must support the agency in reviewing the PIA at least every three years throughout the system development lifecycle (SDLC)/information lifecycle, or when determined by the agency that a review is required based on a major change to the system, or when new types of PII are collected that introduces new or increased privacy risks, whichever comes first.

e. Controlled Unclassified Information (CUI). Executive Order 13556 defines CUI as "information that laws, regulations, or Government-wide policies require to have safeguarding or dissemination controls, excluding classified information." The Contractor (and/or any subcontractor) must comply with Executive Order 13556, Controlled Unclassified Information, (implemented at 3 CFR, part 2002) when handling CUI. 32 C.F.R. 2002.4(aa) As implemented the term "handling" refers to "…any use of CUI, including but not limited to marking, safeguarding, transporting, disseminating, re-using, and disposing of the information." 81 Fed. Reg. 63323. The requirements below apply only to nonfederal systems that process, store, or transmit CUI, or that provide security protection for such components. All sensitive information that has been identified as CUI by a regulation or statute, handled by this solicitation/contract, must be:

i. Marked appropriately;

ii. Disclosed to authorized personnel on a Need-To-Know basis;

iii. Protected in accordance with NIST SP 800-53, Security and Privacy Controls for Information Systems and Organizations applicable baseline if handled by a Contractor system operated on behalf of the agency, or NIST SP 800-171, Protecting Controlled Unclassified Information in Nonfederal Information Systems and Organizations if handled by internal Contractor system; and

iv. Returned to HHS control, destroyed when no longer needed, or held until otherwise directed. Information and/or data must be disposed of in accordance with NIST SP 800-88, Guidelines for Media Sanitization.

f. Protection of Sensitive Information. For security purposes, information is or may be sensitive because it requires security to protect its confidentiality, integrity, and/or availability. The Contractor (and/or any subcontractor) must protect all government information that is or may be sensitive by securing it with a solution that is validated with current FIPS 140 validation certificate from the NIST CMVP.

g. Confidentiality and Nondisclosure of Information. Any information provided to the contractor (and/or any subcontractor) by HHS or collected by the contractor on behalf of HHS must be used only for the purpose of carrying out the provisions of this contract and must not be disclosed or made known in any manner to any persons except as may be necessary in the performance of the contract. The Contractor assumes responsibility for protection of the confidentiality of Government records and must ensure that all work performed by its employees and subcontractors must be under the supervision of the Contractor. Each Contractor employee or any of its subcontractors to whom any HHS records may be made available or disclosed must be notified in writing by the Contractor that information disclosed to such employee or subcontractor can be used only for that purpose and to the extent authorized herein.

The confidentiality, integrity, and availability of such information must be protected in accordance with HHS and [OpDiv] policies. Unauthorized disclosure of information will be subject to the HHS/[OpDiv] sanction policies and/or governed by the following laws and regulations:

i. 18 U.S.C. 641 (Criminal Code: Public Money, Property or Records);

ii. 18 U.S.C. 1905 (Criminal Code: Disclosure of Confidential Information); and

iii. 44 U.S.C. Chapter 35, Subchapter I (Paperwork Reduction Act).

h. Internet Protocol Version 6 (IPv6). All procurements using Internet Protocol must comply with OMB Memorandum M-21-07, Completing the Transition to Internet Protocol Version 6 (1Pv6) available at https://www.whitehouse.gov/wp-content/uploads/2020/11/M-21-07.pdf

i. Information and Communications Technology (ICT). ICT products and services from prohibited entities/sources must not be used/acquired in compliance with Public Law 115-232, Section 889 Parts A and B, FAR 4.21, FAR 52.204.23, FAR 52.204.24, and FAR 52.204.25. The contractor (and/or any subcontractor) must notify the government if they identify prohibited ICT products and/or services are used during the contract performance.

j. Government Websites. All new and existing public-facing government websites must be securely configured with Hypertext Transfer Protocol Secure (HTTPS) using the most recent version of Transport Layer Security (TLS). In addition, HTTPS must enable HTTP Strict Transport Security (HSTS) to instruct compliant browsers to assume HTTPS at all times to reduce the number of insecure redirects and protect against attacks that attempt to downgrade connections to plain HTTP. For internal-facing websites, HTTPS is not required, but it is highly recommended. Consult the HHS Policy for Internet and Email Security for additional information.

k. Contract Documentation. The Contractor must use provided templates, policies, forms and other agency documents [OpDiv] specify which documents/forms will be provided to contractor] to comply with contract deliverables as appropriate.

l. Standard for Encryption. The Contractor (and/or any subcontractor) must:

i. Comply with the HHS Standard for Encryption of Computing Devices and Information to prevent unauthorized access to government information.

ii. Encrypt all sensitive federal data and information (i.e., PII, protected health information [PHI], proprietary information, etc.) in transit (i.e., email, network connections, etc.) and at rest (i.e., servers, storage devices, mobile devices, backup media, etc.) with encryption solution that is validated with current FIPS 140 validation certificate from the NIST CMVP.

iii. Secure all devices (i.e.: desktops, laptops, mobile devices, etc.) that store and process government information and ensure devices meet HHS and OpDiv-specific encryption standard requirements. Maintain a complete and current inventory of all laptop computers, desktop computers, and other mobile devices and portable media that store or process sensitive government information (including PII).

iv. Verify that the encryption solutions in use have been validated under the Cryptographic Module Validation Program to confirm compliance with current FIPS 140 validation certificate from the NIST CMVP. The Contractor must provide a written copy of the validation documentation to the COR [OpDiv-provided delivery date].

v. Use the Key Management system on the HHS personal identification verification (PIV) card or establish and use a key recovery mechanism to ensure the ability for authorized personnel to encrypt/decrypt information and recover encryption keys http://csrc.nist.gov/publications/. Encryption keys must be provided to the COR upon request and at the conclusion of the contract.

m. Contractor Non-Disclosure Agreement (NDA). Each Contractor (and/or any subcontractor) employee having access to non-public government information under this contract must complete the OpDiv non-disclosure agreement. [OpDiv inserted information/link should be cited here], as applicable. Contractors (and/or subcontractors) must submit a copy of each signed and witnessed NDA to the Contracting Officer (CO) and/or CO Representative (COR) prior to performing any work under this acquisition.

2. Training Requirements

a. Mandatory Training for All Contractor Staff. All Contractor (and/or any subcontractor) employees assigned to work on this contract must complete the applicable HHS/OpDiv Contractor Information Security Awareness, Privacy, and Records Management training (provided upon contract award) before performing any work under this contract. Thereafter, the employees must complete [OpDiv-specified] Information Security Awareness, Privacy, and Records Management training at least annually, during the life of this contract. All provided training must be compliant with HHS training policies.

b. Role-based Training. All Contractor (and/or any subcontractor) employees with significant security responsibilities (as determined by the program manager) must complete role-based training annually commensurate with their role and responsibilities in accordance with HHS policy and the HHS Role-Based Training (RBT) of Personnel with Significant Security Responsibilities Memorandum.

c. Training Records. The Contractor (and/or any subcontractor) must maintain training records for all its employees working under this contract in accordance with HHS policy. A copy of the training records must be provided to the CO and/or COR within 30 days after contract award and annually thereafter or upon request.

3. Rules of Behavior

a. The Contractor (and/or any subcontractor) must ensure that all employees performing on the contract comply with the HHS Information Technology General Rules of Behavior, HHS Rules of Behavior for Privileged Users, and [insert any OpDiv-specific rules, as applicable].

b. All Contractor employees performing on the contract must read and adhere to the Rules of Behavior before accessing Department data or other information, systems, and/or networks that store/process government information, initially at the beginning of the contract and at least annually thereafter, which may be done as part of annual OpDiv Information Security Awareness Training. If the training is provided by the contractor, the signed ROB must be provided as a separate deliverable to the CO and/or COR per defined timelines above.

4. Incident Response

a. The Contractor (and/or any subcontractor) must respond to all alerts/Indicators of Compromise (IOCs) provided by HHS Computer Security Incident Response Center (CSIRC)/[OpDiv] IRT teams within 24 hours, whether the response is positive or negative. In accordance with FISMA and OMB M-17-12, Preparing for and Responding to a Breach of Personally Identifiable Information (PII), an incident is "an occurrence that (1) actually or imminently jeopardizes, without lawful authority, the integrity, confidentiality, or availability of information or an information system; or (2) constitutes a violation or imminent threat of violation of law, security policies, security procedures, or acceptable use policies" and a privacy breach is "the loss of control, compromise, unauthorized disclosure, unauthorized acquisition, or any similar occurrence where (1) a person other than an authorized user accesses or potentially accesses personally identifiable information or (2) an authorized user accesses or potentially accesses personally identifiable information for an other than authorized purpose." For additional information on the HHS breach response process, please see the HHS Policy and Plan for Preparing for and Responding to a Breach of Personally Identifiable Information (PII)."

b. In the event of a suspected or confirmed incident or breach, the Contractor (and/or any subcontractor) must:

i. Protect all sensitive information, including any PII created, stored, or transmitted in the performance of this contract, with encryption solution that is validated with current FIPS 140 validation certificate from the NIST CMVP.

ii. NOT notify affected individuals unless so instructed by the Contracting Officer or designated representative. If so instructed by the Contracting Officer or representative, the Contractor must send [OpDiv] approved notifications to affected individuals [insert OpDiv Specific timeline, process, and format].

iii. Report all suspected and confirmed information security and privacy incidents and breaches to the OpDiv Incident Response Team (IRT) [OpDiv inserted contact information should be cited here], COR, CO, OpDiv SOP (or his or her designee), and other stakeholders, including breaches involving PII, in any medium or form, including paper, oral, or electronic, as soon as possible and without unreasonable delay, no later than one (1) hour, and consistent with the applicable OpDiv and HHS policy and procedures, NIST standards and guidelines, as well as US-CERT notification guidelines. The types of information required in an incident report must include at a minimum: company and point of contact information, contact information, impact classifications/threat vector, and the type of information compromised. In addition, the Contractor must:

· Cooperate and exchange any information, as determined by the Agency, necessary to effectively manage or mitigate a suspected or confirmed breach;

· Not include any sensitive information in the subject or body of any reporting e-mail; and

· Encrypt sensitive information in attachments to email, media, etc.

iv. Comply with OMB M-17-12, Preparing for and Responding to a Breach of Personally Identifiable Information, and HHS/OpDiv and [OpDiv] privacy breach response policies when handling PII breaches.

v. Provide full access and cooperate on all activities as determined by the Government to ensure an effective incident response, including providing all requested images, log files, and event information to facilitate rapid resolution of sensitive information incidents. This may involve disconnecting the system processing, storing, or transmitting the sensitive information from the Internet or other networks or applying additional security controls. This may also involve physical access to contractor facilities during a breach/incident investigation [OpDiv insert timeline if required].

5. Position Sensitivity Designations

All Contractor (and/or any subcontractor) employees must obtain a background investigation commensurate with their position sensitivity designation that complies with Parts 1400 and 731 of Title 5, Code of Federal Regulations (CFR). The following position sensitivity designation levels apply to this solicitation/contract:

6. Homeland Security Presidential Directive (HSPD)-12

The Contractor (and/or any subcontractor) and its employees must comply with Homeland Security Presidential Directive (HSPD)-12, Policy for a Common Identification Standard for Federal Employees and Contractors; OMB M-05-24; OMB M-19-17; FIPS 201, Personal Identity Verification (PIV) of Federal Employees and Contractors; HHS HSPD-12 policy; and Executive Order 13467, Part 1 §1.2.

7. Roster

The Contractor (and/or any subcontractor) must submit a roster by name, position, e-mail address, phone number and responsibility, of all staff working under this acquisition where the Contractor will…