I. Summary Information REQUEST FOR PROPOSALS (RFP) Enhancing State Coordination for Ebola & Healthcare-Associated Infection Outbreak Response: Communications Tools Purpose: The Association of State and Territorial Health Officials (ASTHO), with support from the Centers for Disease Control and Prevention (CDC), is seeking the services of a Contractor to develop public health communications tools regarding healthcare infection control and outbreak response. Intent to Bid: October 1, 2015 Proposal Due Date and Time: October 15, 2015 5:00PM EDT. Selection Announcement Date: October 23, 2015 Maximum Funding Amount: $175,000 Estimated Period of performance and final report date: November 16, 2015 June 30, 2016 ASTHO Point of Contact: Catherine Cairns, ccairns@astho.org II. Description of RFP Purpose ASTHO, with support from the CDC, is seeking the services of a contractor to develop public health communications tools to expand and sustain capacity building around healthcare infection control and outbreak response. The contractor may employ various methods to gather, explore, and test content and messaging. Background The domestic response to the Ebola Virus Disease (EVD) outbreak in West Africa has highlighted the need to improve infection control infrastructure across the US healthcare system. State health agencies will play a key role by conducting inventories of healthcare facilities in their states, assessing their infection control capacity and competency, addressing gaps through training, and strengthening oversight with support from the federal Epidemiology and Laboratory Capacity (ELC) Infection Control supplemental funding. This critical work with state health officials and policymakers will improve readiness for future outbreaks of high consequence infectious diseases. ASTHO is supporting state health agency healthcare-associated infection (HAI) programs as they implement these activities through federal Epidemiology and Laboratory Capacity supplemental funding. One major objective of ASTHO s project is to expand and sustain capacity building around healthcare infection control assessment and outbreak response. ASTHO and CDC are identifying and addressing gaps in capacity at the state public health level. To-date, many states have expressed a need for tools to strengthen communications with policymakers and partnership with healthcare facilities. 1
Project activities 1. The contractor will scan state resources (e.g., health department websites), CDC guidelines and resources, and existing research to compile promising practices for public health communications with healthcare settings around infection control. This may also include: conducting any necessary follow up (e.g., interviews) to elicit or refine state stories and examples; and reviewing CDC and ASTHO materials to consolidate key messages. 2. The contractor will draw from findings of related meetings and assessments, as shared by ASTHO and CDC. In addition, the contractor will be expected to attend two 2-day meetings in January through March, 2016. These meetings will include state public health representatives and will discuss Ebola/infection control program implementation (contractor travel expenses will be covered by ASTHO). 3. Based on the resource scan, the contractor will develop messages and design tailored communications tools for public health. The number and format of appropriate tools will be determined by the contractor in partnership with CDC and ASTHO. The tools should articulate general messages that can be used at the state level (e.g., one-pager that public health can share with healthcare partners) as well as strategies and templates to communicate local priorities and examples. Tools developed will align with CDC guidance. The tools should include items such as: Articulating the value of state public health HAI programs to improve overall infection control in healthcare settings Communicating consistently across state partners with examples of standardized messaging for infection control and prevention efforts and how to develop a process for editing messaging as needed Tips and tools for effective engagement with healthcare facilities to include acute care hospitals, ambulatory care facilities, and long term care facilities (e.g., how to speak their language and engage leadership and all relevant parties) Best practices and policies of states working effectively with healthcare facilities to improve infection control and prevention activities, including regulatory oversight of healthcare facilities Relevant tools and tips from CDC and ASTHO s existing toolkits: Antimicrobial Stewardship Policies & Programs, Infectious Disease Infrastructure Communications, Electronic Health Record Access for HAI Outbreak Investigations, and CDC s Outpatient Settings Policy Options report The contractor will also draw from approximately 20 healthcare facility key informant interviews conducted by ASTHO in June-July 2015. These interviews were conducted to supplement the EHR Access for HAI Outbreak Investigations Toolkit and include insights about communications and data sharing between public health and healthcare. 4. The contractor will test the messages and communications tools with public health end users and target audiences, such as consumers and facilities across the healthcare continuum. Based on previous experience, these audiences often prefer concise documents with elements such as sample talking points, how to tailor talking points, and emotional and economic arguments. The contractor should identify potential approaches to test messaging (e.g., focus groups). 2
5. The contactor will develop a communications implementation plan to promote awareness and utilization of the communications tools. Expected Outcomes A suite of communications tools for use by state health agencies and a communications implementation plan for use by ASTHO and CDC. Funding One award up to $175,000 will be provided for the project period November 16, 2015 June 30, 2016. Evaluators Project staff from ASTHO and CDC will evaluate the proposals. III. Requirements for Financial Award Allowable Expenses Funds may not be used for equipment purchases. Per HHS requirements, funds awarded under this RFP are prohibited from being used to pay the direct salary of an individual at a rate in excess of the federal Executive Schedule Level II (currently $183,300). Appropriate use of funds may include but is not limited to: personnel time, graphic design and images, software, conference calls/webinars, and meeting/focus group expenses. Required Grant Activities to be Covered by Award Resource scan, draft communications tools, testing of tools with end users and target audiences (e.g., focus groups/webinars), final communications tools and implementation plan. Period of Performance November 16, 2015 June 30, 2016 Reporting Requirements Progress and performance will be monitored through regular email communication and check-in calls, as necessary. The contractor will submit invoices on a monthly basis and include a written explanation of progress made and activities completed. IV. Required Proposal Content and Selection Criteria Proposals should be in 11 point font and may not exceed 10 pages in length. The cover letter, budget, CVs, and examples of recent work will not count against the 10 page limit. A. Cover Letter (5 points): Include the names of the lead programmatic and financial/contract contacts (name, address, e-mail, telephone number, and agency s DUNS number or CAGE code). 3
B. Organization Capacity (25 points): Include information about the organization and address ability and capacity to perform the services required within the specified timeframe. Describe staff qualifications and provide a CV for key personnel/staff lead. C. Prior Experience and Performance (25 points): Describe experience and quality on work completed with similar scope; attach at least one example of relevant work within the last three years. Include information about familiarity with and understanding of the topic, as well as general ability to communicate potentially complicated information in a compelling way. D. Proposed Approach (25 points): Provide a brief outline of the approach and strategy to accomplishing the requested project activities. Detail a work plan which includes activities, timeline, goals, and milestones to achieve the deliverables and meet the expectations noted above. E. Budget & Budget Narrative (10 points): Provide a detailed cost reimbursement budget, including detailed projected costs for the completion of the project. Maximum award is $175,000. The cost reimbursement budget should include salary, fringe benefits, other direct costs, and indirect costs, as appropriate. If indirect costs are included on your budget, please provide a copy of your approved Indirect Cost Rate Agreement. Attachment A outlines the general format in which the budget should be presented. Applicants may use Attachment A as a template or simply as a guide to inform development of the project budget. A budget narrative must accompany the budget and indicate the costs associated with each proposed activity. F. Response to Draft Contract (10 points): ASTHO and selected applicant(s) will enter into a contractual agreement. A draft agreement between ASTHO and the selected applicant is available in Attachment B. Review the agreement s terms and conditions with your contracts officer and confirm that if selected, you will enter into this agreement, or identify any proposed changes. ASTHO reserves the right to accept or decline any proposed changes to the terms and conditions. Significant proposed changes, which could affect the agreement s timely execution, may impact your selection as a successful applicant. V. Submission Information Application Procedure Please submit a note indicating intent to bid to Catherine Cairns, (ccairns@astho.org) by October 1, 2015. ASTHO must receive applications by October 15, 2015 5:00PM EDT. Please submit an electronic copy of the application to ccairns@astho.org. Incomplete applications or applications received after the deadline will not be considered. Timeline September 22, 2015: RFP released October 1, 2015: Submit intent to bid October 15, 2015 5:00PM EDT: Deadline for submission of grant proposals 4
October 23, 2015: Contract award announced November 16, 2015: Contract period commences Ongoing: Planning calls with ASTHO and CDC December 31, 2015: Initial Resource scan completed January 15-March 15, 2016: Attend Meetings 1 and 2 to ensure that outcomes are included in communication materials. April 15, 2016: Communications tools drafted May 15, 2016: Testing tools with end users and target audiences completed May 30, 2016: Review of communication tools with ASTHO and CDC completed. June 30, 2016: Final communications tools and implementation plan due June 30, 2016: Project concludes Applicant Questions and Guidance Interested parties may contact Catherine Cairns via email at ccairns@astho.org. Q&A will be posted regularly on the RFP announcement page. Disclaimer Notice: This RFP is not binding on ASTHO, nor does it constitute a contractual offer. Without limiting the foregoing, ASTHO reserves the right, in its sole discretion, to reject any or all proposals; to modify, supplement, or cancel the RFP; to waive any deviation from the RFP; to negotiate regarding any proposal; and to negotiate final terms and conditions that may differ from those stated in the RFP. Under no circumstances shall ASTHO be liable for any costs incurred by any person in connection with the preparation and submission of a response to this RFP. 5