SOL_10-250-SOL-00184.doc

Request for Quotation #10-250-SOL-00184 Request for Quotation #09-250-SOL-00160-CT Request for Quotation #10-250-SOL-00184

July 12, 2010 Dear Sir/Madam:

You are invited to submit a proposal in accordance with the requirements under the HRSA’s Logistics IDIQ and the Request for Quotation (RFQ) No. 10-250-SOL-00184 entitled Immunization in the Americas. The purpose of this contract is to improve immunization providers’ knowledge and understanding on the U.S. Mexico vaccines equivalency. The period of performance is 12 months from effective date of the contract. It is expected that an award resulting from this solicitation will be a firm fixed price type award. The NAICS code is 624190.

Questions or issues for which you require clarification or correction by the Government must be furnished in writing or by e-mail to Carolyn Taylor at the address indicated in block 5A of the RFQ (Standard Form 18), or electronically to ctaylor@hrsa.gov. In order to allow a reply to be provided to all prospective offerors before submission of their proposal, your questions must be received via email or fax no later than 3:00 p.m. (local prevailing time) on July 19, 2010.

One (1) original and one (1) copy of your proposal shall be received by the Contracting Specialist no later than August 12, 2010 at 10:00 a.m. local prevailing time at the following address:

Department of Health and Human Services

Health Resources and Services Administration

Division of Procurement Management

Parklawn Building, Room 13A-19

5600 Fishers Lane

Rockville, Maryland 20857

Attn: Carolyn C. Taylor, 10-250-SOL-00184 Your proposal shall be prepared in accordance with the sections entitled "Instructions, Conditions, and Notices to Offerors," and "Statement of Work." This RFQ does not commit the Government to pay any costs for the preparation and submission of a proposal.

It is also brought to your attention that the Contracting Officer is the only individual who can legally commit the Government to expenditure of public funds in connection with this proposed acquisition.

Requests for any information concerning this RFQ should be referred to Carolyn Taylor at ctaylor@hrsa.gov or (301) 443-6508. Discussion with any other individual outside of the Contract Office may result in rejection of a potential Offeror’s proposal.

Sincerely, Carolyn C. Taylor

Carolyn C. Taylor Contract Specialist

NOTICE: ACCESS TO PARKLAWN BUILDING

The Parklawn Building is a controlled access building; therefore you should allow ample time for visitor access. It is your responsibility to ensure that proposals are delivered by the due date and time, and specific place (Room 13A-19) required in the solicitation. Please be advised that late proposals will not be excused due to increased security measures. Offerors delivering boxes of proposals must use the delivery entrance located on the loading dock which is accessible from Parklawn Drive. All packages will be x-rayed by a security guard. Visitors will be required to provide photo identification and provide a name and telephone number of the individual being visited, (in this case, Carolyn Taylor at 301-443-6508, 301-443-2750 or 301-443-1433). You will then be escorted to Room 13A-19 (13th Floor, A Wing, Room 19). Boxes of proposals should not be left on the loading dock.

I. PROPOSAL INSTRUCTIONS FORMAT AND CONTENTS

A. General Instructions The following instructions establish the acceptable minimum requirements for the format and content of proposals. Your special attention is directed to the requirements for the price quote to be submitted in accordance with these instructions.

The Offeror’s price quote shall consist of:

1. The Offeror shall submit a Price Quote proposal, fully supported by cost and pricing data, in sufficient detail to allow for cost analysis that will be utilized to establish the reasonableness of the proposed costs.

The Offeror's Price Quote proposal shall consist of the following sections:

a. Standard Form 18, Request for Quotations

The contractor must complete the following Blocks:

BLOCK 8

State the Name and Address of your organization.

BLOCK 11

Enter the title of project.

BLOCK 13

State the name and address of the individual providing the price

Quote.

BLOCK 14

Signature of the person authorized to commit your organization to the contract.

BLOCK 16

Print or type the name and title of the person authorized to commit your organization to the contract.

b. Supporting Documentation The Contractor shall furnish a price breakdown in support of the statement of work and deliverables. The supporting documentation must include the following:

i. Break out personnel (direct labor), fringe benefits, labor overhead; consultant fees, travel, other direct costs, G&A expense, and fee (optional for firm fix priced contracts).

Direct Labor Costs:

State the labor categories, estimated number of hours, and unburden wage rate of each category.

Fringe Benefits:

Rate should be in accordance with the IDIQ contract.

Labor Overhead:

Rate should be in accordance with the IDIQ contract.

Consultant Fees:

State number of days and daily rate for each expertise required.

Travel:

Provide breakdown of transportation charges, lodging, and per diem.

Other Direct Costs:

Provide cost for materials, supplies, telephone, etc. Keep in mind that

HRSA does not intend to provide funds for the purchase of any equipment.

G&A:

Rate should be in accordance with the IDIQ contract.

Fee:

If applicable, in accordance with the IDIQ contract.

B. Attachments

· Statement of Work

· Standard Form 18

STATEMENT OF WORK

I. PROJECT TITLE

Immunization in the Americas

II. BACKGROUND

The Federal Office of Rural Health Policy (ORHP), HRSA, promotes better health care services in rural America. Established by Congress in December 1987, ORHP’s responsibility includes policy advocacy, technical assistance, and information development. The office works both within the Government at Federal, state, and local levels, and with the private sector - with associations, foundations, providers, and community leaders – to seek solutions to rural health care problems.

The HRSA Division of Border Health was created in January 2003, and since September 2004, is organizationally located in the Office of Rural Health Policy. The Division provides leadership and direction to coordinate HRSA’s programs in the Border region. In the conduct of these activities the Division builds partnerships and alliances with other HHS agencies, States, Community Bases Organizations, and other local officials involved in border health issues.

The Pan American Health Organization (PAHO) has been working for sixty two years contributing to the improvement of public and individual health along the United States Mexico Border.

III. PERIOD OF PERFORMANCE

The period of performance shall be for 12 months from the effective date of the contract plus four (4) option years.

IV. PURPOSE/SCOPE OF WORK

The purpose of this procurement is to further educate clinicians and community workers about HRSA programs and the progress towards achieving US Mexico Border 2010 Health Objectives. This procurement shall support educational workshops during PAHO sponsored Immunization Week in the Americas at the U.S. Mexico Border.

The contractor shall coordinate the implementation of the educational workshops that will be conducted in the border area. During these workshops local providers from both sides of the border will receive current information regarding the progress made and future plans to achieve US Mexico Border 2010 Health Objectives.

The contractor also shall be responsible for facilitating the work of the HRSA Border Health staff by providing technical assistance and access to information about local health care providers and others interested in participating in the workshops.

V. TASKS

In performance of this contract, the contractor shall provide the personnel and service necessary to specifically perform the following tasks:

1. Meet with the Contracting Officer Technical Representative (COTR) to discuss and finalize the timeline for coordinating and implementing two (2) education health workshops including timelines for activities as well as dates for quarterly conference calls.

2. Assist in convening two (2) workshops for the USMBHA conference.

3. Develop the themes, format, and draft the preliminary agenda for one workshop for the PAHO conference. The themes and preliminary agenda shall be submitted to the COTR for review and approval.

4. Finalize the agendas for up to two (2) educational health workshops and submit to the COTR for approval.

5. Identify one speaker/trainer each for the conference calls.

6. Plan and facilitate quarterly conference calls to discuss program development.

7. Reproduce materials and ensure that necessary presentations or other educational materials are forwarded to key partners in advance of each call.

8. Provide call summaries.

VI. SCHEDULE OF DELIVERABLES

The Contractor shall submit all items in the quantities and by the dates indicated to the COTR.

Reproduction and dissemination of materials

Within 2 months of each conference call and workshop

VII. PAYMENT SCHEDULE

For each request for payment, the COTR shall receive an invoice from the contractor. The contractor shall be reimbursed according to the following schedule:

6 months after the EDOC

75% of total award amount

12 months after the EDOC

25% of total award amount

VIII. SPECIAL REQUIREMENTS

A. Communication Any HRSA communication products developed under this contract will require an additional separate clearance on an HHS-615 (for text and/or graphic publications and products that will be printed, posted on the Web, or disseminated through other electronic methods, such as by email) or an HHS-524A (for audiovisual products, including those that will be posted on the Web). Communication clearance for this contract itself does not satisfy the requirement to seek clearance of the specific HRSA communication products.

B. Printing and Duplicating

The printing of government documents must be accomplished through the Government Printing Office (GPO). Contractors and grantees shall not be used as sources of printing for the Department or OPDIVS. Therefore, the inclusion of printing in contracts and grants is prohibited unless authorized by the Joint Committee on Printing (JCP). All requests for waivers must go through the HHS Department Printing Officer. Contractors may prepare copy, illustrative material (forms etc.) and /or camera-ready copy for the purpose of producing publications.

The Contractor shall not engage in, nor subcontract for, any printing (as the term is defined in Title 1 of the Government Printing and Binding Regulations in effect on the effective date of this contract) in connection with the performance of work under this contract; except that performance of a requirement under this contract involving less than 25,000 production units in the aggregate of multiple pages will not be deemed to be printing. A production unit is defined as one sheet, size 8.5 x 11 inches, one side only, and one color.

Regarding the use of private funds for printing, the regulations state that when appropriated funds are to be used to create information for publication, the printing of that information cannot be made available to a private publisher for publication without prior approval of the congressional Joint Committee on Printing by way of the office of HHS Department Printing Officer. For any questions, please contact the HHS Department Printing Officer at 301-594-3185.

C. Clearance/Production of Information Products/Services

The U.S. Department of Health and Human Services (HHS), Office of the Assistant Secretary for Public Affairs, requires clearance for any external communication products, which includes publications, audiovisual products, multimedia products, exhibits (including exhibit structures), conferences (including program/agenda books and other meeting materials), or public affairs services produced for or by HRSA through this contract as a deliverable. An external communication product is one that will be distributed outside of HRSA in any quantity. This clearance, which takes approximately 4 weeks, is obtained by the project officer through HRSA’s Office of Communications.

It is the policy of HHS that HHS must be prominently and dominantly identified as the primary publisher/producer, to include the name of HHS and placement of the HHS logo, on all communication materials, including those produced by contractors.

The name of the U.S. Department of Health and Human Services and the Health Resources and Services Administration must be spelled out on the front cover of publications and on the opening and closing frames of audiovisual products. The HHS and HRSA logos must be displayed in addition to spelling out the names of the Department and the Agency. Use of the HHS and HRSA logos that include the names of the Department and the Agency as part of the graphics in the logos does not satisfy the requirement to spell out the names of HHS and HRSA. All publications and audiovisual products must display the month and year of issuance. The HHS and HRSA logos must be displayed on the front cover of any publications and on the opening and closing frames of any audiovisual products. The requirement for placement of the logos may be satisfied by displaying the HHS logo on the bottom left corner and the HRSA logo on the bottom right corner. The HHS logo should be larger than the HRSA logo.

Communication products are any and all products intended for audiences outside the Agency, including but not limited to:

· reports, booklets, manuals, fact sheets, newsletters, brochures, flyers

· Internet publications

· press releases, advisories, other media materials (including press kits)

· exhibits, exhibit structures

· conferences, meeting materials (including program/agenda books)

· summaries, monographs, proceedings

· slides, overhead transparencies, posters

· audio and videotapes, films, CDs, DVDs, and other audiovisual products

· multimedia products, educational or information modules

· advertisements and/or scripts for radio, TV, Web, or other venue

Internal publications (no copies will be distributed outside of the Agency in print; electronically by any means, including by email or listserv; and will not be posted on the Internet) are exempted from this requirement. Where appropriate, the words Health Resources and Services Administration, Bureau …, Office of, Division of …, shall be included above the HRSA logo.

Title 44 of the U.S. Code requires that the printing of any publication developed under this contract shall be done by the Government Printing Office. Printing shall be coordinated through the Contracting Officer Technical Representative.

OMB clearance must be obtained if you intend to survey or interview more than 9 people outside of HRSA and/or the Department, including grantees.

NOTE: Failure on the part of the Contractor to comply with the printing and duplicating, and publication clearance requirements stated above will be deemed unauthorized services and reimbursement will be denied.

D. Central Contractor Registered The Contractor must be registered in the Central Contractor Registration database. "Registered in the CCR database" means that (1) the Contractor has entered all mandatory information, including the DUNS number or the DUNS+4 number, into the CCR database; and (2) The Government has validated all mandatory data fields and has marked the record "Active".

By submission of an offer, the Offeror acknowledges the requirement that a prospective awardee shall be registered in the CCR database prior to award, during performance, and through final payment of any contract, basic agreement, basic ordering agreement, or blanket purchasing agreement resulting from this solicitation. If not registered in the CCR database within the time prescribed by the Contracting Officer, the Contracting Officer will proceed to award to the next otherwise successful registered Offeror.

E. Language Disclaimer The views expressed in written conference materials, publications, audiovisual products, and by speakers and moderators at HHS-sponsored conferences, do not necessarily reflect the official policies of the U.S. Department of Health and Human Services nor does mention of trade names, commercial practices, or organizations imply endorsement by the U.S. Government.

F. Rights in Data

The Contractor will be prohibited from copyrighting, publishing or disseminating information resulting from work performed under this contract, and/or, using data produced or obtained under this contract, and/or any other information or products provided by the Government, or which the Contractor develops, for any purpose other than performance under this contract without prior written approval from the Contracting Officer.

Ownership of Documents, Materials and Records: All documents, materials (including any computer code) or records provided to the Contractor, developed or maintained by the Contractor in the performance of this contract are deemed to be property of the Government.

G. Security Requirements

The Contractor providing the technical support to the Officer of Information Technology (OIT) agrees to comply with the applicable AIS security requirements. The Contractor agrees to establish and follow security precautions considered by OIT to be necessary (which are subject to change during the contract) to ensure proper and confidential handling of data and information. This information is more specifically addressed in the DHHS Information Security Program Policy.

H. Disclosure of Information

Information made available to the Contractor by the Government for the performance or administration of this effort shall be used only for those purposes and shall not be used in any other way without the written agreement of the Contracting Officer.

The Contractor agrees to assume responsibility for protecting the confidentiality of Government records, which are not public information. Each Contractor or employee of the Contractor to whom information may be made available or disclosed shall be notified in writing by the Contractor that such information may be disclosed only for a purpose and to the extent authorized herein.

I. Limited Use of Data

Performance of this effort may require the Contractor to access and use data and information proprietary to a Government agency or Government Contractor which is of such a nature that its dissemination or use, other than in performance of this effort, would be adverse to the interests of the Government and/or others.

Contractor and/or Contractor personnel shall not divulge or release data or information developed or obtained in performance of this effort, until made public by the Government, except to authorize Government personnel or upon written approval of the Contracting Officer (CO). The Contractor shall not use, disclose, or reproduce proprietary data that bears a restrictive legend, other than as required in the performance of this effort. Nothing herein shall preclude the use of any data independently acquired by the Contractor without such limitations or prohibit an agreement at no cost to the Government between the Contractor and the data owner which provides for greater rights to the Contractor.

J. Section 508 Compliance

Regardless of format, all Web content or communications materials produced for publication on or delivery via HHS Web sites – including text, audio or video–must conform to applicable Section 508 standards to allow federal employees and members of the public with disabilities to access information that is comparable to information provided to persons without disabilities.

Pursuant to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), all Electronic and Information Technology developed, procured, maintained and/or used under this contract shall be in compliance with the “Electronic Information Technology Accessibility Standards” set forth by the Architectural and Transportation Barriers Compliance Board (also referred to as the “Access Board”) in 36 CFR part 1194. HHS Policy for Section 508, Electronic and Information Technology (E&IT) (January 2005) may be found at http://www.hhs.gov/web/policies/508contractlang.html.

The Contractor shall indicate for each line item in the schedule whether each product or service is compliant or noncompliant with the accessibility standards at 36 CFR 1194. Further, the proposal must indicate where full details of compliance can be found (e.g., vendor's website or other exact location).

All contractors (including subcontractors) or consultants responsible for preparing or posting content intended for use on an HHS-funded or HHS-managed Web site must comply with applicable Section 508 accessibility standards, and where applicable, those set forth in the referenced policy or standards documents below.

Remediation of any materials that do not comply with the applicable provisions of 36 CFR Part 1194 as set forth in the SOW, shall be the responsibility of the Contractor or consultant retained to produce the Web-suitable content or communications materials.

Prime contractors may enter into subcontracts in the performance of a Federal contract, but the prime remains obligated to deliver what is called for under the contract.

K. Homeland Security Presidential Directive-12

To perform the work specified herein the Contractor personnel may require access to sensitive data, regular access to HHS-controlled facilities and/or access to HHS information systems, the Government may require that this effort entail a sensitivity level 5 (Public Trust) background investigation.*

· Upon receipt of the Government’s notification of applicable Suitability Background Investigation required, the Contractor shall complete and submit required forms within 30 days of the notification. Additional submission instructions can be found at the NCI Information Technology Security Policies, Background Investigation Process: (http://ais.nci.nih.gov/).

· The Contractor shall submit a roster, by name, position and responsibility, of all IT staff working under the contract. The roster shall be submitted to the Project Officer, with a copy to the Contracting Officer, within 14 days of the effective date of the contract. Any revisions to the Roster as a result of staffing changes shall be submitted within fifteen (15) calendar days of the change. The Project Officer will submit the list to the HRSA Personnel Security Officer for determination of the appropriate level of suitability investigations to be performed.

Contractors should ensure that the employees whose names they submit have a reasonable chance for approval. While delays in performance caused by successful investigations will be the Government's responsibility, delays associated with rejections will be the Contractor's responsibility. Typically, the Government conducts investigations and checks at no cost to the Contractor. Multiple investigations for the same position, whether- resulting from rejections or resulting from an employee's move to another position(s) or company, may at the Contracting Officer's discretion, justify reductions(s) in the contract price of no more than the cost of the extra investigation.

* A level 5 is a Public Trust position, which requires a higher level background investigation, including personal interviews, credit checks, etc. Level 5 positions would require access to IT systems with sensitive data including all of the OIT Contractors, and/or access to pre-decisional grant information, etc.

L. Acceptance

All reports, processes, and product deliverables are subject to approval by the Contracting Officer Technical Representative. If any of the services performed do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, for no additional fee. When the defects in services cannot be corrected by performance, the Government may (1) require the Contractor to take necessary action to ensure that future performance conforms to contract requirements and (2) reduce any fee payable under the contract to reflect the reduced value of the services performed.

M. Food

Federal attendees– in accordance with HHS policy you may not use appropriated funds to purchase food for federal attendees, unless the purpose of the contract is for (1) training in accordance with the Government Employee Training Act; or (2) employee awards ceremony in accordance with Government Employees Incentive Awards Act; or (3) EEO sponsored ethnic celebration in accordance with 60 Com. Gen 303 (1981 & 1982). Federal employees attending meetings that are at least 50 miles from the work site and from the employee's home are considered on travel status and must use the per diem allocation to purchase meals and/or snacks. If group meals are provided, the Federal employees must reduce the per diem vouchers according to Federal Travel Regulations.

Federal employees attending meetings and who are not on travel status may accept light refreshments if at least 51% of the Federal employees attending are in travel status. (Light refreshments include coffee, tea, milk, juice, soft drinks, donuts, muffins, bagels, fruit, cookies, chips or similar items of nominal value. It does not include meals or hot food. Continental breakfasts or receptions are not breaks and may not be provided).

Private parties–It is HHS policy not to use appropriated funds to purchase food for private parties. HRSA does not have the congressional authority to collect registration fees to pay for meals or to offset the cost of the meeting.

If a hotel's charge for its conference room includes meals/refreshments, which are not separately priced, the HHS OPDIV may use appropriated funds to pay for the room. The hotel's fees would be paid under a competitive contract which meets all of the procurement requirements. Consequently, if a bid in response to a request for conference room, dais, etc. does not include food as a separate cost, and the cost is the lowest of the bids that meet the requirements, then the agency may use appropriated funds even if it results in food being served under the contract. However, if it is not the lowest of the bids that meets the requirements, then appropriated funds may not be used.

In addition, it should be the practice of the hotel to include meals/refreshments as part of an all-inclusive price; it should not be the consequence of an official and/or contractor requesting that the hotel include refreshments as part of an all-inclusive price or package.

If the food is separately priced, but the hotel's policy is that it must be included in the contract, the HHS OPDIV may not use appropriated funds to pay for it. The procurement rules require that offers respond to the needs for the meeting/conference/event. If a request is seeking bids for room rental and one of the offers made is for room rental and food (which are separately priced) and the offeror refuses to remove the food from the cost, then the offer cannot be accepted by the Government.

Additionally, the agency cannot require a contractor or its subcontractor to do something which it cannot do directly. Requiring a hotel to collect the fees from the participants to cover the cost of the food for a government conference would be an augmentation of appropriations and, without specific statutory authority to do so, could result in a violation of the Anti-deficiency Act.

N. Travel Reimbursement

Contractors shall process travel vouchers of sponsored speakers/participants. The Contracting Officer Technical Representative will provide the names of sponsored participants after award. Any travel reimbursement required by this contract shall be performed in accordance with Federal Travel Regulations.

O. Equipment HRSA does not intend to provide funds to purchase or maintain any equipment.

DEPARTMENT OF HEALTH & HUMAN SERVICES Public Health Service

Health Resources and Services �Administration

Office of Acquisitions Management and Policy

Parklawn Building, Rm. 13A-19

5600 Fishers Lane

Rockville, MD 20857