Revised_EHB RFP_12-250-SOL-00034.pdf

REVISED

Date: July 26, 2012

You are invited to submit a proposal in accordance with the requirements of FAR Part 15, FAR Part 16, and the requirements of this solicitation # 12-250-SOL-00034. This requirement is to provide customer support for the Electronic Handbooks (EHBs) and provide support for a variety of development, maintenance and enhancement efforts that enable HRSA to better utilize EHBs or integrating EHBs with existing HHS systems. The NAICS code for this requirement is 541519. The period of performance is 12 months plus four (4) 12-month option years. This is a partial small business set aside.

Questions or issues for which you require clarification or correction by the Government must be furnished electronically to dtrejo@hrsa.gov. In order to allow a reply to be provided to all prospective Offerors before submission of their technical proposal, your questions must be received no later than 4:00 pm Eastern Standard Time (EST) on July 13, 2012 via email at dtrejo@hrsa.gov . Questions received after the due date and time will not be considered.

No Exceptions.

One original and ten (10) copies of your proposal shall be received by the Contract Specialist as soon as possible, but no later than August 10, 2012 at 10:00 am EST at the following address:

Department of Health and Human Services Health Resources and Services Administration Division of Contract Services for Maternal and Child Health Bureau and Administration Support Offices Parklawn Building 5600 Fishers Lane, Room 13A-43 Rockville, Maryland 20857 Attn: David Trejo

RFP #:12-250-SOL-00034

Your RFP shall be prepared in accordance with Sections L and M and the "Statement of Work".

This RFP does not commit the Government to pay any costs for the preparation and submission of a proposal nor does it commit the Government to make an award.

DEPARTMENT OF HEALTH & HUMAN SERVICES Public Health Service

Health Resources and Services

Administration

Office of Acquisition and Management

Policy

5600 Fishers Lane, Room 13A-55

Rockville, MD 20857

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.

Your proposal must provide a contact name and number, your company name and complete address, including street, city, county, state, zip code, e-mail address, Tax Identification Number (TIN), and Dun & Bradstreet Number (DUNS). The TIN must match the name of the vendor to whom the payments will be made. Please note that FAR 52.204-6 Contractor Identification Number Data Universal System (DUNS Number) and 52.204-7 Central Contractor Registration (CCR) requires any prospective awardee to have a DUNS number and be registered in the CCR database prior to award, during performance, and through final payment of any award resulting from this solicitation.

If you do not have a DUNS number, please contact Dun and Bradstreet by calling Dun and Bradstreet at 1-866-705-5711 or via the Internet at http://www.dnb.com. If you are not registered in the CCR you may obtain information on registration and annual confirmation requirements via the internet at http://www.ccr.gov or by calling 1-866-606-8220.

Requests for additional information concerning this RFP should be referred to David Trejo at dtrejo@hrsa.gov or (301) 443-6508.

Sincerely yours, David Trejo

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-43) 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, David Trejo at 301-443-0534 or 301-443-7649). Boxes of proposals should not be left on the loading dock.

http://www.dnb.com/

SECTION A

Table of Contents

SECTION DESCRIPTION PAGE

A Standard Form

B Supplies or Services and Prices/Costs 4

C Description/Specifications/ Statement of Work 10

D Packing and Marking 11

E Inspection and Acceptance 12

F Deliveries or Performance 17

G Contract Administration Data 19

H Special Contract Requirements 26

I Contract Clauses 37

J List of Attachments 63

K Representations, Certifications and Other 64

Statements of Offerors or Respondents

L Instructions, Conditions and Notices to Offerors 68

M Evaluation Criteria 91

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 Purpose of Contract

This requirement is an Indefinite Delivery/Indefinite Quantity (IDIQ) which will be used to provide support for a variety of development, maintenance and enhancement efforts that enable HRSA to better utilize Electronic Handbooks (EHBs) by integrating new business processes into the EHBs or integrating EHBs with existing HHS systems. This IDIQ will also provide customer support, training, independent validation and verification, and business requirements documentation.

B.2 Consideration and Payment

1. Services will be acquired on an as-needed basis through the issuance of task orders. A minimum of one (1) task order award will be guaranteed during the base period of the contract with a minimum total amount of $3,000. The total cost of all task orders awarded during the contract period shall not exceed $35 million each year active of the five (5) contract years. The maximum cost of all task orders during the contract period (base and option years) shall not exceed $175 million.

2. The rates specified below are ceiling rates for the life of the contract and shall not be exceeded for any reason. For task orders whose period of performance extends beyond the base contract period of five years, the Contractor shall use the same escalation rate used to escalate rates for years two through five.

DOMAIN ONE

Proposed Labor Categories Base Year 1 Year 2 Year 3 Year 4

Senior Program Manager

Program Manager

Senior Project Manager

Project Manager

Junior Project Manager

Program Coordinator

Program Control Analyst

PMO Manager

QA Manager

QA Analyst

Senior Business Analyst

Business Analyst

Junior Business Analyst

Senior Software Engineer

Software Engineer

Junior Software Engineer

Principal Engineer

Senior Test Engineer

Test Engineer

Junior Test Engineer

Senior Database Administrator

Database Administrator

Junior Database Administrator

Senior Database Programmer

Database Programmer

Junior Database Programmer

Database Manager

Senior Program Manager

Program Manager

Senior Project Manager

Project Manager

Junior Project Manager

Program Coordinator

Program Control Analyst

PMO Manager

QA Manager

QA Analyst

DOMAIN TWO

Proposed Labor Categories Base Year 1 Year 2 Year 3 Year 4

Senior Program Manager

Program Manager

Senior Project Manager

Project Manager

Sr. Technical Trainer

Technical Trainer

Sr Business Analyst

Business Analyst

Sr. Configuration Manager

Configuration Management Specialist

Customer Support Manager

Senior Customer Support

Customer Support Specialist

Jr. Customer Support

Application Programmer

Jr . Application Programmer

Data Analyst

Junior Data Analyst

Security Manager

3. In accordance with the requirements stated in each task order, and in consideration of the satisfactory performance of the work described under Attachment A, Statement of Work, the Contractor shall be reimbursed on a time and materials, cost-reimbursement basis, a firm-fixed-price basis, or a combination of cost reimbursement and firm fixed price. Each task order awarded under the contract shall include one or more of the labor categories in Section B.2.2, and the Contractor shall be reimbursed for costs incurred for labor based on the unloaded hourly rates proposed in its contract cost proposal.

4. The Government shall not be obligated to reimburse the Contractor for any cost incurred in excess of each task order amount, and the Contractor shall not be obligated to continue performance under the task order, or otherwise incur any cost in excess of the task order amount, unless and until the Contractor has received written notification from the Contracting Officer which modifies the task order amount. No notice, communication or representation in any other form or from any person other than the Contracting Officer shall affect the amount of the task orders.

5. The Contracting Officer may allot additional funds to each task order without the concurrence of the Contractor.

B.2.1 Allowable Costs

Costs shall be determined by the Contracting Officer to be allowable in accordance with FAR Subpart 31.2 in effect on the date of this Contract and the terms of this Contract.

If a cost-reimbursement type task order is issued, the following provisions apply:

B.2.2 Direct Costs

The Contractor shall be reimbursed for all costs as described below, incurred directly and specifically in the performance of each task order, claimed by the Contractor and accepted by the Contracting Officer:

1. Salaries and wages of the Contractor’s employees directly employed in performing the work required by this contract, including related fringe benefits, if treated as a direct cost; otherwise, fringe benefits may be claimed as part of indirect costs below.

2. Materials and services required in the performance of this contract, after deducting all discounts for the purchase of such materials and services.

3. Consultant fees or other payments to consultants required in the performance of this contract, provided that such fees or payments shall not exceed the daily rate of $600.00, exclusive of travel costs, without the prior written approval of the Contracting Officer.

4. Travel and subsistence expenses incurred exclusively in direct performance of this contract. The

Contractor shall be reimbursed for transportation costs and travel allowance in accordance with the established policy of the Contractor, but subject to the following limitations:

a. Such transportation cost shall not be reimbursed in an amount greater than the cost of first class rail or of economy air travel, unless economy air travel and economy air travel space are not available and the Contractor certifies to the facts in the voucher or other documents submitted for reimbursement. Travel allowances for per diem shall be reimbursed in accordance with the Contractor’s established policy, but in no event shall such allowances exceed the prevailing Government rate except within the corporate limits of those cities and other specified areas where higher ceiling rates have been established by the General Services Administration for Civil Service employees in travel status.

b. The Contractor shall be reimbursed for the cost of travel performed by its personnel in a privately owned automobile at the prevailing Government rate (as set by Federal Travel Regulations–see www.gsa.gov) not to exceed the cost by the most direct economy air route between the points so traveled. If more than one person travels in such automobile, no additional charge shall be made by the Contractor for such travel between such points.

c. HRSA will not reimburse travelers for unauthorized or excess expenses.

B.2.3 Prior Authorization of Certain Direct Costs

Purchase Orders and Subcontracts

1. Requirements for purchase orders and subcontracts are governed by FAR 52.244-2, Subcontracts (OCT 2010) of the General Provisions except as may be indicated herein.

http://www.gsa.gov/

2. The Contractor shall not incur any of the following costs without the prior written approval of the Contracting Officer. Incurrence of such costs with the intent of claiming reimbursement as direct costs under this contract shall be at the Contractor’s own risk:

a. Purchase of any item of equipment, including furniture or office equipment, regardless of cost;

b. Any rental agreement for real or personal property, or any term contract for maintenance;

c. Travel for general scientific meetings; and

d. Rearrangement, alternation or relocation of facilities.

B.2.4 Indirect Costs

Pursuant to the General Provisions of this contract, and FAR 52.216-7, Allowable Cost and Payment (JUN 2011), the following provisional and ceiling rates are established.

The Contractor shall use the organization’s current negotiated provisional indirect costs rates for billing purposes. In the event the rates are determined by the cognizant negotiated indirect costs official on the basis of actual allowable costs are less than the provisional and ceiling rates agreed to herein, then the lower rates established by such cognizant official shall apply. Additionally, it is hereby agreed that the above ceiling rates are to be used for the life of the contract.

Within the first 90 days after the effective date of this contract, the contractor shall initiate a request for indirect cost rate agreement from the following: (this could be NIH or DCAA)

Mr. Raphael A. Woodruff National Institute of Health 6100 Executive Boulevard Room 6B05 Rockville, MD 20892 Telephone: (301) 496-2444 Fax: (301) 402-7180 E-mail: rw8u@nih.gov

The request will be accompanied by an indirect cost rate proposal and its supporting data. If the contractor does not comply with these requirements within the allotted time frame, then the Contracting Office will suspend all indirect costs being billed after 90 days.

Type Provisional Ceiling Base

Fringe

Overhead

G&A

Notwithstanding the foregoing, the Contractor shall, in the case of an upward adjustment of the provisional rates, comply with the requirements of FAR 52.232-20– Limitation of Cost (APR 1984).

B.2.5 Fees

With each task order issued under the contract, the Contractor may submit proposals with a base fee plus an award fee up to the following limits: (1) base fee is limited to _________; (2) award fee of _________. These percentages will become fixed dollar amounts in the task order award.

The award fee shall be a base amount fixed at inception of the task order award and an award amount that the Contractor may earn in whole or in part during performance. The amount of the award fee to be paid shall be determined by the Government’s judgmental evaluation of the Contractor’s performance in terms of the surveillance plans proposed for each task order and as provided in Section J, Award Fee Plan. The determination and the methodology for determining the award fee shall be unilateral decisions made solely at the discretion of the Government.

SECTION C – DESCRIPTION/SPECIFICATIONS/ STATEMENT OF WORK

C.1 Statement of Work

Independently and not as an agent of the Government, the Contractor shall furnish all personnel, material, facilities, services, and equipment as needed to perform the Statement of Work set forth in Section J (Attachment A ) attached hereto and made part of this document.

C.2 Incorporation of Contractor’s Proposal

It is understood and agreed that the Contractor shall, in meeting the requirements of this contract, perform the work in accordance with the Contractor’s proposal to the Health Resources and Services Administration for customer support for the Electronic Handbooks (EHBs) and provide support for a variety of development, maintenance and enhancement efforts that enable HRSA to better utilize EHBs or integrating EHBs with existing HHS systems, originally dated ______________ and revised ___________, provided however, that to the extent that any provisions of the articles of this contract are in conflict or inconsistent with any provisions of said proposal, the provisions of the articles of this contract shall control and shall supersede the provisions of said proposal.

SECTION D – PACKAGING AND MARKING

PAGE LEFT BLANK INTENTIONALLY

SECTION E – INSPECTION AND ACCEPTANCE

E.1 Inspection and Acceptance

The Contracting Officer’s Representative (COR), as a duly authorized representative of the Contracting Officer, shall assume the responsibilities for monitoring the Contractor’s performance, evaluating the quality of services provided by the Contractor and performing final inspection and acceptance of all deliverables. Each task order issued under this contract will provide the COR’s contact information.

E.2 Inspection

FAR 52.246-5 Inspection of Services—Cost-Reimbursement (APR 1984)

(a) Definition. "Services," as used in this clause, includes services performed, workmanship, and material furnished or used in performing services.

(b) The Contractor shall provide and maintain an inspection system acceptable to the Government covering the services under this contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Government during contract performance and for as long afterwards as the contract requires.

(c) The Government has the right to inspect and test all services called for by the contract, to the extent practicable at all places and times during the term of the contract. The Government shall perform inspections and tests in a manner that will not unduly delay the work.

(d) 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 reperformance, 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.

(e) If the Contractor fails to promptly perform the services again or take the action necessary to ensure future performance in conformity with contract requirements, the Government may–

(1) By contract or otherwise, perform the services and reduce any fee payable by an amount that is equitable under the circumstances; or

(2) Terminate the contract for default.

FAR 52.246-4 Inspection of Services—Fixed-Price (Aug 1996)

(a) Definition. “Services,” as used in this clause, includes services performed, workmanship, and material furnished or utilized in the performance of services.

(b) The Contractor shall provide and maintain an inspection system acceptable to the Government covering the services under this contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Government during contract performance and for as long afterwards as the contract requires.

(c) The Government has the right to inspect and test all services called for by the contract, to the extent practicable at all times and places during the term of the contract. The Government shall perform inspections and tests in a manner that will not unduly delay the work.

(d) If the Government performs inspections or tests on the premises of the Contractor or a subcontractor, the Contractor shall furnish, and shall require subcontractors to furnish, at no increase in contract price, all reasonable facilities and assistance for the safe and convenient performance of these duties.

(e) If any of the services do not conform with contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by reperformance, the Government may—

(1) Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements; and

(2) Reduce the contract price to reflect the reduced value of the services performed.

(f) If the Contractor fails to promptly perform the services again or to take the necessary action to ensure future performance in conformity with contract requirements, the Government may—

(1) By contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service; or

(2) Terminate the contract for default.

FAR 52.246-6 Inspection—Time-and-Material and Labor-Hour (May 2001)

(a) Definitions. As used in this clause— “Contractor’s managerial personnel” means any of the Contractor’s directors, officers, managers, superintendents, or equivalent representatives who have supervision or direction of—

(1) All or substantially all of the Contractor’s business;

(2) All or substantially all of the Contractor’s operation at any one plant or separate location where the contract is being performed; or

(3) A separate and complete major industrial operation connected with the performance of this contract.

“Materials” includes data when the contract does not include the Warranty of Data clause.

(b) The Contractor shall provide and maintain an inspection system acceptable to the Government covering the material, fabricating methods, work, and services under this contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Government during contract performance and for as long afterwards as the contract requires.

(c) The Government has the right to inspect and test all materials furnished and services performed under this contract, to the extent practicable at all places and times, including the period of performance, and in any event before acceptance. The Government may also inspect the plant or plants of the Contractor or any subcontractor engaged in contract performance. The Government shall perform inspections and tests in a manner that will not unduly delay the work.

(d) If the Government performs inspection or test on the premises of the Contractor or a subcontractor, the Contractor shall furnish and shall require subcontractors to furnish all reasonable facilities and assistance for the safe and convenient performance of these duties.

(e) Unless otherwise specified in the contract, the Government shall accept or reject services and materials at the place of delivery as promptly as practicable after delivery, and they shall be presumed accepted 60 days after the date of delivery, unless accepted earlier.

(f) At any time during contract performance, but not later than 6 months (or such other time as may be specified in the contract) after acceptance of the services or materials last delivered under this contract, the Government may require the Contractor to replace or correct services or materials that at time of delivery failed to meet contract requirements. Except as otherwise specified in paragraph (h) of this clause, the cost of replacement or correction shall be determined under the Payments Under Time-and-Materials and Labor-Hour Contracts clause, but the “hourly rate” for labor hours incurred in the replacement or correction shall be reduced to exclude that portion of the rate attributable to profit. The Contractor shall not tender for acceptance materials and services required to be replaced or corrected without disclosing the former requirement for replacement or correction, and, when required, shall disclose the corrective action taken.

(g)(1) If the Contractor fails to proceed with reasonable promptness to perform required replacement or correction, and if the replacement or correction can be performed within the ceiling price (or the ceiling price as increased by the Government), the Government may—

(i) By contract or otherwise, perform the replacement or correction, charge to the Contractor any increased cost, or deduct such increased cost from any amounts paid or due under this contract; or

(ii) Terminate this contract for default.

(2) Failure to agree to the amount of increased cost to be charged to the Contractor shall be a dispute.

(h) Notwithstanding paragraphs (f) and (g) of this clause, the Government may at any time require the Contractor to remedy by correction or replacement, without cost to the Government, any failure by the Contractor to comply with the requirements of this contract, if the failure is due to—

(1) Fraud, lack of good faith, or willful misconduct on the part of the Contractor’s managerial personnel; or

(2) The conduct of one or more of the Contractor’s employees selected or retained by the Contractor after any of the Contractor’s managerial personnel has reasonable grounds to believe that the employee is habitually careless or unqualified.

(i) This clause applies in the same manner and to the same extent to corrected or replacement materials or services as to materials and services originally delivered under this contract.

(j) The Contractor has no obligation or liability under this contract to correct or replace materials and services that at time of delivery do not meet contract requirements, except as provided in this clause or as may be otherwise specified in the contract.

(k) Unless otherwise specified in the contract, the Contractor’s obligation to correct or replace Government-furnished property shall be governed by the clause pertaining to Government property.

SECTION F – DELVERIES OR PERFORMANCE

F.1 FAR 52.252-2 Clauses Incorporated by Reference (FEB 1998)

The contract incorporates one or more clauses by reference with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. In addition, the full text of a clause may be accessed electronically at www.arnet.gov/far.

F.2 FAR 52.242-15 Stop-Work Order (AUG 1989)—Alternate I (APR 1984)

F.3 Observance of Federal Holidays

No services or deliveries shall be performed on Saturdays, Sundays or Federal legal holidays, any other holiday set forth by Presidential Executive Order, or any other Government closures.

Official Holidays New Year’s Day January 1st Martin Luther King’s Birthday 3rd Monday in January Inauguration Day January 20th Presidents’ Day 3rd Monday in February Memorial Day Last Monday in May Independence Day July 4th Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans’ Day November 11th Thanksgiving Day 4th Thursday in November Christmas Day December 25th

F.4 Period of Performance

The period of performance shall be a base period of 12 months with four (4) 12-month option periods. The period of performance under this contract shall commence with the effective date of the contract (EDOC).

F.5 Articles or Services to be Furnished

1. All reports, processes, and product deliverables are subject to approval of the Contracting

Officer Representative (COR).

2. All reports and documents shall have, at a minimum in the document header, the contract number, and the COR’s name. All reports and documents shall have, at a minimum in the document footer, the author in the lower left corner, the page # of total # of pages in the center bottom of the page, and the date and /or version of the document (not the auto date) in the lower right corner.

F.6 Schedule of Deliverables (sample)

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

Task Description Quantity Date

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 Designation of Contracting Officer’s Representative

The person identified below is hereby designated as the Contracting Officer’s Representative (COR) for this contract. The responsibility of the COR is to ensure that the Government’s technical objectives are met. To this end, the COR will provide necessary information, direction, coordination, etc., within the contractual work description. Issuance of changes which affect the articles, terms, or conditions of this contract will be accomplished through the Contracting Officer who is the only party authorized to bind the Government to contract:

(Name) Health Resources and Services Administration (Office/Division) 5600 Fishers Lane, Parklawn Building, Room _____ Rockville, Maryland 20857 Phone Number: __________ Fax Number: ____________ Email: ________________

G.2 Contracting Officer’s Representative’s Responsibility

Technical Direction – The COR will provide the necessary information, direction, and coordination within the confines of the existing contractual work description in order for the contract to have a successful outcome for the Government.

This includes providing technical direction to the Contractor to guide the contract effort in order to accomplish the contractual statement of work. This may include providing information to the Contractor for assistance in the interpretation of government provided information, specifications or technical portions of the work description, and where required by the contract, review and approval of product deliverables of the Contractor to the Government under the contract.

Contract Progress and Performance Management – The COR should prepare a performance report semiannually on the contractor’s performance on this Contract. The minimal requirement is an annual performance report. Performance reporting on this Contract follows established government guidelines and is submitted to the Contractor and Contracting Officer with supporting documentation.

G.3 Restrictions on the Contracting Officer’s Representative’s Authority

Direction given by the COR to the Contractor must be within the parameters of the Statement of Work as stated in the Contract.

The COR may not issue any direction to the Contractor that:

1. Solicits a proposal, OR

2. Constitutes an assignment of additional work outside the Statement of Work of this Contract, OR

3. In any manner causes an increase in the total contract cost or the time required for contract performance, OR

4. Changes any of the express terms, conditions, or specifications of the Contract (i.e., changes in the price or scope of work, instructions to start or stop work, approval of any actions that will result in additional charges to the government).

Issuance of changes that affect the articles, terms, or conditions of this Contract will be accomplished through the Contracting Officer, who is the only party authorized to bind the Government to contract and the only party who can determine if a direction is within the Statement of Work.

G.4 Key Personnel

Pursuant to the Key Personnel clause (HHSAR 352.242-70) referenced in SECTION I of this contract, the following individual(s) is (are) designated as Key Personnel and considered to be essential to the work being performed under this contract:

Title Name

(To be completed at time of award)

Contact Information for key personnel:

(Address) Phone Number: ___________________ Fax Number: _____________________ Email: _________________________

The person(s) identified as the _________________ shall direct the necessary work and services toward fulfillment of the contractual requirements. Prior to removing, replacing, or diverting the specified individual(s), the Contractor shall notify the Contracting Officer in writing and reasonably in advance, and shall submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the contract. No diversion shall be made by the Contractor without the written consent of the Contracting Officer, provided that the Contracting Officer may ratify in writing changes made due to events beyond the control of the Contractor, and such ratification shall constitute the consent of the Contracting Officer required by this clause. Examples of events beyond the control of the Contractor are: (1) prolonged sickness, (2) termination of employment, and (3) death. Key personnel, with the consent of the Contracting Officer, may be amended from time to time during the course of the contract to either add or delete personnel, as appropriate.

G.5 Staffing Requirements

The general responsibilities of all contract personnel are as follows:

1. Consistently exhibit teamwork and provides best value for customers by improving the quality of customer interaction and communication, and internally improving communication to increase the quality and value of service provided.

2. Demonstrate proactive behavior, provides timely responsiveness, and exhibits a sense of ownership and commitment in all dealings.

3. Consistently perform timely follow through to ensure quality completion of customer actions.

Actively engages in customer partnering sessions, meetings, and lessons learned sessions. On a regular basis, shows initiative in problem identification and resolution.

4. Demonstrate full working knowledge of and competent use of HRSA’s Electronic Handbook, support systems, tools and databases.

5. Maintain the integrity and security of federally-owned property, including equipment, supplies, and information technology related hardware, software and data.

6. Support all meetings in a professional and effective manner in accordance with federal laws and regulations as directed by HHS, HRSA policies and procedures.

7. Ensure that required documentation of meetings is complete, accurate and properly certified.

8. Effectively plan, organize, and prioritize work to accommodate agreed to dates/timelines as noted in the task order, and produce clear and effective results of acceptable quality.

9. Refer new or unusual circumstances in a timely manner to the COR for guidance.

G.6 Submission of Invoices and Place of Payment

1. The Contactor shall submit monthly invoices/vouchers in Microsoft word or PDF format to hrsainvoices@hrsa.gov

2. For inquiries regarding payment, call Accounts Payable Section at (301) 443-3020.

3. For inquiries regarding receiving, inspection and acceptance, rejections, or technical issues, call your COR.

4. The Contractor agrees to include with each invoice, and comply with, the Billing Instructions, Section J, Attachment B, and to include the following information on its invoice/voucher:

• Name and address of the Contractor same as on the contract;

• DUNS number;

• Invoice or voucher number;

mailto:hrsainvoices@hrsa.gov

• Invoice or voucher date;

• Dollar amount;

• Contract number ______; order number _____; Date of Delivery or Service;

• Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed; and

• Name and complete mailing address where payment is sent.

INVOICES WITHOUT ALL REQUIRED INFORMATION WILL BE DENIED

UNTIL THE PROPER INFORMATION IS SUBMITTED.

5. Payment shall be made by:

PSC/Financial Management Service DFO Accounting Operations, Suite 200 12501 Ardennes Avenue Rockville, MD 20857 Telephone: 301-443-3020 Fax: 301-443-0562

G.7 Electronic Funds Transfer

In accordance with FAR 52.204-7 Central Contractor Registration (FEB 2012), the Contractor shall designate a financial institution for receipt of electronic funds transfer payments. This designation shall be submitted in writing to the finance office set forth in Section G.5.5.

G.8 Evaluation of Contractor’s Performance evaluation of Contractor performance shall be conducted on this contract in Interim and final evaluation of Contractor performance on this contract shall be conducted in accordance with FAR Subpart 42.15, and HHSAR 342.7001(d). Upon contract completion, a final evaluation of the Contractor’s performance shall be completed by the Government; see Section J, List of Attachments.

The Government will conduct an evaluation of Contractor’s performance based on the completion of the tasks stated in the SOW. HRSA documents contractor performance using the Contractor Performance Assessment Rating System (CPARS) (www.cpars.gov). The evaluation shall be conducted by the COR and be comprised of an evaluation of contractor performance completed by the Contractor and Federal staff, and a review of progress reports and financial reports.

G.9 Task Order Procedures

a. The contractor will be provided with a statement of work, schedule of deliverables, surveillance plan, and other additional instructions as needed for each individual task order to be issued under this contract. These documents may be issued by mail, facsimile or electronic commerce.

b. The contractor shall be required to submit separate technical and cost proposals for each task order issued under this contract.

c. All contractors will be given a fair opportunity to be considered for each award. The Contracting

Officer will consider such factors as past performance on earlier tasks, quality of deliverables, cost control, price, cost and other relevant factors in the award of a task order to a particular contractor.

d. The Government reserves the right to solicit competitive proposals for individual task orders among contractors that were awarded contracts under the original solicitation.

e. The Government shall reserve the right to award a task order without discussions.

f. The due date for proposals will be stated in an individual request for task order and determined on a case by case basis, depending on the complexity of the requirement.

g. A contractor included in the competition for the award of a task order may choose not to submit a proposal. In this event, the contractor shall notify the Contracting Officer in writing of its decision not to submit an offer for the given requirement. Failure to submit a proposal will not preclude a contractor from any future opportunity to compete for a task order.

h. Task orders may be awarded on a unilateral basis. If a task order is issued unilaterally, the contractor must begin work immediately, adhering to the dollar limit and period of performance stated on the face page of the task order.

i. In accordance with FAR 16.505(a)(6), no protest under FAR Subpart 33.1 shall be authorized in connection with the issuance or proposed issuance of a task order under this contract, except for a protest on the grounds that the order increases the scope of work, period of performance, or maximum value of the contract.

G.10 Task Order Information

Each task order will contain the following minimum information:

date of award contract number and task order number (numbered consecutively) estimated total dollar amount of the task order accounting and appropriation data statement of work, schedule of deliverables, surveillance plan, and any special instructions period of performance name and address of the project officer

G.11 Task Order Billing

The contractor shall segregate billings by task order when invoicing against the contract.

G.12 Multiple Contract Award/Task Order Placement

Each contract awardee shall be considered by the Contracting Officer (CO) prior to the placement of a task order. Beyond the guaranteed minimum task order amount $3,000, the placement of a task order shall be dependent upon factors such as an awardee’s record of past performance, quality of deliverables, cost control, price, cost, or other factors that the CO believes to be relevant to the placement of the order.

G.13 Award Fee

a. The Agency’s decision to pay or not to pay award fee in no way changes the contractor’s responsibilities to perform any functions or produce any deliverables required by this contract and any subsequent task order issued. The Agency’s decision to pay or not to pay award fee in no way shall alter the Department’s obligation to pay the contractor for satisfactory deliverables in accordance with the terms and conditions of this contract. Award fee is available for services and products identified in the Quality Assurance Surveillance Plan.

b. The CO shall determine whether a product/service is delivered on time and within budget. If the CO deems it to be on time and within budget, the product/service will be evaluated for quality by an Award Fee Evaluation Group (Group). The composition of the Group may change from task to task.

c. Each task order will be evaluated and the award fee determined at evaluation in accordance with the Award Fee Plan.

d. The Contracting Officer’s Representative will perform an overall performance evaluation annually for each task order (if the task order is less than 12 months, one evaluation will be performed at the end of the task order; any task order of one year or longer, may have an award fee evaluation performed more than once). The contractor and the Government shall agree that the award determinations are not subject to the Disputes clause.

e. The maximum amount of award fee that may be earned on the contract is $__________ for the base period. Award fee earned shall be based upon an evaluation and determination by the Government as the contractor’s level of performance in accordance with the following procedures:

(1) The contractor’s performance shall be evaluated on a semiannual basis (every six (6) months) during the period of performance for each task order.

(2) The criteria set forth in the section Award Fee shall be used to evaluate the contractor’s performance.

(3) The contractor shall agree that the final determination of the award fee earned will be made by the CO, taking into consideration an analysis and evaluation of the contractor’s performance made by the Group and shall not be subject to the terms of the Disputes clause of this contract. The contractor shall be advised in writing of the decision setting forth reasons why the award fee was earned, or why it was not earned, in order that the contractor may improve performance during the next six (6) months, if the latter is applicable.

(4) Notwithstanding any other provision of this contract, the fee for performing the contract shall not exceed the statutory limitations prescribed in FAR 15.404-4.

(5) Payment of award fee under this contract will be accomplished by an administrative unilateral modification of the task order, executed by the CO, when the award fee, if any, has been determined. The administrative modification shall set forth the amount of fee to be awarded. Upon receipt of the modification, the contractor may submit a public voucher for payment of the award fee earned for the period evaluated. Payment of the award fee shall be subject to the withholding provision of the clause entitled Award Fee.

G.14 Performance Criteria and Quality Assurance Surveillance Plans

Task orders issued under this contract shall be issued as performance based service task orders.

Samples of generic performance criteria can be located in Section J, Attachment I. Individual task orders will contain performance criteria tailored to the individual requirement.

The Contractor shall submit a Quality Assurance Surveillance Plan (QASP) as part of any task order proposal submitted. This proposal shall contain draft performance criteria and deductions. All QASPs will be negotiated prior to task order award.

G.15 Subcontracting Plan Provisions (Applies to Large Business)

a. Small Business and Small Disadvantaged Business Subcontracting Plan

(1) The Small Business and Small Disadvantaged Business Subcontracting Plan, dated is attached hereto and made a part of this contract.

(2) The failure of any contractor or subcontractor to comply in good faith with the Clause entitled "Utilization of Small Business Concerns and Small Disadvantaged Business Concerns" incorporated in this contract and the attached Subcontracting Plan, will be a material breach of such Contract or Subcontract.

b. Small Disadvantaged Business (SDB) Participation Plan

(1) The Small Disadvantaged Business (SDB) Participation Plan, dated is attached hereto and made a part of this contract.

(2) In compliance with FAR 52.219-25, Small Disadvantaged Business Participation Program – Disadvantaged Status and Reporting, if this contract contains SDB participation targets, the Contractor shall report on the participation of SDB concerns. Reporting shall be on Optional Form 312, Small Disadvantaged Business Participation Report, or in the Contractor’s own format providing the same information and shall be submitted on an annual basis and upon completion of the contract. In no event shall the targets identified in the attached SDB Participation Plan be revised without the prior written authorization of the Contracting Officer.

(3) The failure of any Contractor or subcontractor to comply in good faith with FAR Clause

52.219 25, entitled "Small Disadvantaged Business Participation Program -- Disadvantaged Status and Reporting" incorporated in this contract and the attached SDB Participation Plan, will be a material breach of such contract or subcontract and subject to the remedies reserved to the Government under FAR Clause 52.219-16 entitled, "Liquidated Damages- Subcontracting Plan."

c. Subcontracting Reports

(1) The Contractor shall submit the Individual Subcontract Report and the Summary

Subcontract Report using the web-based Electronic Subcontracting Reporting System (eSRS at http://www.esrs.gov) following the instructions in eSRS as supplemented by agency regulations;

Ensure that its subcontractors with subcontracting plans agree to submit the Individual Subcontract Report and/or the Summary Subcontract Report using eSRS;

Provide the prime contract number, the order number, if applicable, and the prime contractor’s DUNS number to all first-tier subcontractors with subcontracting plans so they can enter this information into eSRS with their reports; and

Ensure that all subcontractors with subcontracting plans under the flow-down requirements of subparagraph (a)(9) above, at every tier, provide the prime contract number, the order number, if applicable and their own DUNS number to all of their subcontractors with subcontracting plans.

Regardless of the effective date of this contract, the report shall be submitted on the following dates for the entire life of this contract:

April 25th

October 25th

G.16 Limitation on Subcontracting (applies to small businesses)

FAR 52.219-14 is applicable to this contract and stated below in full text:

Limitation on Subcontracting (DEC 1996)

(a) This clause does not apply to the unrestricted portion of a partial set-aside.

(b) By submission of an offer and execution of a contract, the Offeror/Contractor agrees that in performance of the contract in the case of a contract for -http://www.esrs.gov/

(1) Services (except construction) At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern.

(2) Supplies (other than procurement from regular dealer in such supplies) The concern shall perform work for at least 50 percent of the cost of manufacturing the supplies, not including the cost of materials.

(3) General construction The concern will perform at least 15 percent of the cost of the contract, not including the cost of materials, with its own employees.

(4) Construction by special trade contractors The concern will perform at least 25 percent of the cost of the contract, not including the cost of materials, with its own employees.

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1 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.

H.2 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.

H.3 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 for Government publications and Government printed matter 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.