12-250-SOL-00107 PCCr rev.docx

DEPARTMENT OF HEALTH & HUMAN SERVICES

Public Health Service

Health Resources and Services Administration Office of Acquisitions Management and Policy 5600 Fishers Lane, Room 13A- Rockville, MD 20857

May 18, 2012

Dear Offerors:

You are invited to submit a quote in accordance with the requirements of FAR Part 13, Simplified Acquisition Procedures under Request for Quote (RFQ) 12-250-SOL-00107. This requirement will support the operation of the National Control Poison Centers with after hours on-call telecommunications assistance for the national toll-free phone number. A firm fixed price contract with a one year base plus two option years using NAICS Code 541611 is anticipated.

Questions or issues that require clarification or correction by the government must be furnished electronically to jbrown3@hrsa.gov. In order to provide responses to questions to all prospective Offerors before submission of their proposal, questions must be received no later than 10:00 am EST, May 22, 2012. Questions submitted after the due date will not be accepted.

The Contracting Officer must receive one (1) electronically generated copy and one (1) original and one (1) hard copies of your proposal must be received no later than 10:00 am EST by June 1, 2012 at the following address:

Department of Health and Human Services Health Resources and Services Administration Office of Acquisitions Management and Policy Parklawn Building, Room 13A-43 5600 Fishers Lane Rockville, MD 20857 Attn: Joselyn A. Brown RFQ: 12-250-SOL-00107

Your quote shall be prepared in accordance with Section III entitled "Instructions, Conditions, and Notices to Offerors" and Section II entitled "Statement of Work". This RFQ 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.

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 quote 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 contract, basic agreement, basic ordering agreement, or blanket purchasing agreement 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 register in the CCR you may obtain information on registration and annual confirmation requirements via the internet at http://www.ccr.gov or by calling 1-888-227-2423, or 269-961-5757. Please include this information on the first page of your quotation and on the first page of the Standard Form 18 and/or Standard Form 1449. If the address is different from the address to which payments are mailed, you must also include the complete payment address.

Requests for additional information concerning this RFQ should be referred to Joselyn Brown at jbrown3@hrsa.gov or (301) 443-5031.

Sincerely yours, Francis R. Murphy Contracting Officer

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, Joselyn Brown at 301-443-5031 or 301-443-2750). Boxes of quotes/proposals should not be left on the loading dock. Boxes of quotes/proposals shall be brought to Room 13A-19.

II. STATEMENT OF WORK

A. PROJECT TITLE

Poison Control Program (PCP) National Poison toll-free number After-Hours Coverage

B. BACKGROUND

The Health Resources and Services Administration’s (HRSA) Poison Control Program (PCP) was established in February 2000 under the Poison Center Enhancement and Awareness Act. Funds were appropriated in FY 2001 to carry out the purposes of the Act. The program was reauthorized in 2003 under the Poison Control Center Enhancement and Awareness Act, Amendments of 2003 and reauthorized again in 2008 under the Poison Center Support, Enhancement, and Awareness Act of 2008. The PCP administers the national poison toll-free number to access poison control center (PCC) services, provides grants to PCCs to enhance their services and infrastructure, encourages collaboration among PCCs and public health organizations, and implements a national public information campaign to promote the national toll-free number.

The vision of HRSA’s PCP is to ensure universal access to quality poison control and prevention services. The mission of this program is to ensure that the residents of the U.S. and the territories it serves have access to high quality poison control services by providing funds to improve PCCs across the U.S. and facilitating collaboration among PCCs and other health care partners.

The national poison toll-free number, 1-800-222-1222, was launched in January 2002. The number is designed to provide universal access to the 57 poison centers across the Unites States. When using the toll-free number, callers are directed to the closest PCC in their region. This contract will ensure access to PCC services, troubleshoot problems on the toll-free hotline, handle emergency and non-emergency routing changes, and provide reports on the hotline usage during non-business hours. Currently, there is a government telecommunications team in place whose role is to ensure access to PCC services, troubleshoot problems on the toll-free hotline, handle emergency and non-emergency routing changes, and provide reports on the hotline usage. The telecommunication team operates during normal business hours. This contract will continue to ensure 24/7 access to the national toll-free number by providing these services after normal business hours.

All work done under this contract shall be conducted under the general guidance and monitoring of the Contracting Officer’s Representative. The Government shall supply the contractor with a cellular phone, air card, and laptop with internet and virus protection. The contractor shall provide the necessary supplies, materials, and equipment, not otherwise provided by the Government under the terms of this contract. Specifically, the contractor shall fulfill the objectives of this contract by performing the tasks listed below during the hours of 6:30 pm to 8:30 am EST Monday through Friday, and 24 hours per day on weekends and Federal Government holidays (a list of Federal Government holidays are available upon request). The offeror may be asked to perform task outside hours specified in this contract to cover for unscheduled leave and vacations. Covered vacation times shall not exceed 2 weeks per contract year. In addition, on rare weekdays, applicant shall provide coverage over a period of 24 hours. Such coverage will not exceed 5 days over the course of the current year.

C. PURPOSE/SCOPE OF WORK

The purpose of ensuring continued access to poison control center (PCC) services through the national poison toll-free hotline, 800-222-1222, the contractor shall troubleshoot problems on the toll-free hotline, handle emergency and non-emergency routing changes, and provide reports on the hotline usage during non-business hours. Non-business hours are defined as 6:30 pm to 8:30 am EST Monday through Friday, and 24 hours per day on weekends and Federal Government holidays. Applicant may be asked to perform tasks outside hours specified in this contract to cover for unscheduled leave and vacations. Covered vacation times shall not exceed 2 weeks per contract year. The contractor will also function as a liaison between the PCCs and HRSA’s telecommunication vendor; maintain a toll-free hotline tracking system; and modify the routing tree as needed. The contractor must possess knowledge of the PCC toll-free routing tree and backup mechanisms, the ability to troubleshoot call volume interruptions, and a working knowledge of the telecommunication software used to generate usage reports for grantees (Verizon Network Manager)

Government Property to Be Provided: Cellular Phone, Laptop & Air Card with Internet Access and Virus Protection

D. TASKS

Offerors proposals should, at a minimum, address the following major areas.

Task 1. Teleconference with Contracting Officer’s Representative (COR)

The contractor shall:

a. Teleconference with the COR within 10 business days of the contract award for a kick-off session. This teleconference will be determined at a specific date and time between the COR and the contractor.

b. Attend monthly teleconference with COR to discuss day to day operations.

Task 2. Poison Help Hotline Help Desk Liaison

The contractor shall control the help desk during the hours of 6:30 pm to 8:30 am EST Monday through Friday, 24 hours per day on weekends, and Federal Government holidays (a list of Federal Government holidays are available upon request). Applicant may be asked to perform task outside hours specified in this contract to cover for unscheduled leave and vacations. Covered vacation times shall not exceed 2 weeks per contract year. The duties include but are not limited to:

a. Perform routing transactions upon request;

b. Participate in Poison Control Program quarterly teleconferences;

c. Troubleshoot with telecom team members as necessary in order to solve problems proactively;

d. Troubleshoot with Verizon to resolve routing and service issue or any other issues affecting public access to PCCs;

e. Communicate with PCCs to initiate routing changes or resolve routing issues;

f. Create and provide call and usage reports weekly from Verizon software.

For estimation purposes for this solicitation, 20 requests for assistance (a,b,c,d, and e) per month can be used. This number is neither a minimum or maximum level of assistance that shall be provided under an award.

E. PERIOD OF PERFORMANCE

The period of performance shall be for 12 months from the effective date of award with two (2) 12-month option years.

F. PLACE OF PERFORMANCE

The contractor shall perform the services at their location.

G. SCHEDULE OF DELIVERABLES

H. PAYMENT SCHEDULE

This award is anticipated to be for a Base Period of 12 months with two Option Periods of 12 months each. The Offeror shall invoice monthly per the instructions on the SF 18 for this solicitation. Section C lists Government Property that shall be provided free of charge to the Awardee for duties defined under this requirement. Payment instructions are included on Page 2 of the SF 18, Numbers 1 through 5.

I. 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 Contracting Officer Representative 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 printer 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. 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. Government publications or other Government printed matter may not include the contractor’s logo unless specifically authorized in accordance with agency policy and procedures (http://www.hhs.gov/web/policies/webpolicies/logopolicies/logos_contractors.html)

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 Representative.

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

E. 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.

F. Security Requirements

All Contractors and Subcontractors shall comply with existing legislation, regulations, and department requirements from the Office of Management and Budget (OMB) Circular A-130, Management of Federal Information Resources, Appendix III, Security of Federal Automated Information Resources, and Public Law 100-235, Computer Security Act of 1987. The Contractors/Subcontractors shall consider information security as one of the system’s integral functional requirements in a manner similar to other user and business requirements, and shall comply with HHS and HRSA IT security policies and practices throughout the development and operation lifecycle phases of the system.

Specifically, the Contractor/Subcontractor shall:

· Ensure that all persons requiring access to HRSA information systems receive and clear a background investigation, commensurate with their level of job responsibilities as required by the Homeland Security Presidential Directive 12 (HSPD-12).

· Ensure that during planning and requirements definition activities for the Maternal and Child Health Bureau E-Learning and Web-based Conference, the system security objectives and needs, such as system criticality and data sensitivity, are met and the appropriate level of effort for the system risk management activities is determined in accordance with FIPS Publication 199, NIST SP 800-30.

· Collaborate with the HRSA IT Security Staff (provide point of contact, phone number, & e-mail address) to facilitate initial and periodic Maternal and Child Health Bureau E-Learning and Web-based Conference Certification and Accreditation (C&A) as well as continuous monitoring activities. The process runs from October to June in accordance to FISMA reporting schedule. Based on the required level of effort, the following documents may be required:

· Risk Assessment (RA) in accordance with NIST SP 800-30

· System Security Plan (SSP) in accordance with NIST SP 800-18

· Security Control Assessment in accordance with NIST SP 800-53 and 800-53A

· Privacy Impact Assessment (PIA) in accordance with E-Gov Act of 2002

· Security Testing & Evaluation (ST&E) Plan/Report

· Plan of Action and Milestones (POA&M) in accordance with HRSA POA&M Guidance/Template

· System Rules of Behavior

· Memorandums of Agreement/Understanding and/or System Interconnection Agreement

· Contingency Plan in accordance with NIST SP 800-34

· Incident Response Plan in accordance with NIST SP 800-61

· Contingency Plan and Tests/Exercises

· Minimum Security Configuration Checklists

· Ensure that the security controls needed to adequately protect the Maternal and Child Health Bureau E-Learning and Web-based Conference meet the security requirements of the system and are selected in accordance with NIST SP 800-53, Federal regulations, HHS policy, and HRSA IT Security Policy.

· Collaborate with the HRSA ITSS to facilitate the development of E-Authentication risk assessment documentation if electronic system/transactions require user authentication in accordance to Presidential Memorandum M-04-04 using NIST SP 800-63 guidance and delivered to HRSA Information Systems Security Staff.

· Appoint a designated Information Systems Security Officer (ISSO) to ensure the Maternal and Child Health Bureau E-Learning and Web-based Conference security posture complies with HRSA IT Security Policy and procedures during the course of operation, and to be the system “point of contact” for all HRSA IT security matters.

G. Encryption (if applicable)

· The Contractor (including all its Subcontractors) shall ensure all of its employees encrypt all laptop computers, desktop computers, and other mobile devices and portable media, which store or process sensitive HHS data, using Federal Information Processing Standard (FIPS) 140-2 compliant encryption. For the purposes of this solicitation or contract, information is considered sensitive if the loss of confidentiality or integrity could be expected to have a serious, severe, or catastrophic adverse effect on organizational operations, organizational assets, or individuals. Further, the loss of sensitive information, confidentiality, or integrity might: (i) cause a significant or severe degradation in mission capability to an extent and duration that the organization is unable to perform its primary functions, or the effectiveness of the functions is significantly reduced; (ii) result in significant or major damage to organizational assets; (iii) result in significant or major financial loss, or; (iv) result in significant, severe, or catastrophic harm to individuals.

· The Contractor shall verify that the selected encryption product has been validated under the Cryptographic Module Validation Program (http://csrc.nist.gov/cryptval/) to confirm compliance with FIPS 140-2. The Contractor shall provide a written copy of the validation documentation to the COR.

· The Contractor shall use the Key Management Key on the HHS personal identification verification (PIV) card; or alternatively, the Contractor shall establish and use a key recovery mechanism to ensure the ability for authorized personnel to decrypt and recover all encrypted information.

· The Contractor shall generate and manage encryption keys securely to prevent unauthorized decryption of information. This must be approved by the COR to ensure compliance These technical standards are required by the HHS Department Information Security Policy/Standard. No deviation is allowable.

H. FDCC Settings

· The Contractor (including all of its Subcontractors) shall ensure hardware and software installation, operation, maintenance, update, and/or patching shall not alter the configuration settings specified within the Federal Desktop Core Configuration (FDCC).

· The Contractor shall ensure applications are fully functional and operate correctly on systems configured in accordance with the FDCC. For Windows XP™ settings see http://csrc.nist.gov/itsec/guidance_WinXP.html, and for Windows Vista™ settings see http://csrc.nist.gov/itsec/guidance_vista.html.

· The Contractor shall ensure applications designed for end users run in the standard user context without requiring elevated privileges for routine tasks.

· Federal Information Processing Standard 201 (FIPS-201) compliant, Homeland Security Presidential Directive 12 (HSPD-12) card readers shall be included with the purchase of servers, desktops, and laptops. For physical security and logical access purposes, FIPS-201/HSPD-12 compliant card readers must comply with requirements outlined in the Federal Acquisition Regulation (FAR).

I. Privacy Requirements (if applicable)

In accordance with OMB M-06-16, Contractors are responsible under Federal law and policy to appropriately safeguard sensitive and Personal Identification Information (PII) information and train employees on their responsibilities for handling sensitive data. In particular, the Contractor shall:

· Not release, publish, or disclose Departmental information to unauthorized personnel, and protect such information in accordance with provisions of the following laws and any other pertinent laws and regulations governing the confidentiality of sensitive information:

- Public Law 96-511 (Paperwork Reduction Act)

· Assist the COTR in developing a System of Record Notice (SORN), and obtain a SORN number for the. The SORN will be published in the Federal Register when a new System of Records is to be created, and an updated SORN will be necessary following a “major change” as defined by OMB 03-22 or subsequent replacement guidance.” Once published in the Federal Register, the COR will provide the SORN numbers to the appropriate agency Contracting Office, the agency Privacy Act Officer/Coordinator, and included in the associated system’s Privacy Impact Assessment (PIA). Note: You may want to ensure that the CORN numbering is controlled and distributed by the Agency’s Privacy Officer/Coordinator.

· Ensure that the PIA is developed and reviewed for the \Maternal and Child Health Bureau E-Learning and Web-based Conference on an annual basis. Upon completion, the PIA shall be submitted by the Contractor to IT Security Staff and the HRSA Senior Agency Official for Privacy or designee. In the event that a major change, as defined in OMB M-03-22, occurs to a Contractor system, Contractors are responsible for updating the system PIA to reflect the change.

· Each Contractor/Subcontractor employee who may have access to sensitive HRSA information under this Contract shall complete a Contractor employee non-disclosure agreement (NDA). A copy of each signed and witnessed NDA shall be submitted to the COR prior to performing any work under the Contract.

· When a Contractor employee terminates work under this Contract, the Contracting firm is required to notify the Government COTR within 24 hours upon the termination of the Contractor employee. All documentation remains the property of the Federal Government and must be returned to the Prime Contractor upon the individual’s termination, and will also be made available to the COTR and/or Contracting Officer upon request.

J. 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.

K. 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.

L. Section 508 Compliance

Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) requires Federal agencies to purchase electronic and information technologies (EIT) that meet specific accessibility standards. This law helps to ensure that federal employees with disabilities have access to, and use of, the information and data they need to do their jobs. Furthermore, this law ensures that members of the public with disabilities have the ability to access government information and services.

There are three regulations addressing the requirements detailed in Section 508. The Section 508 technical and functional standards are codified at 36 CFR Part 1194 and may be accessed through the Access Board’s Web site at http://www.access-board.gov. The second regulation issued to implement Section 508 is the Federal Acquisition Regulation (FAR). FAR Part 39.2 requires that agency acquisitions of Electronic and Information Technology (EIT) comply with the Access Board’s standards. The entire FAR is found at Chapter 1 of the Code of Federal Regulations (CFR) Title 48, located at http://www.acquisition.gov. The FAR rule implementing Section 508 can be found at http://www.section508.gov. The third applicable regulation is the HHS Acquisition Regulation (HHSAR).

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. All contractors (including subcontractors1) 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 or PWS, shall be the responsibility of the contractor or consultant retained to produce the Web-suitable content or communications material. Please complete Government Product Accessibility Template in Appendix G.

The following Section 508 provisions apply to the content or communications material identified in this SOW:

36 CFR 1194.22(a)-(p) 36 CFR 1194.24(a)-(e) 36 CFR 1194.31(a)-(f) 36 CFR 1194.41(a)-(c)

In addition, all deliverables produced through this contract that are (1) content in any format that could be placed on a Department-owned or Department-funded Web site; and/or (2) communications materials intended for public or internal use; to include reports, documents, charts, posters, presentations (such as Microsoft PowerPoint) or video material that could be placed on a Department-owned or Department-funded Web site, must comply with U.S. Department of Health and Human Services Web Policies and Standards listed at http://www.hhs.gov/web/policies/ and applicable at the time Deliverables are transmitted to the Health Resources and Services Administration.

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.

M. 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 background investigation.

The contractor shall meet with the COR to determine if a background investigation and/or clearance is required.

1. The Contractor shall submit a roster, by name, position and responsibility, of all staff working under the contract. The roster shall be submitted to the Contracting Officer Representative (COR), with a copy to the HRSA Division of Workforce Management and 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.

2. The COR will submit the list to the HRSA Personnel Security Officer for determination of the appropriate level of suitability investigations to be performed.

3. 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.

4. Upon receipt of the Government’s notification that a Suitability Background Investigation is 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/).

Contractors whose personnel occupy office space at a HRSA facility will be required to complete all required entry screening and paperwork before being granted access to the facility. The entry and exit requirements for contractors occupying HRSA facilities are detailed in paragraph N, “Government Furnished Property and Access to Government Facilities”, of the Special Requirements clauses.

N. Acceptance

All reports, processes, and product deliverables are subject to approval by the Contracting Officer Representative (COR). 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.

O. Food

It is the Department's policy that OPDIVs and STAFFDIVs shall not use appropriated funds (whether from an annual appropriation, multi-year appropriation, appropriated user fee, mandatory appropriation, gift funds, or reimbursements from such appropriations, etc.) to purchase food (whether for conferences or meetings; for meals, light refreshments, or beverages; or for Federal or non-Federal participants). Food and meals are not to be provided and are an unallowable expense.”

P. Travel Reimbursement

Any travel reimbursement required by this contract shall be performed in accordance with Federal Travel Regulations.

Q. Government Furnished Property (GFP) and Access to Government Facilities

Contractors are expected to perform work at their own facility. If a contractor cannot perform the contracted work at its facility and requires staff to be at a HRSA facility, the contractor must coordinate with the COR.

Any requests for government furnished property by the contractor that are above and beyond what is expressly stated within the contract shall be made in writing to the Contracting Officer Representative (COR) for the contract.

The COR must inform and receive express written approval from the appropriate Contracting Officer within HRSA’s Office of Acquisition Management and Policy prior to making any request to obtain government furnished property from the HRSA Office of Information Technology (OIT).

For contracts where performance is conducted on-site at HRSA facilities, the contractor’s responsible party and COR shall conduct a site walk through of spaces occupied by the contractor’s staff in HRSA facilities with the HRSA Property Management Officer (PMO) or his/her designee in order to record all property for which the contractor shall be responsible and liable. The contractor’s responsible party shall act as custodian for all government furnished property assigned under a contract and will take all reasonable measures and precautions to safeguard such property.

The contractor’s responsible party shall notify the HRSA PMO via the COR assigned for the contract’s administration in a timely manner upon the discovery of any loss, damage, destruction, theft, or any maintenance requirements of government provided property.

The contractor’s responsible party shall also notify the assigned Contracting Officer Representative/COR when there are changes made to the contractor’s staff working in HRSA facilities. This includes the addition of new contractor staff as well as the departure of staff from projects housed at HRSA facilities. For contracts where performance is conducted on-site at HRSA facilities, the contractor shall ensure that departing staff members follow the necessary check-out procedures and return all government issued equipment, including identification badges and remote access tokens, as required by HRSA property and security administration.

HRSA shall withhold final payment under contracts where the contractor has access to or use of government furnished property either via an established staff presence in a government owned or operated facility or constructive control of government furnished property at the job site or any other facility utilized by the contractor until HRSA check out procedures have been satisfied by the contractor. Government furnished property includes computers, printers, monitors, furniture, remote access tokens, or any other equipment or property for which the contractor has assumed responsibility.

Final payment shall be released following the satisfactory completion of all exit requirements and return of all government furnished property by the contractor’s responsible party. The exit requirements for most contracts where government property has been provided and/or the contractor’s staff occupies HRSA facilities include:

1. An exit interview and walk through of spaces occupied with HRSA’s PMO or his/her designee and COR for the contract.

2. An audit by HRSA’s PMO to determine the disposition of government furnished property assigned under the contract.

3. Restitution to HRSA for any lost, damaged, destroyed, or stolen government property.

4. Completion of all exit paperwork required by HRSA’s PMO, HRSA Division of Workforce Management, and COR for the contract. The contractor’s final invoice shall include the completed exit documentation for the contractor’s on site staff.

P. Equipment

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

Q. Central Contractor Registration

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.

R. Confidentiality Agreements Requirement

The Contractor shall implement a confidentiality agreement related to all data provided by the Government. All Contractor staff that work with the Federal Government and are provided information and access to databases shall sign such an agreement and a copy of the signed agreement for each relevant staff member shall be submitted to the GPO prior to receipt of relevant documents.

III. INSTRUCTIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF

OFFERORS OR QUOTERS

PROPOSAL INSTRUCTIONS: FORMAT AND CONTENTS

A. General Instructions

1. To facilitate proposal evaluations, Technical Quote and price quote shall be submitted separately and clearly labeled. Each of these parts shall be separate and complete in itself so that the evaluation of one may be accomplished independently of the evaluation of the other. Volume I–Technical Quote must not contain references to cost; however, resource information such as data concerning labor hours and categories, materials, subcontracts, etc., must be contained in the Technical Quote so that your understanding of the statement of objectives may be evaluated. It must disclose your approach in sufficient detail to provide a clear and concise presentation that includes the requirements of the proposal instructions. Volume I must include a statement indicating whether any exceptions are taken to the terms and conditions of the request for quote (RFQ) as part of the proposal transmittal letter. Any exceptions must include identification of the specific paragraphs and rationale for each exception. Exceptions shall also be noted in the proposal at the location of the exception. The proposal shall be submitted in two (2) volumes as outlined below:

Volume Title

2. Quotes shall be single spaced and shall be printed on 8.5 x 11 inch paper containing text no smaller than 12 pitch/10 point. Each page shall be numbered and each volume shall be tabbed to correspond to the table of contents. Offerors may include 11 x 17 inch foldouts only to display graphics, flow charts, organizational charts, or drawings.

3. Where data/information appears in one part, it does not have to be repeated in any other part. However, it shall be cross referenced by indicating the specific location including the volume and page number as a minimum. The clarity, relevance, and conciseness of the proposal is important, not the length.

1. The proposal must be signed by an official authorized to bind your organization. One (1) original and three (3) copies of Volume I–Technical Quote and Volume II–Price Quote shall be submitted to:

Department of Health and Human Services Health Resources and Services Administration Office of Acquisitions Management and Policy 5600 Fishers Lane, Room 13A-19 Rockville, MD 20857 ATTN: Joselyn Brown 12-250-SOL-00107

2. The RFQ does not commit the Government to pay any cost for the preparation and submission of a proposal. In addition, the Contracting Officer is the only individual who can legally commit the Government to the expenditure of public funds in connection with this proposed acquisition.

B. Technical Quote Instructions

Offeror quotes will be evaluated in accordance with the weighted criteria listed in Evaluation Scoring Criteria, which follows these instructions. The Offeror shall submit as part of the proposal, a section entitled Technical Quote. The Technical Quote must follow the following format.

a. Understanding the Statement of the Intent and Functions of the Project (40 points)

The quote shall demonstrate in the Offeror’s own words the technical approach to meet each of the requirements specified in under the Statement of Work, including the following items:

1. A tailored statement of the purpose and scope of the project to demonstrate complete understanding of the intent and requirements project;

2. A detailed description of the content of each task to be performed to achieve the project objectives. Relevant questions and variables stemming from the statement of work should be discussed; and

3. A discussion of the methodology to be used for scheduling of times of each task.

b. Technical Approach (40 points)

The proposal shall specify the types of qualifications (in terms of training, professional experience, and specific technical accomplishments essential to the performance or the project) that are relevant to the requirement. A resume and a description of key functions proposed for carrying out the project shall be provided.

1. Historical and current knowledge and experience in working with toll-free numbers;

2. Knowledge of creating telephone routing trees and extracting and sorting telecommunications data

3. Demonstrated experience identifying, mobilizing, and troubleshooting with technical consultants and vendors.

4. Demonstrated experience producing toll-free data call and usage reports for national dissemination

5. Recognition and basic understanding of the importance of the hotline as it relates to poisoning health outcomes.

c. Management Plan (20 points)

The Offeror shall provide a narrative work plan that will ensure continues access to PCC services during the assigned time periods in this solicitation.

C. Price Quote Instructions

The Offeror’s price quote shall be a Firm Fixed price amount for the Base Year and for each Option Period.

The price quote shall include the following sections on the Standard Form 18, Request for Quotations:

Block 8 Name and address of your organization

Block 11 Enter the Tax ID number and the DUNS number for your organization

Block 13 State the name and contact information for additional communication regarding the quote.

Block 14 Signature of a person authorized to commit the organization to the quote.

Block 16 Printed name of a person authorized to commit the organization to the quote.

D. Evaluation Factors for Award

The technical quote will receive paramount consideration in the selection of the contractor for this acquisition. In the event that the technical evaluation reveals that two (2) or more offers are approximately equal in technical ability, then the price quote will become paramount. In any event, the Government reserves the right to make an award to the best advantage of the Government, cost, and other factors considered.

The evaluation will be based on the demonstrated capabilities of the prospective contractor in relation to the needs of the project as set forth in the RFQ. The merits of the proposal will be evaluated carefully. The following criteria and assigned weight for each criterion will be applied in the evaluation of your technical proposal:

Note: The Government reserves the right to make a single award, multiple awards, or no award as a result of this RFQ. In addition, the RFQ may be amended if determined to be in the best interest of the Government.

E . Description of Task Task 1. Teleconference with Contracting Officer’s Representative(COR)

The contractor shall:

a. Teleconference with the project officer within 10 business days of the contract award for a kick-off session. This teleconference will be determined at a specific date and time between the project officer and the contractor.

b. Attend monthly teleconference with COR to discuss day to day operations.

Task 2. Poison Help Hotline Help Desk Liaison

The contractor shall control the help desk during the hours of 6:30 pm to 8:30 am EST Monday through Friday, 24 hours per day on weekends, and Federal Government holidays (a list of Federal Government holidays are available upon request). Applicant may be asked to perform task outside hours specified in this contract to cover for unscheduled leave and vacations. Covered vacation times shall not exceed 2 weeks per contract year. The duties include but are not limited to:

a.. Perform routing transactions upon request;

b. Participate in Poison Control Program quarterly…