Soliciation_Number_14-250-SOL-00011_HRSA_Technical_Assistance_and_Attachment_A_-_SOW.pdf

Solicitation Number 14-250-SOL-00011

SECTION A

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SECTION A

Table of Contents

SECTION

A

DESCRIPTION

Standard Form 33

PAGE(S)

B

Supplies or Services and Prices/Costs

C

Description/Specifications/ Statement of Work

D

Packing and Marking

E

Inspection and Acceptance

F

Deliveries or Performance

G

Contract Administration Data

H

Special Contract Requirements

I

Contract Clauses

J

List of Attachments

K

Representations, Certifications and Other

Statements of Offerors or Respondents

L

Instructions, Conditions and Notices to Offerors

M

Evaluation Factors for Award

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 BACKGROUND

The Health Resources and Services Administration (HRSA) is an agency of the U.S. Department of Health and Human Services (HHS) and is the primary Federal agency for improving access to health care services for people who are uninsured, isolated or medically vulnerable. The mission of HRSA is to improve health and achieve health equity through access to quality health services, a skilled health workforce and innovative programs. HRSA awards more than $7 billion in

Federal grants on an annual basis. These grants are administered by various programs that collectively work to improve access to care for the more than 44 million Americans who are uninsured and the 40 million who live in medically underserved areas. Selection of appropriate grantees, monitoring ongoing progress, and dissemination of the program results are key factors in ensuring that the strategic goals and objectives of HRSA programs are met.

HRSA works to strengthen the health care workforce, build healthy communities, and improve health equity. HRSA’s grantees provide health care to uninsured people, people living with

HIV/AIDS, and pregnant women, mothers, and children. HRSA also supports the training of health professionals, the distribution of providers to areas where they are needed most, and improvements in health care delivery.

To effectively support these primary health care programs and the underserved communities/populations served by these programs, a variety of developmental and operational technical assistance and consultative services is required. For example, there are many health centers, primary care programs, universities, community based programs and AIDS service organizations that have serious problems or potentially serious operational issues; lack compliance with key programmatic and regulatory requirements; are in danger of not surviving as a financially viable primary care provider for the communities in need; and/or require assistance to initiate or sustain corrective action, or assist with the transition of grant support to more capable local providers. It is critical to ensure grantees are in compliance with the Key Health

Center Program requirements, Ryan White HIV/AIDS Program legislation, and other mandated requirements of HRSA funded programs.

B.2 BRIEF DESCRIPTION OF SUPPLIES OR SERVICES

This Indefinite-Delivery-Indefinite-Quantity (IDIQ) contract will provide a contracting mechanism to facilitate the acquisition of various types of technical assistance as described in the statement of work (see Section J - Attachment A) that may be required to support HRSA grantees.

B.3 COMPENSATION

a. Minimum Dollar Guarantee and Maximum Contract Limitation

Services will be acquired on an as-needed basis through the issuance of task orders. A minimum of $2,500 is guaranteed during the life of the contract. The total cost of all task orders awarded during the contract period shall not exceed $35 million dollars each active year of the five contract years, or $175 million dollars for the entire life of the contract. Individual task orders may be awarded on a cost reimbursement, firm-fixed price, a combination of cost reimbursement and firm-fixed price, as well as performance-based type. Task orders will be fully funded at the time of award and may contain option periods.

b. Unloaded Labor Category Ceiling Rates

The pricing table below contains unloaded rates that will apply to individual task orders issued under this contract. These ceiling rates are for the life of the contract and shall not be exceeded for any reason, unless modified by the Contracting Officer. A description of the labor categories under this IDIQ Contract are detailed in Section J, Attachment B.

Maximum Unloaded Hourly Rates by Labor Classification:

Labor

Categories

Base

Period

Option Period One

Option Period Two

Option Period Three

Option Period Four

Project Manager

Project Assistant TA Specialist/Research Analyst

Research Analyst/Advisor TA Specialist Social Science Analyst, Writor/Editor

Writor/Editor

Senior Researcher/Clinician

Nurse, Health Statistician, TA Specialist

Training Specialist

Technical Writer/Editor Clinician Data Administrator/Statistician Dentist Accountant/Financial Analyst

Billing Specialist

Information Management

Data Architect Health Informatics Analyst

Health Communications

Quality Program Specialist

Policy Analyst

Web Designer Travel and Logistics Coordinator

Translator

Executive Coach

Administrative/Governance Expert

Note: hourly rates include __% annual escalation. (will be filled in at award)

B.4 COST REIMBURSABLE TASK ORDER

This IDIQ Contract allows for the issuance of both fixed-price and cost-reimbursement type task orders. If a cost-reimbursement type task order is issued, the following provisions apply:

A. Direct Costs

If a cost-reimbursement type task order is awarded, the contractor shall be reimbursed for all costs described below, incurred directly and specifically in the performance of the contract, 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 the contract. 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 the 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 shall not exceed the daily rate of $750/day, exclusive of travel costs.

Consultant fees or other payments over the daily rate shall receive written approval by the Contracting Officer.

4. Travel and subsistence expenses exclusively in direct performance of the contract.

The contractor shall be reimbursed for transportation costs and travel allowances 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 not 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 (GSA) for Civil Service employees in travel status.

(b) The contractor shall be reimbursed for the cost of travel performed by its personnel in their privately owned automobile at the PREVAILING

GOVERNMENT RATE set by the Federal Travel Regulations, 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.

B. Allowable Costs

Costs shall be determined by the Contracting Officer to be allowable in accordance with

FAR Clause 52.216-7, Allowable Cost and Payment (APR 1998) of the General

Provisions and provisions of this Article. The fixed-fee shall be payable in monthly

Installments or in accordance with the established payment schedule in accordance with

FAR Clause 52.216-8 of the General Provisions upon determination by the Contracting

Officer that the performance was satisfactory.

C. Prior Authorization of Certain Direct Costs

Subcontracts and Purchase Orders:

1. Requirements for purchase orders and subcontracts are governed by FAR Clause

52.244-2, Subcontracts (AUG 1998) of the General Provisions except as may be indicated herein.

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 or rental 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.

D. Indirect Costs

1. The allowable indirect costs under this contract shall be established in accordance with the General Provisions of this contract and FAR 52.216-7, Allowable cost and

Payment (APR 1998).

2. Pending the establishment of the negotiated indirect cost rates the provisional rates below are approved for billing purposes only.

3. The fixed ceiling contract rates should be used for the life of the contract unless the cognizant auditing agency established lower rates then the provisional rates shall apply.

Type Provisional Rate Fixed Ceiling Contract

Rate

Base

Fringe

Overhead G&A

4. If the contractor does not have a current rate agreement, within the first ninety (90) days after the effective date of this contract, the contractor shall initiate a request for indirect cost rate agreement from the following:

Emma Smith

National Institute of Health

6011 Executive Blvd.

Mail Stop 7663, Room 547K Bethesda, MD 20892

Telephone: (301)496-2444

Fax: (301)402-7180

Email: Emma.Smith@nih.gov file://gss-fs2/users_M-O/MForeman/HRSA%20TA%20IDIQ/TA%20SOW%20SOLICITATION/Draft%20TA%20BPHC%20AND%20HAB%20SOLICITATION/Emma.Smith@nih.gov

The request shall 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 ninety (90) days. Failure to initiate an indirect rate agreement shall preclude the contractor from future task order awards.

i. The final indirect cost rates applicable to this contract shall not exceed the ceiling rates listed above; provided, however, that in the event the rates are determined by the cognizant negotiated indirect cost official, on the basis of actual allowable costs to be less than the provisional and ceiling rates agreed to herein, then the lower rates as established by such cognizant official shall apply.

ii. Notwithstanding the foregoing, the Contractor shall comply with the requirements of

FAR 52.232-20 – Limitation of Cost.

E. FIXED FEE/AWARD FEE

The fixed fee and award fee (if applicable to task order type) shall be negotiated per individual task order.

SECTION C - DESCRIPTIONS/SPECIFICATIONS/WORK STATEMENT

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 work detailed in the

Statement of Work (SOW) and Task Orders issued under this IDIQ contract. The SOW is made a part of this document and resultant contract (see Section J – Attachment A).

C.2 INCORPORATION OF CONTRACTOR’S PROPOSAL

It is understood and agreed that the contractor shall, in meeting the requirements of this contract and task orders issued under this contract, shall perform the work in accordance with the contractors proposal for technical assistance originally dated _____ and revised proposal dated

________ (dates shall be completed at contract award), 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 be controlling and shall supersede the provisions of said proposal; therefore, the contractor’s proposal is hereby incorporated into the resultant contract.

SECTION D – PACKAGING AND MARKING

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SECTION E - INSPECTION AND ACCEPTANCE

E.1 INSPECTION AND ACCEPTANCE

The 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 designate a COR to inspect and accept all work and services performed.

E.2 INSPECTION

The following FAR Clause applies to fixed-price type task orders:

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 re-performance, the Government may:

(1) requires 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.

The following FAR Clause applies to cost-reimbursement type task orders:

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 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 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 re-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.

(e) 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 reduce any payable by an amount that is equitable under the circumstances; or

(2) Terminate the contract for default.

RFP 13-250-SOL-00005

SECTION F - DELIVERIES OR PERFORMANCE

F.1 FAR 52.252-1 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This 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. Also, the full text of a clause may be accessed electronically at this address:

http://www.acquisition.gov/far/

52.242-15 Stop-Work Order. (AUG 1989) Alternate I (APR 1984)

F.2 OBSERVANCE OF FEDERAL HOLIDAYS

It is anticipate that 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 unless superseded by the language set forth in individual task orders.

Official Holidays

New Year’s Day January 1 st

Martin Luther King’s Birthday 3 rd

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

For work to be performed at Government site(s):

1. No services or deliveries shall be performed, nor shall HRSA reimburse a contractor for work performed on Saturdays, Sundays, Federal legal holidays, holidays set forth by

Presidential Executive Order and any other Government closures, including closures for inclement weather, unless otherwise provided for in the terms of the contract. The contractor may not bill for hours not worked.

2. When the Government site is closed, there may be a rare emergency situation or a necessity for critical work to continue where the Contracting Officer or the Head of

Contracting Activity may authorize work at the fixed hourly rate set forth in the contract.

F.3 PERIOD OF PERFORMANCE

The period of performance shall be a base period of twelve (12) months with four (4) 12-month option periods. The option periods may be exercised in accordance with Section I, FAR Clause

52.217-9 “Option to Extend the Term of the Contract (MAR 2000)”. The period of performance under this contract shall commence with the effective date of the contract. Note: exact dates will be filled in at contract award.

Base Period: _________, 2014 through _________, 2015

Option Year One: _________, 2015 through _________, 2016

Option Year Two: _________, 2016 through _________, 2017

Option Year Three: _________, 2017 through _________, 2018

Option Year Four: _________, 2018 through _________, 2019

F.4 SCHEDULE OF DELIVERABLES

Each task order shall require a specific list of deliverables and required due dates. Deliverables may be similar to the following. The deliverables identified with an asterisk is required for each task order issued under this contract.

Item Deliverable Due date

1 *Monthly Progress Reports to include summary of work, Task Order period of performance, work performed to date, progress toward meeting the objectives and milestones of each Task Order (to include summaries of deliverables submitted and their dates of delivery; memoranda delivered to the

Task Order Officer; labor hours incurred towards the completion of each task; difficulties encountered during the reporting period and those anticipated for the next reporting period; activities projected for the next reporting period; and a summary of fiscal expenditures to date).

Monthly for the duration of the task order

2 *Electronic Roster of Experts Within 2 weeks of task order award

3 Draft Site Visit Report Final Site Visit Report

As required under task orders

4 Draft Training Manual Final Training Manuals

As required under task orders

5 Draft Research Reports Final Research Reports

As required under task orders

6 Technical Assistance Feedback As required under task orders

7 *Task Order Final Report Within 15 days of task order expiration

Delivery dates shall be based on calendar days. Submission email address or physical address, and submission format will be identified in each task order.

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 DESIGNATION OF THE COR

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

BASE IDIQ CONTRACT COR: TO BE FILLED IN AT AWARD

G.2 COR 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/task order 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/task order, review and approval of product deliverables of the Contractor to the Government under the contract/task orders.

G.3 RESTRICITONS ON THE CORs

Direction given by the COR to the contractor must be within the parameters of the Statement of

Work as stated in the contract/task orders.

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/Task Order, OR

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

4. Changes any of the express terms, conditions, or specifications of the Contract/Task

Order (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/Task Order shall 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

Project Manager TO BE FILLED IN AT AWARD

Contact Information for Key Personnel: (to be filled in at award)

Email Address: _________________________

Phone Number: _________________________

The person(s) identified as the Project Manager 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.

Note: The Key Personnel designated above is responsible for the overall management of the base IDIQ contract. Each task order awarded under this contract may designate key personnel essential to the work being performed under the respective task order.

G.5 STAFFING REQUIREMENTS

In performing duties under this contract and task orders, all personnel shall act in a professional manner. The general responsibilities of all contract/task order 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 and lessons learned sessions.

On a regular basis, shows initiative in problem identification and resolution.

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

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

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

G.6 ELECTRONIC FUNDS TRANSFER

The Contractor shall designate a financial institution for receipt of electronic funds transfer payments to the payment office in Section G.11.5. All data stored in the CCR and ORCA has been transferred to the new Systems for Award Management (SAM) and can be found at www.sam.gov. Contractors are encouraged to periodically review their file for accuracy and are required to re-reregister before their expiration date, which is the same date as their CCR expiration date. SAM will notify users by e-mail that their file is due to expire beginning 60 days prior to expiration, then 30 days and finally 15 days before expiration. Directions on how to navigate SAM can be found on the site’s Home Page by clicking Help in the navigation bar at the top of the page.

G.7 EVALUATION OF CONTRACTOR’S PERFORMANCE

Interim and final evaluation of contractor performance (including options) on this contract shall be conducted in accordance with FAR Subpart 42.15 and HHSAR 342.7001(d) and entered into the Contractors Performance Assessment Reporting System (CPARS) (see Section J, Attachment

C).

http://www.sam.gov/

The Government will conduct an evaluation of contractor’s performance based on the completion of task orders issued under this contract that exceed $150,000. HRSA documents contractor performance using the Contractor Performance Assessment Rating System (CPARS)

(www.cpars.gov). The evaluation shall be conducted for each Task Order, by the Task Order

COR.

G.8 REQUEST FOR TASK ORDER PROPOSAL (RFTOP) PROCEDURES

a. The contractor will be provided with a RFTOP which shall include a statement of work, performance work statement, schedule of deliverables, period of performance, surveillance plan, evaluation criteria, task order type, and additional instructions as needed for each individual task order request. The RFTOP may be issued by electronic means or US email.

b. The contractor shall submit separate technical and cost proposals for each RFTOP issued.

c. All contractors will be given a fair opportunity to be considered for each task order award. The Contracting Officer shall consider such factors as past performance on earlier task orders, quality of deliverables, cost control, price, cost and other relevant factors in the award of a task order to a particular contractor.

d. If a RFTOP includes a requirement for submission of a Government Product

Accessibility Template (GPAT), prior to technical review, each task orders proposal’s

GPAT will be reviewed on a pass/fail* basis to determine if it sufficiently addresses the

Government’s needs as specified in the GPAT (see Section J, Attachment D). If a GPAT is required and a task order proposal does not include a GPAT, or contains a GPAT that is determined to be inadequate, and cannot pass, it will not be submitted for technical review.

*To pass, the contractor must address which 508 standards are applicable in the GPAT that was provided. Addressing if the component is fully, partially, or not compliant in the overall sections, as well as, each provision within a standard. Include any explanations to support why something does not fully comply.

Please Note: A GPAT is not required at the base IDIQ contract level. Each RFTOP will specify if a GPAT is required based on the requirements of the work to be performed. Attachment D is provided for informational purposes only.

e. The Government reserves the right to solicit competitive proposals for individual task orders among contractors that were awarded IDIQ contracts.

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

g. Task orders may be awarded on a unilateral basis by the Contracting Officer. 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.

h. The due date for task order proposals will be stated in each RFTOP and determined on a case by case basis, depending on the complexity of the requirement.

i. 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 must notify the Contracting Officer in writing, via email, of its decision not to submit a proposal for the given RFTOP. Failure to submit a proposal will not preclude a contractor from any future opportunity to compete for a task order. However, if the contractor continually fails to respond to

RFTOPs (with a proposal or written notification to not submit a proposal) , the government may not exercise an option period under this contract.

j. The period of performance of a task order may extend beyond the IDIQ contract expiration date.

G.9 TASK ORDER ISSUANCE

Task Orders may be issued by email or other electronic methods. Each task order awarded under this IDIQ contract will contain the following minimum information:

Date of task order award

Contract number and task order number

Labor rates and hours of the proposed staff

Pricing arrangement (i.e. fixed-price or cost-reimbursement)

Total cost/price of task order

Accounting and appropriation data

Statement of work or performance work statement, schedule of deliverables, surveillance plan, and any special instructions

Period of performance

Key Personnel (if applicable)

Name and contact information of the Task Order COR

G.10 TASK ORDER BILLING/INVOICING INSTRUCTIONS AND PLACE OF

PAYMENT

The contractor shall submit a separate invoice for each task order issued under this contact and adhere to the following:

1. Under issuance of a task order, the contactor shall submit monthly invoices/vouchers in

Microsoft word or PDF format to hrsainvoices@hrsa.gov for each cost reimbursement type task order. For fixed-price type task orders, the contractor shall submit invoices in accordance with the payment schedule established in the task order. Invoices shall be in

Microsoft word or PDF format and sent electronically 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 Task Order COR.

4. The contractor agrees to include the following information on each invoice and shall comply with the billing instructions (see Section J, Attachment E).

• Name and address of the contractor (same as on the contract);

• DUNS number;

• Invoice or voucher number;

• Invoice or voucher date;

• Dollar amount of invoice;

• Contract number; task order number; dates of delivery or service;

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

• Write or stamp “Small Business” on invoice/voucher; and

• Name, phone, email and address of Task Order COR.

NOTE: 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 mailto:hrsainvoices@hrsa.gov

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 Communication Products

Communication clearance for this contract itself does not satisfy the requirement to seek clearance of the individual HRSA communication products. Any HRSA communication products developed under this contract will require an additional separate clearance. The

Contracting Officer or the Contracting Officer Representative (COR) should obtain clearance for the individual communication products from the HRSA Office of Communications. These individual communication products include text and/or graphic publications and products that will posted on the Web, printed, or disseminated through other electronic methods, such as by email; or audiovisual products, including those that will be posted on the Web.

H.2 Printing and Duplicating

HRSA is moving towards a paperless environment, therefore electronic publication and storage is encouraged. HRSA has an overall no-print policy in effect commencing July 2014. No printing will be authorized under this contract unless an exception is granted by the HRSA

Administrator. Should printing be required, the Task Order COR shall contact the Contracting

Officer and complete the required forms for printing and publications.

H.3 Clearance/Production of Information Products/Services

The COR or the Project Officer should consult with the HRSA Office of Communications to determine what communication products or services require clearance.

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

Use of HHS and HRSA logos:

Unless authorized by the Contracting Officer Representative (COR), the Contractor shall not display the HHS or HRSA logo on any publications or audiovisual products.

The COR should consult the HRSA Office of Communications (OC) to determine which individual communication products should display the HHS and/or the HRSA logo and which products require clearance through HRSA/OC.

When the Contractor receives approval from the COR to display the HHS and HRSA logos, the following additional guidelines apply:

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. 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 publication/Web posting. 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.

Only the HHS and HRSA logo can be displayed. Non-federal logos cannot appear on HRSA communication products. Government publications or other Government printed matter may not include the contractor’s logo, for specific guidelines, see http://www.hhs.gov/web/policies/webpolicies/logopolicies/logos_contractors.html

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

H.4 Language Disclaimer

The contractor shall include the following disclaimers:

http://www.hhs.gov/web/policies/webpolicies/logopolicies/logos_contractors.html

Publications that reference non-federal web sites:

This publication lists non-federal resources in order to provide additional information to consumers. The views and content in these resources have not been formally approved by the

U.S. Department of Health and Human Services (HHS) or the Health Resources and Services

Administration (HRSA). Listing these resources is not an endorsement by HHS or HRSA.

Conference Material

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

H.5 Rights in Data

The Contractor will be prohibited from copyrighting, publishing or disseminating information resulting from work performed/developed under this contract/task orders, 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/task orders 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.

H.6 Limited Use of Data

Performance of this contract/task orders 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 authorized 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 contract/task orders. 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.

H.7 Disclosure of Information

Information made available to the Contractor by the Government for the performance or administration of this contract/task orders 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.

H.8 Confidentiality Agreement Requirement

The Contractor shall implement a confidentiality agreement related to all data provided by

Government staff. All contractor staff, subcontractors, and consultants that work with the

Federal Government and are provided information and access to databases shall sign a

Confidentiality Agreement. A copy of the signed agreements for each relevant staff member shall be submitted to the Task Order COR prior to obtaining information or access to databases.

H.9 Organizational Conflict of Interest (OCI)

A. Disclosure Clauses

In accordance with FAR Subpart 9.5, all contractors submitting proposals in response to this solicitation must:

(1) Identify any actual, potential or perceived organization conflicts of interest or, in the absence of such conflicts, represent that no such organizational conflicts of interest exist.

(2) If any perceived organizational conflict is identified, provide an explanation why an actual or potential organizational conflict of interest does not exist.

(3) If any actual or potential organizational conflict exists, include a mitigation plan for addressing the conflict.

B. Disclosure Clauses

(1) The contractor may be disqualified from award if it fails to provide or makes any misrepresentation in connection with required OCI disclosures.

(2) The contractor shall disclose all OCIs that arise after award.

(3) The Government may terminate the contract for convenience if an OCI arises after award.

(4) The contractor is required to flow down to its subcontractor OCI restrictions (if applicable).

(5) Misrepresenting or failing to disclose information related to OCIs may result in termination for default, debarment, prosecution for making of false statement, or other severe consequences.

H.10 Quality Assurance

The contractor shall perform all the requirements identified in this contract/task orders. The contractor shall supervise the reviews in accordance with Government Auditing Standards. The

Task Order COR shall review and approve all work products and deliverables submitted by the contractor in accordance with the terms and conditions identified under the contract/task orders.

HRSA reserves the right to obtain and review working papers from the contractor for the period beginning with the effective date of the contract/task orders through its termination. These reviews shall be conducted at HRSA’s discretion at either the contractor’s site or at the appropriate

HRSA office. When reviewed at the HRSA’s site, the working papers will be sent to the HRSA office for review and evaluation by HRSA staff. After completion of the review, HRSA may hold a conference with the contractor to discuss any issues. HRSA may choose to visit the contractor or subcontractor site during the audit to assess performance of the review. The contractor shall maintain an internal quality control program adequate to ensure that the requirements of the contract/task orders are met.

As with the working paper review, HRSA reserves the right to obtain and review all working papers associated with the contractor’s internal quality control program. These reviews shall be conducted at HRSA’s site, the working papers will be sent to the HRSA office for review and evaluation by HRSA staff. After completion of the review, HRSA may hold a conference with the contractor to discuss any issues. HRSA may choose to visit the contractor and/or the subcontractor’s site during the review to assess performance of the reviews.

H.11 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 a background investigation.

Upon receipt of the Government’s notification of applicable Suitability Background

Investigation required, the Contractor shall complete and submit required forms within 30 days of the notification. Additional submission instructions can be found at the NCI Information

Technology Security Policies, Background Investigation Process: (http://ais.nci.nih.gov/).

The Contractor shall submit a roster, by name, position and responsibility, of all staff working under the contract/task order. The roster shall be submitted to the Task Order COR, with a copy to the HRSA Division of Workforce Management and Contracting Officer, within fourteen (14) days of the effective date of the contract. Any revisions to the roster as a result of staffing changes shall be submitted within fifteen (15) calendar days of the change.

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

Contractors should ensure that the employees whose names they submit have a reasonable chance for approval. While delays in performance caused by successful investigations will be the Government's responsibility, delays associated with rejections will be the Contractor's responsibility. Typically, the Government conducts investigations and checks at no cost to the

Contractor. Multiple investigations for the same position, whether- resulting from rejections or resulting from an employee's move to another position(s) or company, may at the Contracting

Officer's discretion, justify reductions(s) in the contract price of no more than the cost of the extra investigation.

H.12 System for Award Management (SAM)

The Contractor must be registered in the SAM database (www.sam.gov). “Registered in the

SAM database" means that (1) the Contractor has entered all mandatory information, including the DUNS number or the DUNS+4 number into the SAM database; and (2) The Government has validated all mandatory data fields and has marked the record "Active".

By submission of a proposal under this contract, the contractor acknowledges the requirement to be registered in the SAM database prior to award, during performance, and through final payment of any contract, task order, basic agreement, basic ordering agreement, or blanket purchasing agreement resulting from this solicitation. If not registered in the SAM database within the time prescribed by the Contracting Officer, the Contracting Officer will proceed to award to the next otherwise successful registered Offeror.

H.13 Equipment

HRSA does not intend to authorize or provide funds for the purchase, lease, rental, or maintenance of any equipment under this contract or resultant task orders.

http://ais.nci.nih.gov/ http://www.sam.gov/

H.14 Government Furnished Facilities

The majority of the work under task orders shall be performed offsite at the contractor’s facility.

Work may also be performed on site at HRSA grantee locations and in some cases at HRSA office space located at the Parklawn Building in Rockville, MD. Each RFTOP will clearly specify the place of performance.

H.15 Contractor Access to HRSA Technical Assistance Tracking System (TATS)

Contractors will be granted access to the enterprise HRSA TATS System and therefore will need to obtain credentials for those individual using the system. Contractors will need to pass the online HRSA security course, complete forms HHS-745 and OF-306, provide two forms of identification, and provide fingerprints prior to being assigned a HRSA email account which is needed to access TATS. The contract and/or task order COR will provide the required forms, training links, and will assist with the credentialing process after task order award.

H.16 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 unallowable expenses under this contract and task orders.

PART II

SECTION I – CONTRACT CLAUSES

I.1. FEDERAL ACQUISITION REGULATION (FAR) (48 CFR CHAPTER 1)

CLAUSES

A. FAR 52.252-1 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This 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. Also, the full text of a clause may be accessed electronically at

FAR Clause No. Title and Date

52.202-1 Definitions (NOV 2013)

52.203-3 Gratuities (APR 1984)

52.203-5 Covenant Against…