Attachment_J_Task_Order_sample_1.doc

task order sample 1.doc

Section B – Products or Services and Prices/Costs

B.1. CONSIDERATION AND PAYMENT

The Contractor shall provide the services described in Section C, Description/ Specifications/Work Statement. Except as otherwise specified in the contract, the Contractor shall furnish the necessary personnel, materials, services, facilities, and otherwise do all things necessary for or incident to the performance of the work set forth herein.

In consideration of satisfactory performance of the work described in the Statement of Work, the Contractor shall be compensated for the number of hours actually incurred at the fixed loaded hourly rates set forth below. Other direct costs, if applicable, shall be paid at actual cost. The Government shall not be obligated to pay any amount in excess of the ceiling price, nor is the Contractor obligated to continue performance if to do so would exceed the ceiling price.

B.2. CONTRACT PRICING

This is a severable time and materials completion contract. SEQ CHAPTER \h \r 1In consideration for the successful performance of this work, the Contractor shall be compensated in accordance with the fixed loaded hourly rates shown below for actual hours incurred. The fully loaded rates shall be all inclusive of the direct labor rate, fringe benefits, applicable indirect cost rates, and any profit (if applicable) for each labor category.

The estimated hours and total estimated cost per category are for budgeting purposes only. The number of hours actually used for each category may exceed or be less than the estimate by category, as long as the total ceiling price is not exceeded. The Contractor will not be reimbursed for any work performed in excess of the ceiling.

Other labor categories from the base agreement shall be allowed as needed for the life of this contract.

B.3. CEILING PRICE

The ceiling price for this contract is $_Day to day + Emergent Estimate. The Government shall not be obligated to pay any amount in excess of this ceiling price nor is the Contractor obligated to continue performance if to do so would exceed this ceiling price.

B.4. NUMBER OF HOURS INCURRED

Contractor shall include a time sheet with each invoice showing the number of hours worked. This time sheet shall show the number of hours worked per person and by labor category during the time period invoiced. The Contracting Officers Representative (COR) shall provide a time tracking method to document each labor categories work time.

Section C – Description/Specifications/Statement of Work

C.1. tITLE

Day to Day Activities C.2. Background

INSERT BACKGROUND OF YOUR OFFICE, PROJECT AND ETC.

C.3. PERFORMANCE Objective Provide a description/summary of the scope of the work to be performed.

C.3.1. Performance objective 1: Day-to-Day Video Production Operations and Day-to-Day Audio/Visual support Contractor shall perform the following responsibilities at the HHS Humphrey building or local sites in the Washington, DC, metropolitan area as directed within project timelines and scope. Some tasks may require travel outside the Washington, DC area. Day to day functions, roles and responsibilities encompass all aspects of video production, post-production and delivery, as well as all aspects of AV services. Day to day positions are to be assigned first before any surge contractors are hired for work in any of these areas:

· Schedule, coordinate, produce, record, edit, create, transcode, deliver professional videos with synchronized audio tracks to include narration, music, sound effects, and other effects as directed.

· Schedule, coordinate, produce, record, transmit via fiber optic, satellite, internet, or other means professional live or recorded video products with synchronized audio. Vendor shall use government-supplied resources, as available, or vendor-supplied resources, when necessary, to perform tasks.

· Work with the COR or acting COR, Operating Divisions and Staff Divisions, or other federal agencies to schedule, coordinate, produce, record, edit, create, transcode, deliver professional videos with synchronized audio tracks to include narration, music, sound effects, and other effects as directed.

· At times assist and teach clients use of equipment as directed. Not every task will require supervision or direct monitoring. Client users of equipment, such as wireless microphones, PPT remotes, VTC interfaces etc. must be taught how to operate equipment for unmonitored operation.

C.3.2. Performance objective 2: Day-to-Day Video Systems and Audio/Visual Maintenance and Upgrades The contractor shall support Audio/Visual needs at the HHS Humphrey building or local sites in the Washington, DC, area as directed within project timelines and scope day to day functions, roles and responsibilities encompass all aspects of video production, post-production and delivery, as well as all aspects of AV services. See Attachment D for historical information on maintenance and upgrades at the HHS facility. Day to day positions are to be assigned first before any surge contractors are hired for work in any of these areas:

· Set up, test and make ready AV equipment as needed.

· Test and maintain equipment for optimal readiness.

· Perform maintenance and service on all equipment used for video production and post-production; A/V services to maintain a 95% uptime availability for all systems.

· Work with technical team to trouble-shoot and solve any technical problems.

· Lead and assist in installation of equipment and cabling as needed.

· Research & recommend purchases of equipment, supplies, services and software for enhanced productivity.

· Build, install, migrate, modify and administer equipment, supplies, services and software for video production and post-production and A/V services as directed.

The Contractor shall provide the required technical expertise and performance to develop, integrate and perform routine system administration functions on AV equipment and ancillary devices.

The Contractor shall provide the tools, system documentation and training to allow HHS to create future enhancements to manage and maintain equipment and systems. HHS currently has an up-to-date set of cabling and technical drawings; the Contractor shall maintain and update drawings and wire tables every six months for the term of the contract. The contractor is allowed to supply a CAD specialist and use the government-supplied VidCAD software and computer, or the contractor is allowed to supply a CAD specialist or company to maintain and create updates to the master set of CAD drawings. Files generated by the contractor must be compatible with the government’s version of VidCAD and the files provided by the contractor shall be in .dwg format, or other as directed by the task order. Drawings and associated elements of the drawings, such as pi-cons and equipment icons, shall become the property of the government upon approval of revisions by the COR, or representative. The HHS schematic CAD drawings must maintain the layers of information for optimal flexibility. Updates to the CAD drawings must also include changes to the wire list that accompanies the drawings.

The Contractor shall also be tasked with maintenance and upkeep tasks to help solve technically-related issues and make changes in any of the core systems that are part of the government’s TV and AV environment, under the guidance of the Federal Studio Manager and/or COR. Support may be completed remotely or onsite as determined by need. Examples of support tasks include:

· Answering development and implementation questions.

· Testing, maintaining and repairing equipment weekly and before use to assure maximum uptime of systems for all services.

· Providing assistance to the other technical team members and to the government technical lead with troubleshooting and debugging configuration and equipment issues.

· Providing maintenance, manufacturer updates and bug-fixing of government systems and custom components associated with the government’s production, post-production and AV services environment (see Attachment D for list of major components) targeting applications and custom components outside the scope of the standard product or procedures.

· Providing guidance and apply best configuration and known best practices within the government’s production, post-production and AV services environment and custom components.

· Reporting, prioritizing and tracking application component issues to ensure mission-critical production issues are addressed appropriately. Log all issues in the government-provided SharePoint tracking database.

· Remotely connecting to the HHS production system environments via VPN or equivalent secure access to review issues. VPN access will be granted to contractor personnel on an as-needed basis determined by the government COR.

· Provide upgrade/migration advice during the planning for equipment and software upgrades to ensure application components and equipment align with the standard product upgrades and those of other tools within the environment. This may result in additional services being recommended by the government to assist in any major upgrade task.

· Upgrade/migration support, to include installing and cabling equipment upgrades and updating and maintaining system CAD drawings and ancillary documents per government schedule.

· Conduct and maintain equipment and systems inventories in accordance with established practices.

As part of baseline services, the contractor shall provide support and proactive/reactive maintenance for the entire video production, post-production and AV environment, including ancillary systems and components. The Contractor shall support the full HHS operations and management suite. Contractor may be asked to support other emerging technologies as identified by HHS. The Contractor shall have defined and documented methodologies for handling video production and post-production and AV services processes and strategies in a fast-paced work environment. Additionally, the contractor shall provide support for the cloud and open-source computing as needed.

All systems and services provided must be Rehabilitation Act, Section 508 compliant (see 29 U.S.C. 794d).

The Contractor shall work alongside HHS staff, other federal staff and other contractors who support, maintain, enhance, repair or replace complex broadcast systems and processes. The Contractor shall assist and guide HHS and federal staff through the process of supporting, maintaining, enhancing, repairing or replacing and provide insights and suggestions that would speed any implementation. If tasks require additional personnel to complete, other day to day contractors shall be used before hiring of additional contractors. Each task will be scoped to address the specific HHS Division or federal agency video production or AV service maintenance requirement.

The Contractor shall provide HHS with guidance and experience-based best practices to help define the right fit for the applications and equipment within the HHS video production, post-production and AV services architecture. The service would result in providing HHS with the information to develop high-level project goals, determine, plan and/or avoid possible risks, and map these findings into a cohesive approach in their effort to integrate and deploy the application or equipment into the known architectural environment.

The Contractor shall work alongside HHS staff, other federal staff and other contractors who seek to support, maintain, enhance, repair or replace complex systems and processes. The Contractor shall provide assistance with guiding HHS and federal staff through the support, maintenance, enhancement, repair or replacement process and provide insights that would speed any implementation. Each task is scoped to fit the needs of the HHS Division’s, or federal agency’s video production or AV service maintenance need.

Additionally, the contractor shall:

· Provide consultation, solutions, and advice for new processes/changes to the current video production, post-production and AV systems.

· Implement a quality control validation process and documentation to ensure that video production, post-production and AV systems function as requested, and compliant with guidance for HHS, such as Section 508, IT security guidance and usability.

· Provide extended and surge video production and AV systems support for emergencies such as hurricanes, earthquakes, and other types of emergencies.

The Contractor shall fully support all aspects of operating and maintaining equipment, including recommending better ways to use the equipment. This assistance does not always need to be on-site, but should be determined by HHS, or other federal agency as the best method appropriate at the time.

The Contractor shall use the tasking organization’s tools and comply with the organization’s existing business processes, and documentation requirements. See Attachment D.

As part of the baseline services, the contractor shall review, respond to and document all incoming customer feedback. Contractor is responsible for all discovery and research related to the reported issues or problems and for identifying, testing, and validating the solution the addresses the issues or problems. Issues or problems will be resolved within the same business day unless reported to and agreed upon with the tasking organization. Issues and problems can relate to technical, creative or customer service, or other aspects of service.

Contractor shall support technologies used by the tasking organization for video production, post-production and AV services and support, including, but not limited to, broadcast and web delivery.

C.3.3 Performance objective 3: Media IT Support for Video and A/V Operations

Contractor shall provide the needed technical expertise and operational support to implement, maintain, and support all IT infrastructure for the HHS Video production, post-production AV Services, and business operations. Support and maintenance include, but are not limited to, switches, servers, applications, routers (IT and video), web site, cloud services, SQL; SharePoint databases and sites, AVID ISIS and associated servers and systems (currently ISIS 5500); encoding and live streaming servers and system servers. It is expected that this position will require a day-to-day person who will also assist with video productions and AV services when the schedule and time permits.

On a day to day basis, the contractor shall also support database-driven web applications, data sets, as well as the design and support new databases, data sets, and tools. The Contractor shall, as outlined in the BPA, create, support, and integrate Linux, Oracle, SQL and other databases capable of collecting, housing, manipulating and dynamically delivering multiple sets of content and data, and shall provide (when necessary) web interfaces. These daily tasks include, but are not limited to:

Database Administration

· Web site design to include, but not limited to XML, HTML5, ,

· Media Asset Management design and implementation,

· Data migrations,

· MS Exchange or similar email system,

· Non-linear edit system configuration with shared storage,

· Server configuration—media and other servers,

· Site administration Windows Active Directory

· Domain controllers,

· Network shares and servers,

· Public downloads,

· Reporting,

· SharePoint database design and implementation,

· Other related functions

Contractor will be responsible for performing system administration functions in accordance with federal / departmental security standards, and in developing and applying analytic methodologies and safeguards and security principles. The contractor System Administrator has technical responsibility for support projects identified through task orders. Additionally, the System Administrator works to help plan strategic and technical project requirements at the government’s direction. Provide full-range of system installation, server environment configuration, and maintenance support. Tasks include:

System Administration

· Generate formal system and network documentation.

· Conduct system administration tasks to maintain optimal security and operational efficiency.

· Configure hardware systems.

· Configure network operating system software.

· Install and configure unbundled and third-party software.

· Track action items and resolutions in government SharePoint system.

· Attend customer status reviews.

· Build, deploy, patch and secure server images.

· Analyze and monitor server logs.

· Manage tasking organization’s video and operational networks.

· Manage and maintain VM ware servers and services based in the Cloud.

Additionally, the contractor shall develop a requirements analysis and system specifications, analyze the latest technology, recommend changes to existing systems, including hardware and software, and/or recommend potential new systems, and develop a plan, utilizing government furnished/purchased equipment, for a phased upgrade implementation; and provide the tools and training to allow HHS to create, manage and maintain the systems. These tasks shall be ongoing and part of the day to day work of the IT specialist.

Contractor shall support and maintain technologies used by the tasking organization for development and distribution of video productions, AV services and subsequent applications.

As part of the daily operations, the contractor shall provide the needed technical expertise and performance to establish, integrate and administer a SQL database capable of collecting, housing, manipulating and/or dynamically delivering multiple sets of content and data, whether said data is entered manually, or obtained through interface with other databases.

Contractor shall analyze the latest technology, recommend changes to existing systems, including hardware and software, and/or recommend potential new systems, and develop a plan, utilizing government furnished/purchased equipment, for a phased upgrade implementation.

C.3.4 Performance objective 4: Production and Post-Production Support for Video and A/V Products This Objective is to support “surge” or “ramp-up” capacity when day-to-day contractors are busy with other tasks, or cannot fully support a larger task. Contractor will record, ingest, edit, enhance, transcode, poste, deliver, archive, and create DVD discs. Tasks will vary in complexity and style depending on the needs of the client. The tasking organization shall supply a fully-functional non-linear editing environment using both shared and isolated storage options (HHS currently deploys the Avid Media Composer, Avid Interplay, Avid ISIS 5500, and other components). The contractor shall maintain the media storage space—online, nearline and archive—in accordance with developed client organization policy. Delivery methods for review and public viewing will vary, but the most widely used platforms are: YouTube, Dropbox, DVD, satellite and fiber transmission, and FTP. These tasks shall be typically performed by day-to-day personnel, and, when required, by surge or ramp-up support.

· Use the latest technologies and techniques to create, produce, edit, and deliver dynamic, original and cutting-edge professional short- and long-form videos for public and internal viewing.

· Catalog, transcode, deliver, and archive video clips using established tasking organization protocols and automated tools.

· Maintain non-linear edit storage system (e.g., Avid ISIS) and advise when system reaches 75% capacity.

· Consult and collaborate with producers, clients and others to create final video products. Design and develop proposed solutions to production problems and client requirements. Advise technical and creative personnel on the conceptualization, feasibility, development, and implementation of video products. Conceptualize, develop and create motion graphics as part of the video post-production process and complete all necessary post-production

· Support technical staff in trouble-shooting problems with editor and associated software and hardware used for creating and delivering video products.

· Leverage current and future technologies to archive and retrieve video projects for future use.

· Perform tasks utilizing the fundamentals and advanced techniques of video post-production and delivery.

· Support upgrades in systems software and hardware, including, but not limited to, trouble-shooting, workflow design and implementation, and installation.

C.3.5 Performance objective 5: Additional Task Orders and Support Service

This Objective is to support “surge” or “ramp-up” capacity when day-to-day contractors are busy with other tasks, or cannot fully support a larger task. Contractor will record, ingest, edit, enhance, transcode, poste, deliver, archive, and create DVD discs. Tasks will vary in complexity and style depending on the needs of the client. The tasking organization shall supply a fully-functional non-linear editing environment using both shared and isolated storage options (HHS currently deploys the Avid Media Composer, Avid Interplay, Avid ISIS 5500, and other components). The contractor shall maintain the media storage space—online, nearline and archive—in accordance with developed client organization policy. Delivery methods for review and public viewing will vary, but the most widely used platforms are: YouTube, Dropbox, DVD, satellite and fiber transmission, and FTP. These tasks shall be typically performed by day-to-day personnel, and, when required, by surge or ramp-up support.

· Use the latest technologies and techniques to create, produce, edit, and deliver dynamic, original and cutting-edge professional short- and long-form videos for public and internal viewing.

· Catalog, transcode, deliver, and archive video clips using established tasking organization protocols and automated tools.

· Maintain non-linear edit storage system (e.g., Avid ISIS) and advise when system reaches 75% capacity.

· Consult and collaborate with producers, clients and others to create final video products. Design and develop proposed solutions to production problems and client requirements. Advise technical and creative personnel on the conceptualization, feasibility, development, and implementation of video products. Conceptualize, develop and create motion graphics as part of the video post-production process and complete all necessary post-production

· Support technical staff in trouble-shooting problems with editor and associated software and hardware used for creating and delivering video products.

· Leverage current and future technologies to archive and retrieve video projects for future use.

· Perform tasks utilizing the fundamentals and advanced techniques of video post-production and delivery.

· Support upgrades in systems software and hardware, including, but not limited to, trouble-shooting, workflow design and implementation, and installation.

Production, Operations and Maintenance

The Contractor shall provide continuous production, operations and maintenance support for the duration of the contract. Production, operations and maintenance support will be expected to cover the hours of 8a.m. – 6 p.m. Monday through Friday. While 24/7 support is not expected on a regular basis, during times of public health emergencies or other critical situations, the Contractor may be called upon to perform essential tasks and functions outside of these regular business hours. The Contractor shall provide temporary additional support as that Op/Staff Div’s workload increases and decreases due to unforeseen requirements. Day-to-day contract staff shall work on site at HHS to the extent that space is available. It is expected that all key personnel and most of the Contractor staff will work on site because of the dynamic nature of the work to be performed.

Personnel The Contractor shall assign an on-site Project Manager and/or Production Coordinator and the necessary supporting personnel who have the expertise to successfully complete the tasks described in this document.

Due to the fluctuating nature of the workload, the Contractor shall have available enough backup support staff to provide up to 3 trained Avid non-linear editors (people, not machines), up to 3 trained and experienced studio camera operators, 3 AV Production Specialists, Video Engineer, Audio Engineer, Media IT Specialist, Director/Technical Director available for short-term assignment, ranging from one day to one month, to help support the workload when required.

The Contractor will outline categories of labor and will enumerate the skill sets, levels of competency, and anticipated range of tasks requisite with each category of labor.

The Contractor shall demonstrate the ability to hire staff sufficient to perform the quantity and complexity of tasks required in both a timely manner and one that meets professional standards. The Contractor shall demonstrate a hiring practice capable of replacing staff who leave with equally proficient staff within two weeks of the vacancy occurring.

Contractor shall be proficient in the use of current HHS video production, post-production and AV services tools or any other video production equipment, software, and services that may be selected by HHS to replace these during the life of the contract. Contractor staff shall be knowledgeable about HHS and federal guidance, standards, and policies related to Websites, including OMB guidance.

HHS shall provide, at its discretion and at its cost, training in new or existing applications (ex., ScheduAll, Sharepoint). Should some trained staff leave the contract and replacements be required, HHS may require the replacement staff to be trained at Contractor expense.

Performance Standards and Measures Table

Performance standards and measures from BPA are incorporated by reference.

Section D – Packaging and Marking (Reserved) Section E – Inspection and Acceptance

E.1. INSPECTION AND ACCEPTANCE

All work under this contract is subject to inspection and final acceptance by the Contracting Officer or the duly authorized representative of the government.

The Government’s Contracting Officer’s Technical Representative (COR) is a duly authorized representative of the government and is responsible for inspection and acceptance of all items to be delivered under this contract.

E.2. ACCEPTANCE CRITERIA

Unless otherwise specified by the COR, the general quality measures, as set forth below, will be applied to each work product received from the Contractor under this task order.

a. Quality: Work products shall be accurate and a system of quality control established that results in finished products that need little revision

b. Design/Visual Value: Work products shall be accepted that meet standards and add to the value of the message through visual representation

c. Consistency to Requirements: All work products must satisfy the requirements of this statement of work.

d. Timeliness: Work products shall be performed on a schedule commensurate with complexity and established need

e. Technical Acumen: techniques are used that produce good products; ways to improve are consistently sought through new methods of work and emerging technologies.

E.3. Approvals by the COR The COR’s approval or revision to the services delivered shall be within the general scope of work stated in this contract.

E.4. FAR 52.252-2 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.arnet.gov/far/

Section F – Deliveries or Performance

F.1. REPORTING REQUIREMENTS/DELIVERABLES

The contractor shall submit deliverables to the COR identified in Section G.1. These deliverables shall be clear, concise, and complete, and shall conform with the standards that are identified below. Certain types of deliverables shall be submitted in draft form initially, allowing the COR to review and provide additional information and/or clarification comments for possible inclusion in the final document.

All relevant deliverable materials shall be submitted electronically to the COR using the Microsoft Office tool suite. Deliverables shall be submitted both in hard copy and electronically to the COR. Below is a listing of the deliverables and their intended due dates.

F.2. DELIVERABLES SCHEDULE –

F.3. PLACE OF PERFORMANCE

The work shall be performed at the following Government facilities:

US Department of Health and Human Services

Hubert H. Humphrey Building OS/ASPA/Broadcast Communcations Division

200 Independence Avenue, SW;

Washington, DC 20201

F.4. PERIOD OF PERFORMANCE

The period of performance is a base period of 12 months, unless the period is extended by modification.

F.5. OBSERVANCE OF FEDERAL HOLIDAYS

No services or deliveries shall be performed on Saturdays, Sundays or Federal legal holidays. Deliverables due on a Saturday, Sunday, or Federal holiday shall be due on the following business day.

F.6. FAR 52.252-2 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.arnet.gov/far/

Section G – Contract Administration Data

G.1. Authorities of Government Personnel Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, the administration of the contract will require coordination between the Government and the Contractor. The following individuals will be the Government’s points of contact during performance of the contract.

1. Contracting Officer

All contract administration shall be done by:

Contracting Officer

Program Support Center, Division of Acquisition Management

5600 Fishers Lane

Parklawn Building Rockville, MD 20857.

Phone: PSC to Insert

Fax: (301)443-8488

Email: PSC to Insert Note: The PSC Contracting Officer is the only individual authorized to modify this requirement.

2. Contracting Officer's Representative (COR) Insert Name of COR

Title Division and Address Phone:

Email:

3. Technical Monitoring Performance of work under this contract must be subject to the technical direction of the Contracting Officers’ Representative identified above, or a representative designated in writing. The term “Technical Direction” includes, without limitation, direction to the contractor that directs or redirects the labor effort, shifts the work between work areas or locations, fills in details and otherwise serves to ensure that tasks outlined in the work statement are accomplished satisfactorily.

Technical direction must be within the scope of the specification(s)/work statement. The Contracting Officers’ Representative does not have authority to issue technical direction that:

· Constitutes a change of assignment or additional work outside the specification(s)/statement of work;

· Constitutes a change as defined in the clause entitled “Changes”;

· In any manner causes an increase or decrease in the contract price, or the time required for contract performance;

· Changes any of the terms, conditions, or specification(s)/work statement of the contract;

· Interferes with the contractor's right to perform under the terms and conditions of the contract; or

· Directs, supervises or otherwise controls the actions of the contractor's employees.

Technical direction may be oral or in writing. The Contracting Officers’ Representative shall confirm oral direction in writing within five work days, with a copy to the Contracting Officer. The contractor shall proceed promptly with performance resulting from the technical direction issued by the Contracting Officers’ Representative. If, in the opinion of the contractor, any direction of the Contracting Officers’ Representative, or his/her designee, falls within the limitations above, the contractor shall immediately notify the Contracting Officer no later than the beginning of the next Government work day. Failure of the contractor and the Contracting Officer to agree that technical direction is within the scope of the contract shall be subject to the terms of the clause entitled “Disputes.”

G.2. INVOICE SUBMISSION

The Contractor shall submit invoices once per month. A complete invoice with all required back-up documentation shall be sent electronically, via email, to:

1. Contract Specialist via DAM mailbox: pscsas.invoices@psc.hhs.gov.*

2. Contracting Officer's Representative (COR):

3. Financial Management Service (FMS): psc_invoices@psc.hhs.gov.*

* No other non-invoice related documents (i.e. deliverables, reports, balance statements) shall be sent to the DAM and FMS mailboxes. Invoices Only.

IDIQ#: HHSP2332015xxxxxx Task Order Number: INSERT BY PSC The subject line of your email invoice submission shall contain the contract number, contract line item number, the order number, if applicable, and the number of invoices. The Contractor shall send one email per contract per month. The email may have multiple invoices for the contract. Invoices must be in the following formats: PDF, TIFF, or Word. No Excel formats will be accepted. The electronic file cannot contain multiple invoices; example, 10 invoices requires 10 separate files (PDF or TIFF or Word).

Invoices shall be submitted in accordance with the contract terms, i.e. payment schedule, progress payments, partial payments, deliverables, etc.

All calls concerning contract payment shall be directed to the COR.

In accordance with FAR 52.212-4, Contract Terms and Conditions—Commercial Items, a proper invoice must include the following items:

FAR 52.212-4(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, contract line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—Central Contractor Registration, or 52.232-34, Payment by Electronic Funds Transfer—Other Than Central Contractor Registration), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR Part 1315.

Additionally, the FMS requires the contractor to include its Dunn and Bradstreet Number (DUNS) on each invoice.

In accordance with OMB Memorandum, M-11-32, Agencies shall make payments to small businesses as soon as practicable, with the goal of making payments within 15 days of receipt of a proper invoice. If a small business contractor is not paid within this (15 day) accelerated period, the contractor will not be given a late-payment interest penalty. Interest penalties, as prescribed by the Prompt Payment Act, remain unchanged by means of this memorandum. All small businesses shall label all invoices as “Small Business.”

In accordance with the requirements of the Debt Collection Improvement Act of 1996, all payments under this order will be made by electronic funds transfer (EFT). The Contractor shall provide financial institution information to the Finance Office designated above in accordance with FAR 52.232-33 Payment by Electronic Funds Transfer – Central Contractor Registration.

G.3. KEY PERSONNEL (HHSAR 352.242-70, January 2006) The key personnel specified in this contract are considered to be essential to work performance. At least 30 days prior to diverting any of the specified individuals to other programs or contracts (or as soon as possible, if an individual must be replaced, for example, as a result of leaving the employ of the Contractor), the Contractor shall notify the Contracting Officer and shall submit comprehensive justification for the diversion or replacement request (including proposed substitutions for key personnel) to permit evaluation by the Government of the impact on performance under this contract. The Contractor shall not divert or otherwise replace any key personnel without the written consent of the Contracting Officer. The Government may modify the contract to add or delete key personnel at the request of the Contractor or Government.

The following labor categories are to be considered key personnel:

G.4. Government Furnished Property/Equipment Existing Government resources as required, including access to the main production environments, the development and test environments for the duration of the SOW period. The Government shall also provide the necessary onsite workspace (to the extent that space is available), furnishings, telephone service and computer resources required to complete this SOW. Contractor Staff who works late shifts or weekends may work from a remote location with prior WCD approval. Contract staff shall conduct week day work on site at HHS to the extent that space is available.

G.5. Products Purchased All tools, software, and other products purchased under the task order are owned in their entirety by the government. The offeror must provide the government with any related materials such as user manuals and use cases obtained by the provider at the request of the government.

G.6. Data to Be Delivered Any working papers, interim reports, data given by the government or first produced by the Contractor under the contract or collected or otherwise obtained by the Contractor under the contract, or results obtained or developed by the Contractor (subcontractor or consultants) pursuant to the fulfillment of this contract are to be delivered, documented, and formatted as directed by the COR.

In addition, information and data, which are held by the Contractor related to the operation of their business and/or institution and which are obtained without the use of federal funds, shall be considered “PROPRIETARY DATA” and are not “subject data” to be delivered under this contract.

Section H – Special Contract Requirements

H.1. CONTRACTOR PERFORMANCE EVALUATION REPORT

During the life of this contract, Contractor performance will be evaluated on an interim and final basis pursuant to FAR Subpart 42.15. This evaluation shall become a part of the contract file and shall be used as past performance information in evaluating the Contractor’s, and any significant subcontractors’ or affiliates, past performance on future contracts. Contractor Performance Assessment Report System (CPARS) is an on-line reporting system http://www.cpars.csd.disa.mil/cparsmain.htm. The Contractor Performance Report is completed by the Project Officer electronically and sent to the Contractor for review and approval at the end of each performance period as an interim report and at the end of the contract performance as a final report. After review by the Contracting Officer, the report becomes a permanent record of the Contractor’s past performance.

Section I – Contract Clauses

I.1. SALARY RATE LIMITATION (HHSAR 352.231-70, MARCH 2012)

HHSAR 352.231-70 states the following:

As prescribed in 331.101-70, the Contracting Officer shall insert the following clause in extramural solicitations and contracts:

(a) Pursuant to the current and applicable prior HHS appropriations acts, the Contractor shall not use contract funds to pay the direct salary of an individual at a rate in excess of the Federal Executive Schedule Level II in effect on the date an expense is incurred.

(b) For purposes of the salary rate limitation, the terms "direct salary," "salary", and "institutional base salary", have the same meaning and are collectively referred to as "direct salary", in this clause. An individual's direct salary is the annual compensation that the Contractor pays for an individual's direct effort (costs) under the contract. Direct salary excludes any income that an individual may be permitted to earn outside of duties to the Contractor. Direct salary also excludes fringe benefits, overhead, and general and administrative expenses (also referred to as indirect costs or facilities and administrative [F&A] costs).

Note: The salary rate limitation does not restrict the salary that an organization may pay an individual working under an HHS contract or order; it merely limits the portion of that salary that may be paid with Federal funds.

(c) The salary rate limitation also applies to individuals under subcontracts. If this is a multiple-year contract or order, it may be subject to unilateral modification by the Contracting Officer to ensure that an individual is not paid at a rate that exceeds the salary rate limitation provision established in the HHS appropriations act in effect when the expense is incurred regardless of the rate initially used to establish contract or order funding.

(d) See the salaries and wages pay tables on the U.S. Office of Personnel Management Web site for Federal Executive Schedule salary levels that apply to the current and prior periods.

(End of clause)