16-236-SOL-0002_RFP.pdf

16-236-SOL-00002

SOLICITATION, OFFER AND AWARD

4. TYPE OF SOLICITATION2. CONTRACT NUMBER 3. SOLICITATION NUMBER

7. ISSUED BY CODE 8. ADDRESS OFFER TO (If other than Item 7)

ORDER UNDER DPAS (15 CFR 700)

6. REQUISITION/PURCHASE NUMBER

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

NEGOTIATED (RFP)

SEALED BID (IFB)

5. DATE ISSUED

1. THIS CONTRACT IS A RATED RATING PAGE OF PAGES

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C. E-MAIL ADDRESS

EXT.NUMBERAREA CODE

B. TELEPHONE (NO COLLECT CALLS)A. NAME

10. FOR

INFORMATION

CALL:

CAUTION: LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

(Date)(Hour) local timeuntildepository located in copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the

SOLICITATION

9. Sealed offers in original and

PART IV - REPRESENTATIONS AND INSTRUCTIONS

OTHER STATEMENTS OF OFFERORS

EVALUATION FACTORS FOR AWARD

INSTRS., CONDS., AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND

LIST OF ATTACHMENTS

CONTRACT CLAUSES

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

I

J

K

L

M SPECIAL CONTRACT REQUIREMENTS

CONTRACT ADMINISTRATION DATA

DELIVERIES OR PERFORMANCE

INSPECTION AND ACCEPTANCE

PACKAGING AND MARKING

DESCRIPTION/SPECS./WORK STATEMENT

SUPPLIES OR SERVICES AND PRICES/COSTS

SOLICITATION/CONTRACT FORM

PART II - CONTRACT CLAUSESPART I - THE SCHEDULE

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SEC. DESCRIPTION PAGE(S) (X) DESCRIPTION SEC. (X)

11. TABLE OF CONTENTS

18. OFFER DATE17. SIGNATURE

SUCH ADDRESS IN SCHEDULE.

IS DIFFERENT FROM ABOVE - ENTER

15C. CHECK IF REMITTANCE ADDRESS

EXT.NUMBERAREA CODE

15B. TELEPHONE NUMBER

(Type or print)AND

ADDRESS

OF

OFFEROR

CODE FACILITY

16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER15A. NAME

DATEAMENDMENT NO.DATEAMENDMENT NO.

and related documents numbered and dated):

amendments to the SOLICITATION for offerors

(The offeror acknowledges receipt of

14. ACKNOWLEDGEMENT OF AMENDMENTS

CALENDAR DAYS (%)30 CALENDAR DAYS (%)20 CALENDAR DAYS (%)10 CALENDAR DAYS (%)

(See Section I, Clause No. 52.232.8)

13. DISCOUNT FOR PROMPT PAYMENT

designated point(s), within the time specified in the schedule.

by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the

12. In compliance with the above, the undersigned agrees, if this offer is accepted within ______________ calendar days (60 calendar days unless a different period is inserted

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

OFFER (Must be fully completed by offeror)

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

28. AWARD DATE

(Signature of Contracting Officer)

27. UNITED STATES OF AMERICA

25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print)

CODE 24. ADMINISTERED BY (If other than Item 7)

ITEM

(4 copies unless otherwise specified)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

41 U.S.C. 253 (c) ( 10 U.S.C. 2304 (c) (

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

21. ACCOUNTING AND APPROPRIATION20. AMOUNT19. ACCEPTED AS TO ITEMS NUMBERED

AWARD (To be completed by government)

CODE

10/13/2015 X

Indian Health Service

SEE BLOCK #7 1200 ET 11/13/2015

MICHAEL FISCHER 301

michael.fischer@ihs.gov

443-6749

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PAGE(S)

STEPHEN J. YUTER

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97)

Prescribed by GSA - FAR (48 CFR) 53.214(c)

1-2 3-6

7-10 13-16 17-27 28-49

50-60

62-76

77-86

86-

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 93

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

16-236-SOL-00002

(A) (B) (C) (D) (E) (F)

RPMS Quality Assurance and Customer Support

Services

FOB: Destination

1 Base Period: RPMS Quality Assurance and

Application User Support Services

1001 Option Period One: RPMS Quality Assurance and

Application User Support Services

2001 Option Period Two: RPMS Quality Assurance and

Application User Support Services

3001 Option Period Three: RPMS Quality Assurance and

Application User Support Services

4001 Option Period Four: RPMS Quality Assurance and

Application User Support Services

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

NSN 7540-01-152-8067

RPMS Quality Assurance and Customer Support Services Solicitation Number: 16-236-SOL-0002

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

ORGANIZATION OF CONTRACT DOCUMENTS

The purpose of this contract is to obtain services to provide development, maintenance and support for clinical, administrative, clinical, and infrastructure applications used to care for patients through the use of the IHS Resource and Patient Management System

(RPMS).

B.1. MINIMUM AND MAXIMUM CONTRACT AMOUNTS

The guaranteed minimum amount for this contract is $1,000.00 for each year of contract performance. This minimum shall be met through the issuance of one or more task orders. The maximum contract amount, including the base year and all option years exercised under the contract, shall not exceed $80,000,000.00.

B.2. TYPE OF TASK ORDER

This is an IDIQ contract with provisions for the issuance of Time-and-Material/Labor

Hour task orders.

B.3. CONSIDERATION AND PAYMENT

The term-type level of effort services required under this contract are on a continuing or recurring basis therefore it’s completely descriptive of “severable services.”

The Contractor shall provide the necessary personnel, equipment, supplies and support services to perform as described in Section C of this document. In consideration for successful performance of these services, the Contractor shall be reimbursed on a

Time-and-Material/Labor Hour basis in accordance with the Schedule shown below.

The number of hours per labor category, other direct costs, travel costs and fee shall be negotiated on a per task order basis.

The Contractor shall not exceed the maximum, loaded hourly direct labor rates for each category listed below.

B.3.1. BASE YEAR: (EXACT DATES TO BE COMPLETED UPON AWARD)

LABOR CATAGORIES

The labor categories below may be required to support the system over the duration of the contract including implementation and maintenance phases. If proposed labor categories are different, offerors should map their labor category titles to those in the pricing table.

No. Labor Category

Contractor

Labor Category

Estimated Level of Effort Rate Total

1.1 Deployment/Training/ User Support Manager 2,000 (hrs)

1.2 Deployment/Training/User Support Specialist 12,000 (hrs)

1.3 Program Manager Level II 2,000 (hrs)

1.4 Quality Assurance Analyst 6,000 (hrs)

1.5 Quality Assurance Manager 2,000 (hrs)

1.6 Technical Writer Level I 4,000 (hrs)

1.7 Technical Writer Level II 2,000 (hrs)

1.8 Test Engineer 6,000 (hrs)

B.3.2 OPTION YEAR ONE: (EXACT DATES TO BE COMPLETED UPON AWARD)

including implementation and maintenance phases. If proposed labor categories are different, offerors

Labor Category

Estimated Level of Effort Rate Total

1.1 Deployment/Training/ User Support Manager 2,000 (hrs)

1.2 Deployment/Training/User Support Specialist 12,000 (hrs)

1.3 Program Manager Level II 2,000 (hrs)

1.4 Quality Assurance Analyst 6,000 (hrs)

1.5 Quality Assurance Manager 2,000 (hrs)

1.6 Technical Writer Level I 4,000 (hrs)

B.3.3. OPTION YEAR TWO: (EXACT DATES TO BE COMPLETED UPON AWARD)

The labor categories below may be required to support the system over the duration of the contract including implementation and maintenance phases. If proposed labor categories are different, offerors

Labor Category

Estimated Level of Effort Rate Total

1.1 Deployment/Training/ User Support Manager 2,000 (hrs)

1.2 Deployment/Training/User Support Specialist 12,000 (hrs)

1.3 Program Manager Level II 2,000 (hrs)

1.4 Quality Assurance Analyst 6,000 (hrs)

1.5 Quality Assurance Manager 2,000 (hrs)

1.6 Technical Writer Level I 4,000 (hrs)

B.3.4. OPTION YEAR THREE: (EXACT DATES TO BE COMPLETED UPON AWARD)

including implementation and maintenance phases. If proposed labor categories are different, offerors

Labor Category

Estimated Level of Effort Rate Total

1.1 Deployment/Training/ User Support Manager 2,000 (hrs)

1.2 Deployment/Training/User Support Specialist 12,000 (hrs)

1.3 Program Manager Level II 2,000 (hrs)

1.4 Quality Assurance Analyst 6,000 (hrs)

1.5 Quality Assurance Manager 2,000 (hrs)

Labor Category

Estimated Level of Effort Rate Total

1.6 Technical Writer Level I 4,000 (hrs)

B.3.5. OPTION YEAR FOUR: (EXACT DATES TO BE COMPLETED UPON AWARD)

including implementation and maintenance phases. If proposed labor categories are different, offerors

Labor Category

Estimated Level of Effort Rate Total

1.1 Deployment/Training/ User Support Manager 2,000 (hrs)

1.2 Deployment/Training/User Support Specialist 12,000 (hrs)

1.3 Program Manager Level II 2,000 (hrs)

1.4 Quality Assurance Analyst 6,000 (hrs)

1.5 Quality Assurance Manager 2,000 (hrs)

1.6 Technical Writer Level I 4,000 (hrs)

SECTION C - DESCRIPTION/SPECIFICATION/WORK STATEMENT

1. General: This is a non-personal services contract to provide quality assurance, training, de-ployment, and application user support services. The Government shall not exercise any super-vision or control over the contract service providers performing the services herein. Such con-tract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equip-ment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform quality assurance, training, deployment, and application user support services as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: The Indian Health Service (IHS) develops and supports a comprehensive integrated health information system of systems which support a broad range of clinical and business functions at IHS, Tribal and Urban (I/T/U) hospitals and clinics across the country.

The Resource and Patient Management System (RPMS) is similar to the Veterans Health In-formation Systems and Technology Architecture (VistA) in use at the Veterans Administration, having been derived from the same legacy system and sharing many of the same infrastructure and business applications. The RPMS as currently deployed has a MUMPS (Intersystems

Cache) database architecture and VA FileMan file structures. A number of graphical user inter-face (GUI) applications utilizing various languages, ranging from Delphi to C# .NET, have been developed to support certain business processes, while other applications retain legacy charac-ter-based interfaces. RPMS GUI applications principally use a two-tiered architecture utilizing broker-based remote procedure calls, although recent development has focused on a three-tier architecture using web services.

Business functions supported by the RPMS include, but are not limited to, practice management

(e.g. patient registration, scheduling, billing and accounts receivable, release of information), ancillary clinical applications (e.g. inpatient and outpatient pharmacy, laboratory, radiology, im-age archiving, consults and referrals), and point of care clinical applications for behavioral health, inpatient and ambulatory care. The RPMS is certified as a Complete Electronic Health

Record (CEHR) for inpatient and ambulatory settings according to the 2014 version certification criteria published by the Office of the National Coordinator (ONC) for Health Information Tech-nology (HIT). In recent years, the system has been extended to include a personal health record

(PHR) system, RPMS Direct secure messaging, a health information exchange (HIE) system, and supporting middleware services.

1.3 Objectives: The objectives of this contract are to provide quality assurance, training, de-ployment, and application user support services and meet the mission needs of the IHS through effective quality assurance / quality control over software development activities, and use of computer assisted software engineering tools and practices in the key areas below.

Software testing

Implementation and deployment support

Training and documentation support

RPMS application user support

Process quality assurance

Documentation support

1.4 Scope: This PWS provides Task Areas that define functional and programmatic services that may be required to address mixed-lifecycle software applications and mixed method soft-ware development approaches. The Contractor shall furnish all of the necessary personnel, materials, services, facilities, (except as otherwise specified herein), and otherwise do all the things necessary for or incident to the performance of the work for the following task areas:

1. Basic services to support the PWS objectives

2. Software testing

3. Implementation and deployment support

4. Training and documentation support

5. RPMS application user support

6. Process quality assurance

7. Documentation support

8. Software testing tools

9. Transition Management

10. Product Release Management

11. Contractor Management Reporting

1.6 General Information

1.6.1 Quality Control The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which work is assured to comply with the requirements of the contract. The contractor’s proposal is an evaluation factor and three (3) copies of a comprehensive written Quality Control Plan (QCP) shall be submitted to the Contracting Officer and COR within 5 working days of the start date of the contract and subsequently within five days of a change to the plan thereafter. After acceptance of the QCP the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to the contractor’s QC system. The approach to Quality Control should map to the con-tractor’s selected development methodology. However it must also address support for QASP reporting requirements.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in ac-cordance with the performance standards. It defines the performance standards, how the per-formance standards will be applied, and the frequency of surveillance. The government may use contractors, acting as agents of the government, to carry out QASP monitoring and reporting requirements.

1.6.3 Recognized Holidays:

The contractor is not required to perform services on the federal holidays listed below.

New Year’s Day Labor Day

Martin Luther King Jr.’s Birthday Columbus Day

President’s Day Veteran’s Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

1.6.11 Key Personnel: The contractor shall propose Key Personnel whose technical skills and experience are essential to the accomplishment of the task. The Offeror’s Technical Proposal shall include the resume of any individuals designated as key personnel. No substitutions shall be made of accepted key personnel except for sudden illness or death, or termination of em-ployment. Contractor requests for substitution of key personnel shall be submitted in writing to the COR and the Contracting Officer at least twenty-five (25) calendar days in advance of the effective date, whenever possible. Such requests shall include a detailed explanation of the cir-cumstances necessitating the proposed substitution, a resume for the proposed substitute, and any other information requested by the Contracting Officer necessary to approve or disapprove the proposed substitution. An interview may also be requested. The COR and the Contracting

Officer will evaluate substitution requests and promptly notify the Contractor of approval or dis-approval in writing.

The Government reserves the right to evaluate the technical skill and competence of any Con-tractor staff members, to require removal and replacement, upon written notice, of any individu-als whose qualifications or performance are judged deficient at any time.

The follow personnel are considered key personnel by the government: Project Management

Lead (Project Manager Level II), Quality Assurance Manager, and Deployment/Training/User

Support Manager. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer.

The contract manager or alternate shall have full authority to act for the contractor on all con-tract matters relating to daily operation of this contract. The contract manager or alternate shall be available between, 9:00 a.m. to 5:30p.m Eastern Time, Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

1.6.12 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, using government email, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Gov-ernment officials. They must also ensure that all documents or reports produced by contractors that render the contractors opinion or position as a consultant are suitably marked as contractor products or that contractor participation is appropriately disclosed. However, documents being prepared by the Contractor on behalf of the Government, especially for external stakeholder consumption, shall not be branded by the Contractor. Contract personnel shall be required to obtain badges issued by the government as outline in section 1.6 Security Requirements.

When performing services on site, contract staff shall wear badges as required.

SECTION D: PACKING AND MARKING

D.1. PACKAGING

All deliverables shall be packaged and packed in accordance with normal commercial practice to meet the packing requirements of the carrier, including that which is necessary to prevent deterioration and damage due to the hazards of shipping, handling and storing.

D.2. DELIVERY AND MARKING

All deliverables shall be delivered to the address shown in Section F.5., entitled “Place of Performance” and shall be marked as follows:

(a) Name and address of the Contractor;

(b) Contract Number: (to be completed upon award)

(c) Description of item contained therein; and

(d) Consignee’s name and address.

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 closeout Contractor, and performing final inspection and acceptance of all deliverables.

E.2. 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/these address(es):

FEDERAL ACQUISITION REGULATIONS (48 CFR CHAPTER 1) CONTRACT

CLAUSES

FAR 52.246-6 Inspection of Services – Time-and-Material and Labor-Hour (MAY

2001)

SECTION F - DELIVERIES OR PERFORMANCE

F.1. PERIOD OF PERFORMANCE

The period of performance for this IDIQ contract shall consist of a base period of (12) months and four (12) month option periods, at the discretion of the Government.

F.2. DELIVERABLE SCHEDULE AND DELIVERABLES

This lists any reports or documentation that is required as a deliverable to include the due date, frequency, medium/format and who/where it is to be submitted. The program management deliverables are the minimum required. Offerors may proposed a revised schedule of deliverables for software development projects in support of their proposed software development methodology. Offerors should also review other sections of this document for other deliverables.

Deliverable Due Date Frequency Medi-um/Format

Submit To

Contract kick-off meeting

One week after contract start.

Once Meeting with presentation materials

COR and Investment Manager

Transition-in Plan One week after contract start.

Once Electronic document

COR and Investment Manager

Revised staffing plan

Two weeks after contract start and then month-ly with status report.

Monthly Electronic document

COR and Investment Manager

Invoice and Sta-tus Report (in-cluding all sup-plemental reports)

NLT 15th of each month

Monthly Electronic document

COR and A/R

Quality Control Plan

One month after contract start.

Once and then up-dated as needed

Electronic document

COR, Investment Manager, and Process Asset Library

Product Owner Orientation to Quality Assur-ance Methodolo-gy

Two months af-ter award and then semi-annually.

Semi-annually

Electronic document and oral presenta-tion

COR and Investment Manager

CMMI audit 9 months after award

Annually Electronic document and reports

COR and Investment Manager

Configuration Baseline report

One month after award and then annually.

Annually Electronic document

COR and Investment Manager

Project Manage-ment Plans (in-cluding compo-nent plans as specified in the HHS Enterprise Performance Lifecycle) (Note:

Non security and non-CPIC related deliverables may be tailored to meet the re-quirements of the selected SDLC methodology)

As needed. As needed. As needed. COR and Investment Manager

Test plans, scripts and reports

As needed. As needed. As needed. COR and Investment Manager

Summative usa-bility report

6 months after award and then annually.

Quarterly Electronic document

COR and Investment Manager

Communications and training de-liverables

As needed. As needed. As needed. COR and Investment Manager

User support dashboard

Four months af-ter start date and monthly thereaf-ter

Monthly Online reports COR and Investment Manager

Policy and stand-ard operating procedures (SOP) documents

As needed. As needed. As needed. COR, Investment Manager, or Enterprise Architect

Position papers / engineering study reports

As needed. As needed. As needed. COR, Investment Manager, or Enterprise Architect

Meeting facilita-tion

As needed. As needed. As needed. COR, Investment Manager, or Enterprise Architect

Testing tools as-sessment and plan

Two months af-ter contract start.

Once and then yearly

Electronic document

COR, Investment Manager, and Enterprise Architect

Complete Soft-ware Builds (product feature releases)

TBD (1st release date determined within one month of contract start

Quarterly Electronic Source code repository with notice to SQA lead.

date).

Executive Presentations and reports

TBD As needed. As needed. COR and TBD

Work Breakdown Schedule and corresponding documentation

3 months after contract start date and quar-terly thereafter

Quarterly Electronic document

RPMS Investment Manager

QASP Dashboard (and supporting reports and evi-dence)

One month after contract start date

Monthly Electronic Document and Online Dashboard

COR

Section 508 Compliance Re-port

11 months after contract start date and annual-ly thereafter

Annually Electronic document

COR

FOIA Software Release

4 months after contract start date and then semi-annual thereafter

Semi-annually

Source code Open source source code re-pository

Retrospective re-view meetings

TBD As needed. Meeting COR, Investment Manager, and Process Asset Library

Corrective action plans

TBD As needed. Electronic document

COR, Investment Manager, and Process Asset Library

Transition Plan – Transitioning Out

3 months before end of contract performance pe-riod.

Once Electronic document

COR, Investment Manager, and Process Asset Library

Employee Clear-ance Forms

TBD As needed. As needed. COR

F.3. OBSERVANCE OF FEDERAL HOLIDAYS

A. Government personnel observe the following days as holidays:

FEDERAL HOLIDAYS

New Year’s Day Martin Luther King’s Birthday President’s Day Memorial Day

Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

F.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/these address(es): https://www.acquisition.gov/far/index.html

FAR 52.242-15 Stop Work Order (AUG 1989)

F.5. Place of Performance

Most of the work will be completed at the contractor’s facility. However, the Government requires all personnel listed as Key Personnel (Section G.3) must be located with a commutable distance from the Rockville, MD headquarters for items that require onsite support.

https://www.acquisition.gov/far/index.html

SECTION G - CONTRACT ADMINISTRATION DATA

G.1. AUTHORITIES OF GOVERNMENT PERSONNEL

The name and address of the Contracting Officer’s Representative (COR) assigned to this project is:

(TO BE COMPLETED UPON AWARD)

G.1.A. Performance of work under this contract must be subject to the technical direction of the COR 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.

G.1.B. Technical direction must be within the scope of the specification(s)/work statement.

The COR does not have authority to issue technical direction that:

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

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.

(a) Technical direction may be oral or in writing. The COR shall confirm oral direction in writing within five (5) work days, with a copy to the Contracting Officer.

(b) The Contractor shall proceed promptly with performance resulting from the technical direction issued by the COR. If, in the opinion of the Contractor, any direction of the COR, or his/her designee, falls within the limitations in (b), above, the Contractor shall immediately notify the Contracting Officer no later than the beginning of the next Government work day.

(c) 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

G.2.A. Time Frame

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

Contract Specialist via IHS mailbox: michael.fischer@ihs.gov.*

Contracting Officer’s Representative: (To be completed upon award.)

Financial Management Service (FMS): HQinvoices@ihs.gov.*

* No other non-invoice related documents (i.e., deliverables, reports, balance statements) shall be sent to HQinvoices@ihs.gov. Invoices Only.

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.

G.2.B. Prompt Payment

In accordance with FAR 52.232-25 Prompt Payment, a proper invoice must include the following items:

1. Name and address of the Contractor.

mailto:michael.fischer@ihs.gov.*

2. Invoice date and invoice number (Contractor should date invoices as close as possible to the date of mailing or transmission.)

3. Contract number or other authorization for supplies delivered or services performed (including order number and contract line item number).

4. Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed.

5. Shipping and payment terms (e.g., shipment number and date of shipment, discount for prompt payment terms). Bill of lading number and weight of shipment will be shown for shipments on Government bills of lading.

6. Name and address of Contractor official to whom payment is to be sent (must be the same as that in the contract or in a proper notice of assignment).

7. Name (where practicable), title, phone number, and mailing address of person to notify in the event of a defective invoice.

8. Taxpayer Identification Number (TIN) and Dunn and Bradstreet

Number (DUNS). The Contractor must include its TIN and DUNS on the invoice.

9. Electronic funds transfer (EFT) banking information.

(a) The Contractor must include EFT banking information on the invoice only if required by agency procedures.

(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 must submit correct EFT banking information in accordance with the applicable solicitation provision

(e.g., 52.232-38, Submission of Electronic Funds Transfer Information with

Offer), 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.

10. Any other information or documentation required by the contract

(e.g., evidence of shipment).

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.”

Additionally, in accordance with OMB Memorandum, M-12-16, all prime

Contractors are encouraged to disburse funds received from the Federal

Government to their small business subcontractors in a prompt manner. To assist prime Contractors in expediting Contractor payments to small business subcontractors, agencies shall, to the full extent permitted by law, temporarily establish an earlier, accelerated date for making agency payments to all prime

Contractors. Consistent with OMB Memorandum M-11-32 above, Agencies shall have a goal of paying all prime Contractors within 15 days of receiving proper documentation. In an effort to support small business growth, drive economic activity and job creation, the Contractor is encouraged to accelerate payments to their small business subcontractors.

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 contractor shall propose Key Personnel whose technical skills and experience are essential to the accomplishment of the task. The Offeror’s Technical Proposal shall in-clude the resume of any individuals designated as key personnel. No substitutions shall be made of accepted key personnel except for sudden illness or death, or termination of employment. Contractor requests for substitution of key personnel shall be submitted in writing to the COR and the Contracting Officer at least twenty-five (25) calendar days in advance of the effective date, whenever possible. Such requests shall include a de-tailed explanation of the circumstances necessitating the proposed substitution, a re-sume for the proposed substitute, and any other information requested by the Contract-ing Officer necessary to approve or disapprove the proposed substitution. An interview may also be requested. The COR and the Contracting Officer will evaluate substitution requests and promptly notify the Contractor of approval or disapproval in writing.

The Government reserves the right to evaluate the technical skill and competence of any Contractor staff members, to require removal and replacement, upon written notice, of any individuals whose qualifications or performance are judged deficient at any time.

The follow personnel are considered key personnel by the government:

Project Management Lead (Project Manager Level II), Quality Assurance Manager, and

Deployment/Training/User Support Manager. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alter-nate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available be-tween, 9:00 a.m. to 5:30p.m Eastern Time, Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

G.4. CONTRACTOR PERFORMANCE ASSESSMENT REPORT

During the life of this contract, Contractor performance will be evaluated on an interim and final basis pursuant to FAR Subpart 42.15. The Contractor Performance

Assessment Reporting System (CPARS) will be utilized for these reviews. Information on CPARS can be located at http://www.cpars.gov

G.5. TRAVEL AND OTHER DIRECT COSTS

Travel costs shall be reimbursed based on actual travel. Any Contractor travel required by the Government in support of this contract shall be authorized in advance by the

COR and in accordance with Federal Travel Regulations. The Contractor shall invoice and be reimbursed for all travel cost in accordance with Federal Travel Regulations

(FAR) 31.205-46.

The Contractor will be reimbursed, not to exceed the amounts stated below, for all domestic travel as described below, incurred directly and specifically in the performance of this contract, claimed by the Contractor and accepted by the Contracting Officer.

When requested by the COR, the Contractor shall perform travel outside the

Contractor’s normal commuting area. The costs for such travel are not included in the hourly rate of payment for services delivered and are considered to be allowable based upon Federal Government per diem rates permitted by the General Services

Administration (GSA), Federal Travel Regulations (FTRs) applicable to Federal

Government employees and Contractors. The Contractor is referred to http://www.gsa.gov to “Travel on Government Business,” scroll down to “Federal Travel

Regulations.”

G.5.A. Contractor Established Travel Policy

In those instances where the Contractor has an established travel policy, reimbursement for transportation costs and travel allowances will be made in accordance with the Contractor’s established policy, subject to FAR Part 31, the

GSA FTRs, FAR 52.216-7 Allowable Cost and Payment (DEC 2002), and the following limitations:

1. The Contractor will be reimbursed for travel costs incurred directly and specifically in the performance of work under this contract, claimed by the

Contractor and accepted by the Contracting Officer.

2. The Contractor is required to make every attempt to obtain the best available travel rate. Travel plans and arrangements should be made sufficiently in advance to allow for discount fares/lodging rates that are available to the general public.

3. Transportation costs shall not be reimbursed in an amount greater than the cost of rail coach class or of economy air travel, unless rail coach class and economy air travel are not available, and the Contractor certifies to the facts in the invoice or other documents submitted for reimbursement.

4. The Contractor shall be reimbursed for the cost of travel performed by its personnel in their privately owned automobile at the prevailing Federal

Government rate, not to exceed the cost by the most direct economy air route between the points traveled. If more than one person travels in such automobile, the Contractor shall make no additional charge for travel between such points.

5. Travel allowances for per diem shall be reimbursed in accordance with the

Contractor’s established policy, but in no event shall such allowances exceed the

FTRs. Per diem rates may be accessed on http://www.gsa.gov scroll down to

“Travel on Government Business” and then click on “Per Diem Rates.”

6. Travel by motor vehicle shall be reimbursed on a reasonable actual expense basis, or at the Contractor’s option, on a mileage basis at the current Federal

Travel Regulation rate, plus any toll or ferry charges.

7. Travel claims shall be submitted on a voucher per instructions provided by the

COR. Listed below is a description of receipts required as attachments to the invoice to support travel claims:

http://www.gsa.gov/ http://www.gsa.gov/

a. Copy of common carrier ticked reflecting class of travel, dates of travel and amount of fare;

b. Lodging receipt;

c. Parking/tolls receipt;

d. Rental car receipt including receipts for gasoline;

e. Receipts for taxi travel.

G.6 ESRS REPORTING

The Contractor shall report all subcontract awards to small, small disadvantaged, women-owned, HUBZones, veteran-owned and service-disabled veteran-owned small business concerns. The reports shall be prepared using the electronic Subcontracting

Reporting System (eSRS) via the internet at http://www.esrs.gov. The Individual

Subcontracting Report (ISR), formerly SF 294, shall be submitted semi-annually for the periods of October 1 through March 31 and April 1 through September 30. The

Summary Subcontracting Report (SSR), formerly, SF 295 shall be submitted annually for the period of October 1 through September 30.

G.7. GOVERNMENT-FURNISHED PROPERTY

G.7.1. Licenses, Products, and Equipment

Unless otherwise specified herein or in a particular Work Plan, the Contractor shall be responsible for providing all hardware, software, and software licenses required for its employees to carry out the work of the contract.

If an IHS specification requires the Contractor to have in its possession a particular medical device or other equipment not normally required for software development

(such as a laboratory printer, EKG machine, etc.) in order to complete development and testing, the IHS will supply this equipment to the Contractor. The equipment remains the property of the Government and will be returned to IHS at the conclusion of the development task.

G.7.2 RPMS and VHA Software:

The IHS will provide the Contractor with all released RPMS code necessary for the

Contractor to fulfill the requirements of the contract. The Contractor may from time to time identify a need for access to an unreleased application or patch that is still in development. Such requests will be handled by the Software Quality Assurance (SQA) department on a case by case basis, the risk being that if the Contractor tests software against an unreleased package and that package changes before release, incompatibility may result.

The IHS will assist the Contractor as needed with obtaining software from the Veterans

Health Administration or other government entity if the request is determined to be necessary for the programming of IHS requirements.

G.7.3 RPMS Databases:

The IHS will supply the Contractor from time to time with one or more databases obtained from and representative of a typical RPMS installation at an Indian Health

Service or Tribal health care facility. Such databases will be “de-identified” by IHS according to OIT security policies before delivery to the Contractor. The purpose of such databases will be to ensure that all software is developed and tested in a representative system before being submitted for field testing. The IHS will provide the

Contractor with an updated database within one month of contract award, and no less than annually thereafter throughout the period of performance.

G.7.4. Materials

The Contractor shall furnish materials, supplies, and equipment necessary to meet the requirements under this PWS.

G.7.5 Equipment

The Contractor shall provide laptops, servers, software and all software development equipment necessary to meet the requirements under this PWS.

G.8. PRINTING AND DUPLICATION

The Contractor may duplicate or copy less than 5,000 production units of only one page, or less than 25,000 production units in aggregate of multiple pages for the use of a department or agency. A production unit is defined as one sheet, size 8.5 x 11 inches, one side only, and one color. This page limit is per requirement and not per contract.

These pages may not exceed a maximum image size of 10-3/4 by 14-1/4 inches. Any requirements for duplication in excess of these requirements shall be obtained by the

COR through the GPO.

The cost of any unauthorized printing or duplicating under this contract will be considered unallowable costs for which the Contractor will not be reimbursed.

G.9. TASK ORDERS

This contract will be administered by issuing task orders for the performance of work.

The following ordering procedures shall apply to all Task Orders (TOs) issued under this contract. Any supplies and/or services to be furnished under this contract will be ordered by issuance of written TOs as Task Order Request for Proposal (TORFP). TOs shall be issued in accordance with FAR provisions and as described below.

Only an authorized Government Contracting Officer can issue a TO under this contract.

No work will be performed and no payment will be made except as authorized by a signed TO. All TOs are subject to the terms and conditions of the contract. In the event of conflict between a TO and the contract, the contract will take precedence. All costs associated with preparation, presentation, and/or discussion of the Offeror's TO proposal shall be at the Offeror's expense; post award TO administration (including applicable personnel cost allocations by TO) shall also be at the Offeror’s expense. The

Offeror is responsible for determining the most appropriate method for recovering such costs (i.e., direct or indirect charges to TOs) based on its standard accounting practices.

Contractors are cautioned that in conducting the TO evaluation, the Government may use data provided by the Contractor in its proposal as well as data obtained from other sources (i.e., Dunn and Bradstreet reports, DCAA audits, available industry market rates for labor and overhead, etc.), including previously awarded TOs. While the Government may elect to consider data obtained from other sources, the burden of providing thorough and complete information rests with the Contractor.

G.10. TASK ORDER PLACEMENT AND PROCESSING

The Contracting Officer will authorize, sign, and issue individually priced TO’s for services at the fixed unit prices in accordance with the resultant contract. The TO process described below represents the Government’s approach to TO issuance.

1. A standardized Task Order Request for Proposal (TORFP) shall be used to facilitate the TO process.

2. The Contracting Officer will provide a TORFP to the Contractor. Each TORFP will generally include:

The type of TO (e.g., cost reimbursement)

A Statement of Objectives (SOO);

The desired delivery schedule and/or required completion date(s), milestones, reporting requirements and list of deliverables as applicable;

Proposed terms and conditions;

The date and time by which the response is due; and

Any special instructions, conditions, notices, performance measures, etc., applicable to the TO (including on-site/off-site provisions, discrepancies between the standard rates and the proposed rates).

3. Contractors shall have the opportunity to develop a TO response to the TORFP.

Generally, Contractors shall be given 48 to 72 hours to prepare a response outline and rough cost estimate and one (1) week to prepare a written proposal.

(Note: The response period may be longer if the circumstances of the individual

TO warrant and is so specified in the individual TORFP by the Contracting

Officer). TORFPs will generally be made via email using an email address furnished by the Contractor.

4. In addition to the technical and/or management approach proposed, the

Contractor shall, for cost/price purposes, use:

The pre-established cost contained in Section B of the contract upon award. Except where the contract is modified after award, these prices/costs represent the highest rates that the Government will consider and accept during the life of the contract. This does not preclude the successful Contractors at their discretion from proposing lower rates for individual TOs.

Other direct costs as applicable (hardware, software, sub-

Contractor, travel, etc.)

5. The Government will evaluate the Contractor’s TO proposal and determine whether or not to award a TO in accordance with the TORFP. Evaluation of the technical portion of the TO proposal shall be done concurrently with the evaluation of the cost/price portion. If deemed necessary by the Government, the

Contracting Officer will enter into oral and/or written communications with the

Contractor in order to resolve any clarifications and/or deficiencies.

G.11. TASK ORDER CLOSE-OUT

It is the intention of the Government to perform close-out procedures on an individual

TO basis. The Contractor agrees to perform those internal functions necessary to support the close-out process in a timely manner. TO close-out will generally occur as soon as possible after completion of the work involved.

G.12. POST AWARD CONFERENCE/PERIODIC PROGRESS MEETINGS

The Contractor agrees to attend any post award conference convened by the contract-ing activity or contract administration office in accordance with Federal Acquisition Reg-ulation Subpart 42.5. The contracting officer, Contracting Officers Representative

(COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contract-ing officer will apprise the contractor of how the government views the contractor's per-formance and the contractor will apprise the Government of problems, if any, being ex-perienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1. AUTHORITY TO OBLIGATE THE GOVERNMENT

The Contracting Officer is the only individual who can legally commit or obligate the

Government to the expenditure of public funds. No cost chargeable to the proposed contract can be incurred before receipt of a fully executed contract and/or modification or specific authorization from the Contracting Officer.

H.2. ORGANIZATIONAL CONFLICT OF INTERST AND CONFIDENTIALITY

In order to avoid any organizational conflict of interest, the contractor including its parent company, subsidiaries, and subcontractors, if any, shall not be biased because of its financial, contractual, organizational, or other interests, which relate to the work under this requirement. Furthermore, the contractor should not obtain any unfair competitive advantage over other parties by virtue of its performance of this requirement. In order to preserve the contractor’s independence and effectiveness, the contractor shall maintain strict confidentiality of information that is provided by the Government during the performance of the contract. Information provided to and received from the contractor is considered the government’s property. Data is classified as confidential. All contractor personnel will be required to wear a HHS contractor/visitor issued badge while in a government facility. The contractor shall conduct its business in a manner befitting the special relationship with the Government, operating in the public interest with objectivity and independence. Prior to working on this contract, contractor employees shall be required to sign a “Certificate of Confidentiality and Non-Disclosure Agreement” to ensure protected health information is not shared or mistreated.

H.3. NON-PERSONAL SERVICES AND INHERENETLY GOVERNMENTAL

FUNCTIONS

Pursuant to FAR 37.1, no personal services shall be performed under this contract. All work requirements shall flow only from the COR to the Contractor's Project Manager. No

Contractor employee will be directly supervised by the Government. All employee assignments, and daily work direction, shall be given by the applicable Contractor supervisor.