Combined_synopsis_solicitation_17-258-SOL-00019.pdf

Title: Orthotist Technician Services; Solicitation Number 17-258-SOL-00019

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

General Information Document Type: Combined Synopsis/Solicitation Solicitation Number: 17-258-SOL-00019 Release Date: June 13, 2017 Date, Time and Place Where Offers are Due: June 30, 2017 at 2:00PM (Eastern Time) Jlohmeier@hrs.gov Product Service Code: Q201 NAICS Code: 621399

Contracting Office Address

HHS/HRSA/OAMP

5600 Fishers Lane Rockville, MD 20850

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulations (FAR) Subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation, quotes are being requested and a written solicitation document will not be issued.

The Health Resources and Services Administration (HRSA) is contemplating issuance of award pursuant to Federal Acquisition Regulation (FAR) Part 13.5.

This combined synopsis/solicitation (17-258-SOL-00019) is a Request for Quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-95.

This is a Firm-Fixed Price Requirement. The Government is not responsible for payment exceeding the award amount.

Statement of Work

I. BACKGROUND

The National Hansen’s Disease Programs (NHDP) is a specialized Federal Government medical clinic that is tasked with the treatment of Hansen’s Disease. This program has been owned and operated by the Federal Government since 1921 and has statutory responsibility to provide care for patients with Hansen’s Disease.

Located in Baton Rouge, LA and Carville, LA, NHDP is a specialized Federal Government medical facility for people having Hansen’s disease. The average age of the current residential inpatient population is 82 years.

Even though Hansen’s Disease patients are no longer admitted as residents, NHDP continues to provide care for:

a. Seven (7) long-term care patients residing at Saint Clare Manor nursing home in Baton Rouge, LA where they receive considerable care in their daily living arrangements.

mailto:Jlohmeier@hrs.gov

RFQ #17-258-SOL-00019; Title: Orthotics Technician

b. Two (2) to six (6) short-term care patients, on average, from various parts of the United States (U.S.)

that may be housed by NHDP for treatment. Eligible referrals are determined on a case by case basis, and may be indicated for confirmation of diagnosis, initiation of HD treatment, management of HD complications including medical management of reaction and corrective surgery/rehabilitation for hand and foot deformities common with this diagnosis. The short-term care patients may stay a few days or several months depending upon their condition, but they are no longer eligible to become long-term care patients.

c. Outpatients who reside within a 250-mile commuting area of the NHDP.

II. PURPOSE/GENERAL DESCRIPTION

NHDP requires Orthotist technician services for the operation of the shoe shop. The technician fabricates orthotics and sandals, performs shoe modifications, and maintains inventory and equipment.

III. PERIOD OF PERFORMANCE/PLACE OF PERFORMANCE

The period of performance of this contract shall be for one 12-month base with four 12-month option periods.

The anticipated start date is September 26, 2017.

National Hansen’s Disease Program Facilities at Ochsner Hospital, 1770 Physicians Park Drive Baton Rouge, LA 70816.

CORE DAYS AND HOURS OF OPERATION

Standard orthotics technician services shall be required between Monday through Friday, and between 8:00 AM through 4:30 PM, for twenty one (21) hours per week, three (3) days per week, seven (7) hours per day.

The contractor shall provide a qualified substitute for the technician in the event of an absence of the primary personnel. In order to provide continuity in the operation of the shoe shop, the Primary Technician shall work in the shoe shop 80% of the workdays.

No services or deliverables shall be provided on Saturdays, Sundays, Federal Government Holidays, or any other day as set forth by Presidential Executive Order, or any other Federal Government closures.

The following Federal Government holidays are established by law (5 U.S.C. 6103):

• New Year's Day (January 1).

• Birthday of Martin Luther King, Jr. (Third Monday in January).

• Washington's Birthday (Third Monday in February).

• Memorial Day (Last Monday in May).

• Independence Day (July 4).

• Labor Day (First Monday in September).

• Columbus Day (Second Monday in October).

• Veterans Day (November 11).

• Thanksgiving Day (Fourth Thursday in November).

• Christmas Day (December 25).

IV. TASKS

Orthotist Technician support services shall include the following:

1.1 Construct, modify & repair custom molded sandals, and modify and repair prefabricated sandals. Custom sandal fabrication using Amfit system, plaster molds/vacuum press, and/or directly moldable materials and secured with strapping to the foot. Repair sandal components for prevention of injury.

1.2 Modify commercially available shoes and repair both commercially available and custom shoes. Footwear modifications and customization, includes, rigid rocker modifications, pressure relief applications, stretching, flares, heel modifications, etc.

1.3 Construct and modify total contact orthoses. Fabricate custom orthoses using Amfit system;

plaster molds/vacuum press and/or directly moldable materials. Modify orthoses with pressure relief techniques, metatarsal pads, toe fillers, etc.

1.4 Assist therapists with fabrication of foot models from various molding medium and adjust foot models as needed. Create model of patient foot using digital Amfit system, plaster techniques or foam box. Modify molds as needed to balance foot or relieve high-pressure areas.

1.5 Repair and/or adjust belts and prosthetic harnesses. Prostheses, footwear, and lower/upper extremity orthoses have belts, straps and harnesses that become frayed, torn or broken, requiring occasional repair or adjustment to function correctly and safely.

1.6 Consult with Orthopedist and therapist on patient cases.

1.7 Maintain records of work orders. Complete shoe shop work order form on every requested

1.8 Assist in maintenance of inventory by tracking materials & supplies used in the shoe shop using Excel spreadsheet.

1.9 Safely store materials utilized in the shoe shop. All hazardous materials shall be secured in a locked

“Flammable” cabinet in the storage room of the shoe shop.

1.10 Provide assistance to Occupational & Physical Therapy departments in maintaining and fabricating a stock of monofilaments, cut out felt and other frequently used clinical items and assist in transfer of patients to/from department.

1.11 Assist in education and training of visiting health care providers in sandal construction, shoe modification, construction of foot models & adjustments, & construction of total contact orthoses.

V. SCHEDULE OF DELIVERABLES

All deliverable reports are to list the following at the top of the first page:

order and submit to Medical Assistant. Compile monthly report on number of orthotics/sandals/monofilaments fabricated, shoes modified and stockings sewed and submit to COR.

Contract number.

Deliverable item number.

Deliverable item delivery due date.

Date of submission.

All deliverable items are to be separate physical submissions.

All deliverable items are subject to the review and concurrence of the COR.

The contractor shall submit the following deliverables as identified in the tasks listed in the SOW and in the quantities stipulated and during the periods listed below.

Regardless of format, all digital content or communications materials produced as a deliverable under this contract, must conform to applicable Section 508 standards to allow federal employees and members of the public with disabilities to access information that is comparable to information provided to persons without disabilities. Remediation of any materials that do not comply with the applicable requirements as set forth below, shall be the responsibility of the vendor.

HHS guidance regarding accessibility of documents can be found at http://www.hhs.gov/web/section- 508/making-files-accessible/index.html.

VI. PAYMENT SCHEDULE

Invoices shall be submitted on a monthly firm-fixed price basis after submission of the monthly report and acceptance by the Contracting Officer Representative (COR).

VII. SPECIAL REQUIREMENTS

This contract is entered into under the authority of USC 2304 and 41 USC 253.

This is a non-personal health care service contract as defined in FAR 37.101, under which the contractor is an independent contractor.

Schedule of Deliverables Item Quantity Due Date Place to Report

Monthly Workload Report outlining number of orthotics/sandals/ monofilaments fabricated, shoes modified and stockings sewed.

(See Task 1.7)

12 per 12-month period of performance.

Due on the last business day of each month

Email to:

jfigarola@hrsa.gov in MS Word document

Inventory reports (See Task 1.8)

12 per 12 month period of performance

Monthly Submit on the last business day of each month

Email to:

jfigarola@hrsa.gov in MS Excel Spreadsheet http://www.hhs.gov/web/section-508/making-files-accessible/index.html http://www.hhs.gov/web/section-508/making-files-accessible/index.html mailto:jfigarola@hrsa.gov mailto:jfigarola@hrsa.gov

The Federal Government may evaluate the quality of professional and administrative services provided, but retain no control over the medical, professional aspects of service rendered (e.g. professional judgments and diagnosis for specifics medical treatment).

By signature of this contract, the contractor agrees to indemnify the Federal Government for any liability producing act or omission by the contractor, its personnel and agents occurring during contract performance.

By signature of this contract, the contractor agrees to maintain medical liability insurance in a coverage amount not less than the amount normally prevailing within the local community for the medical specialty concerned, and;

By signature of this contract, the contractor agrees to ensure that subcontracts for provisions of health care services contain the requirement of the clause at 52.237-7 including maintenance of medical liability insurance.

A. Baseline Security Requirements

1) Applicability. The requirements herein apply whether the entire contract or order (hereafter “contract”), or portion thereof, includes either or both of the following:

a. Access (Physical or Logical) to Government Information: A Contractor (and/or any subcontractor) employee will have or will be given the ability to have, routine physical (entry) or logical (electronic) access to government information.

b. Operate a Federal System Containing Information: A Contractor (and/or any subcontractor) will operate a federal system and information technology containing data that supports the HHS mission.

In addition to the Federal Acquisition Regulation (FAR) Subpart 2.1 definition of “information technology” (IT), the term as used in this section includes computers, ancillary equipment (including imaging peripherals, input, output, and storage devices necessary for security and surveillance), peripheral equipment designed to be controlled by the central processing unit of a computer, software, firmware and similar procedures, services (including support services), and related resources.

2) Safeguarding Information and Information Systems. In accordance with the Federal Information

Processing Standards Publication (FIPS)199, Standards for Security Categorization of Federal Information and Information Systems, the Contractor (and/or any subcontractor) shall:

a. Protect government information and information systems in order to ensure:

• Confidentiality, which means preserving authorized restrictions on access and disclosure, based on the security terms found in this contract, including means for protecting personal privacy and proprietary information;

• Integrity, which means guarding against improper information modification or destruction, and ensuring information non-repudiation and authenticity; and

• Availability, which means ensuring timely and reliable access to and use of information.

b. Provide security for any Contractor systems, and information contained therein, connected to an HHS network or operated by the Contractor on behalf of HHS regardless of location. In addition, if new or unanticipated threats or hazards are discovered by either the agency or contractor, or if existing safeguards have ceased to function, the discoverer shall immediately, within one (1) hour or less, bring the situation to the attention of the other party.

c. Adopt and implement the policies, procedures, controls, and standards required by the HHS

Information Security Program to ensure the confidentiality, integrity, and availability of government information and government information systems for which the Contractor is responsible under this contract or to which the Contractor may otherwise have access under this contract. Obtain the HHS Information Security Program security requirements, outlined in the HHS Information Security and Privacy Policy (IS2P), by contacting the CO/COR or emailing fisma@hhs.gov.

d. Comply with the Privacy Act requirements and tailor FAR clauses as needed..

e. Controlled Unclassified Information (CUI). CUI is defined as “information that laws, regulations, or Government-wide policies require to have safeguarding or dissemination controls, excluding classified information.” The Contractor (and/or any subcontractor) must comply with Executive Order 13556, Controlled Unclassified Information, (implemented at 3 CFR, part 2002) when handling CUI. 32 C.F.R. 2002.4(aa) As implemented the term “handling” refers to “…any use of CUI, including but not limited to marking, safeguarding, transporting, disseminating, re-using, and disposing of the information.” 81 Fed. Reg. 63323.

All sensitive information that has been identified as CUI by a regulation or statute, handled by this solicitation/contract, shall be:

a. marked appropriately;

b. disclosed to authorized personnel on a Need-To-Know basis;

c. protected in accordance with NIST SP 800-53, Security and Privacy Controls for

Federal Information Systems and Organizations applicable baseline if handled by a Contractor system operated on behalf of the agency, or NIST SP 800-171, Protecting Controlled Unclassified Information in Nonfederal Information Systems and Organizations if handled by internal Contractor system; and

d. returned to HHS control, destroyed when no longer needed, or held until otherwise directed. Destruction of information and/or data shall be accomplished in accordance with NIST SP 800-88, Guidelines for Media Sanitization.

3) Controlled Unclassified Information (CUI). CUI is defined as “information that laws, regulations, or

Government-wide policies require to have safeguarding or dissemination controls, excluding classified information.” The Contractor (and/or any subcontractor) must comply with Executive Order 13556, Controlled Unclassified Information, (implemented at 3 CFR, part 2002) when handling CUI. 32 C.F.R.

2002.4(aa) As implemented the term “handling” refers to “…any use of CUI, including but not limited to marking, safeguarding, transporting, disseminating, re-using, and disposing of the information.” 81 Fed. Reg. 63323. All sensitive information that has been identified as CUI by a regulation or statute, handled by this solicitation/contract, shall be:

a. marked appropriately;

b. disclosed to authorized personnel on a Need-To-Know basis;

c. protected in accordance with NIST SP 800-53, Security and Privacy Controls for Federal

Information Systems and Organizations applicable baseline if handled by a Contractor system operated on behalf of the agency, or NIST SP 800-171, Protecting Controlled Unclassified Information in Nonfederal Information Systems and Organizations if handled by internal Contractor system; and

d. returned to HHS control, destroyed when no longer needed, or held until otherwise directed.

Destruction of information and/or data shall be accomplished in accordance with NIST SP 800-88, Guidelines for Media Sanitization.

4) Protection of Sensitive Information. For security purposes, information is or may be sensitive because it requires security to protect its confidentiality, integrity, and/or availability. The Contractor (and/or any subcontractor) shall protect all government information that is or may be sensitive in accordance with OMB Memorandum M-06-16, Protection of Sensitive Agency Information by securing it with a FIPS 140-2 validated solution.

See the HHS Standard for the Definition of Sensitive Information, for additional information in defining and protecting sensitive information.

5) Confidentiality and Nondisclosure of Information. Any information provided to the contractor

(and/or any subcontractor) by HHS or collected by the contractor on behalf of HHS shall be used only for the purpose of carrying out the provisions of this contract and shall not be disclosed or made known in any manner to any persons except as may be necessary in the performance of the contract. The Contractor assumes responsibility for protection of the confidentiality of Government records and shall ensure that all work performed by its employees and subcontractors shall be under the supervision of the Contractor. Each Contractor officer or employee or any of its subcontractors to whom any HHS records may be made available or disclosed shall be notified in writing by the Contractor that information disclosed to such officer or employee can be used only for that purpose and to the extent authorized herein.

The confidentiality, integrity, and availability of such information shall be protected in accordance with HHS and HRSA policies. Unauthorized disclosure of information will be subject to the HHS/HRSA sanction policies and/or governed by the following laws and regulations:

a. 18 U.S.C. 641 (Criminal Code: Public Money, Property or Records);

b. 18 U.S.C. 1905 (Criminal Code: Disclosure of Confidential Information); and

c. 44 U.S.C. Chapter 35, Subchapter I (Paperwork Reduction Act).

6) Contractor Non-Disclosure Agreement (NDA). Each Contractor (and/or any subcontractor) employee having access to non-public government information under this contract shall complete the HRSA non-disclosure agreement (See Appendix A). A copy of each signed and witnessed NDA shall be submitted to the Contracting Officer (CO) and/or CO Representative (COR) prior to performing any work under this acquisition.

Training

1) Mandatory Training for All Contractor Staff. All Contractor (and/or any subcontractor) employees assigned to work on this contract shall complete the applicable HHS/HRSA Contractor Information Security Awareness, Privacy, and Records Management training (provided upon contract award) before performing any work under this contract. Thereafter, the employees shall complete HHS/HRSA Information Security Awareness, Privacy, and Records Management training at least annually, during the life of this contract. All provided training shall be compliant with HHS training policies.

2) Role-based Training. All Contractor (and/or any subcontractor) employees with significant security responsibilities (as determined by the program manager) must complete role-based training annually commensurate with their role and responsibilities in accordance with HHS policy and the HHS Role- Based Training (RBT) of Personnel with Significant Security Responsibilities Memorandum.

3) Training Records. The Contractor (and/or any subcontractor) shall maintain training records for all its employees working under this contract in accordance with HHS policy. The training records shall be provided to the CO and/or COR within 30 days after contract award and annually thereafter or upon request.

Rules of Behavior

1) The Contractor (and/or any subcontractor) shall ensure that all employees performing on the contract comply with the HHS Information Technology General Rules of Behavior, the HRSA Information Technology Rules of Behavior (included in the HRSA Information Security and Privacy Awareness Training), and any applicable system-level rules of behavior.

2) All Contractor employees performing on the contract must read and adhere to the Rules of Behavior before accessing Department data or other information, systems, and/or networks that store/process government information, initially at the beginning of the contract and at least annually thereafter, which may be done as part of annual HRSA Information Security Awareness Training. If the training is provided by the contractor, the signed ROB must be provided as a separate deliverable.

Incident Response

FISMA defines an incident as “an occurrence that (1) actually or imminently jeopardizes, without lawful authority, the integrity, confidentiality, or availability of information or an information system; or (2) constitutes a violation or imminent threat of violation of law, security policies, security procedures, or acceptable use policies.. The HHS Policy for IT Security and Privacy Incident Reporting and Response further defines incidents as events involving cybersecurity and privacy threats, such as viruses, malicious user activity, loss of, unauthorized disclosure or destruction of data, and so on.

A privacy breach is a type of incident and is defined by Federal Information Security Modernization Act (FISMA) as the loss of control, compromise, unauthorized disclosure, unauthorized acquisition, or any similar occurrence where (1) a person other than an authorized user accesses or potentially accesses personally identifiable information or (2) an authorized user accesses or potentially accesses personally identifiable information for an other than authorized purpose. The HHS Policy for IT Security and Privacy Incident Reporting and Response further defines a breach as “a suspected or confirmed incident involving PII” .

In the event of a suspected or confirmed incident or breach, the Contractor (and/or any subcontractor), the Contractor (and/or any subcontractor) shall:

1) Protect all sensitive information, including any PII created, stored, or transmitted in the performance of this contract so as to avoid a secondary sensitive information incident with FIPS 140-2 validated encryption.

2) NOT notify affected individuals unless so instructed by the Contracting Officer or designated representative. If so instructed by the Contracting Officer or representative, the Contractor shall send notifications to affected individuals following specific instructions from the HHS Privacy Incident Response Team (PIRT).

3) Report all suspected and confirmed information security and privacy incidents and breaches to the

HRSA Security Operations Center (SOC), COR, CO, HRSA SOP (or his or her designee), and other stakeholders, including incidents involving PII, in any medium or form, including paper, oral, or electronic, as soon as possible and without unreasonable delay, no later than one (1) hour, and consistent with the applicable HRSA and HHS policy and procedures, NIST standards and guidelines, as well as US-CERT notification guidelines. The types of information required in an incident report must include at a minimum: company and point of contact information, contract information, impact classifications/threat vector, and the type of information compromised. In addition, the Contractor shall:

a. cooperate and exchange any information, as determined by the Agency, necessary to effectively manage or mitigate a suspected or confirmed breach;

b. not include any sensitive information in the subject or body of any reporting e-mail; and

c. encrypt sensitive information in attachments to email, media, etc.

4) Comply with OMB M-17-12, Preparing for and Responding to a Breach of Personally Identifiable

Information, HHS, and HRSA incident response policies when handling PII breaches.

5) Provide full access and cooperate on all activities as determined by the Government to ensure an effective incident response, including providing all requested images, log files, and event information to facilitate rapid resolution of sensitive information incidents. This may involve disconnecting the system processing, storing, or transmitting the sensitive information from the Internet or other networks or applying additional security controls.

Position Sensitivity Designations

All Contractor (and/or any subcontractor) employees must obtain a background investigation commensurate with their position sensitivity designation that complies with Parts 1400 and 731 of Title 5, Code of Federal Regulations (CFR). The following position sensitivity designation levels apply to this solicitation/contract: T1 investigation (non-sensitive, low risk).

Homeland Security Presidential Directive (HSPD)-12

The Contractor (and/or any subcontractor) and its employees shall comply with Homeland Security Presidential Directive (HSPD)-12, Policy for a Common Identification Standard for Federal Employees and Contractors;

OMB M-05-24; FIPS 201, Personal Identity Verification (PIV) of Federal Employees and Contractors; HHS HSPD-12 policy; and Executive Order 13467, Part 1 §1.2.

For additional information, see HSPD-12 policy at: https://www.dhs.gov/homeland-security-presidential-directive-12)

Roster. The Contractor (and/or any subcontractor) shall submit a roster by name, position, e-mail address, phone number and responsibility, of all staff working under this acquisition where the Contractor will develop, have the ability to access, or host and/or maintain a government information system(s). The roster shall be submitted to the COR, with a copy to the Contracting Officer, within 14 days of the effective date of this contract. Any revisions to the roster as a result of staffing changes shall be submitted within 14 days of the change. The COR will notify the Contractor of the appropriate level of investigation required for each staff member.

If the employee is filling a new position, the Contractor shall provide a position description and the Government will determine the appropriate suitability level.

Contract Initiation and Expiration https://www.dhs.gov/homeland-security-presidential-directive-12 https://www.dhs.gov/homeland-security-presidential-directive-12

1) General Security Requirements. The Contractor (and/or any subcontractor) shall comply with information security and privacy requirements, Enterprise Performance Life Cycle (EPLC) processes, HHS Enterprise Architecture requirements to ensure information is appropriately protected from initiation to expiration of the contract. All information systems development or enhancement tasks supported by the contractor shall follow the HRSA EPLC framework and methodology (https://sharepoint.hrsa.gov/oo/oit/dcppm/pmo/Shared Documents/z_Old PMO Archives/Documents.aspx) and in accordance with the HHS Contract Closeout Guide (2012).

2) System Documentation. Contractors (and/or any subcontractors) must follow and adhere to NIST SP

800-64, Security Considerations in the System Development Life Cycle, at a minimum, for system development and provide system documentation at designated intervals (specifically, at the expiration of the contract) within the EPLC that require artifact review and approval.

3) Sanitization of Government Files and Information. As part of contract closeout and at expiration of the contract, the Contractor (and/or any subcontractor) shall provide all required documentation to the CO and/or COR to certify that, at the government’s direction, all electronic and paper records are appropriately disposed of and all devices and media are sanitized in accordance with NIST SP 800-88, Guidelines for Media Sanitization.

4) Notification. The Contractor (and/or any subcontractor) shall notify the CO and/or COR and system ISSO within two weeks before an employee stops working under this contract.

5) Contractor Responsibilities Upon Physical Completion of the Contract. The contractor (and/or any subcontractors) shall return all government information and IT resources (i.e., government information in non-government-owned systems, media, and backup systems) acquired during the term of this contract to the CO and/or COR. Additionally, the Contractor shall provide a certification that all government information has been properly sanitized and purged from Contractor-owned systems, including backup systems and media used during contract performance, in accordance with HHS and/or HRSA policies.

6) The Contractor (and/or any subcontractor) shall perform and document the actions identified in the HRSA Clearance Form for Separating Employees and Contractors (Form-419) when an employee terminates work under this contract within two weeks days of the employee’s exit from the contract. All documentation shall be made available to the CO and/or COR upon request.

Records Management and Retention

The Contractor (and/or any subcontractor) shall maintain all information in accordance with Executive Order 13556 -- Controlled Unclassified Information, National Archives and Records Administration (NARA) records retention policies and schedules and HHS/HRSA policies and shall not dispose of any records unless authorized by HHS/HRSA.

In the event that a contractor (and/or any subcontractor) accidentally disposes of or destroys a record without proper authorization, it shall be documented and reported as an incident in accordance with HHS/HRSA policies.

INVOICE/VOUCHERS

HHS EA requirements may be located here:

https://www.hhs.gov/ocio/ea/documents/proplans.html https://sharepoint.hrsa.gov/oo/oit/dcppm/pmo/Shared%20Documents/z_Old%20PMO%20Archives/Documents.aspx https://sharepoint.hrsa.gov/oo/oit/dcppm/pmo/Shared%20Documents/z_Old%20PMO%20Archives/Documents.aspx https://www.hhs.gov/ocio/ea/documents/proplans.html

Receiving payment under this contract:

You must be able to accept electronic payments and you must be registered in the System for Award Management (SAM) database (http://www.sam.gov). Your DUNS number and banking information must be current. Keep in mind that you must make changes in SAM if your bank merges with another bank or you change banks. You are responsible for updating the data in the SAM database and for re-registering before your expiration date. SAM will notify users by e-mail that their file is due to expire beginning 60 days prior to expiration, then 30 days and finally 15 days before expiration.

Submitting Request for Payment:

The contractor shall submit payment requests to the below address using Standard Form 1034, Public Voucher for Purchases and Services Other Than Personal. Supporting documentation necessary to substantiate your request may be submitted along with the SF 1034. Attached for your convenience is a

SF 1034.

Mail Invoices To:

National Hansen’s Disease Programs Attention: Finance Department 1770 Physicians Park Drive Baton Rouge, LA. 70816

Submit the SF 1034 and all supporting documentation. An electronic copy of the SF1034 in PDF format may be found at www.gsa.gov/portal/forms/download/115462.

Complete the SF 1034 following the directions below:

• In block entitled, Voucher No., enter the number of the voucher.

• In block entitled, U.S. Department, Bureau or Establishment and Location enter:

Contracting Office 1770 Physicians Park Drive Baton Rouge, LA 70816

• In the block entitled, Date Voucher Prepared, enter the date the voucher is prepared.

• In the block entitled, Contract Number and Date, enter the contract number under which reimbursement is claimed and the date the contract was signed. If billing for work done under a task order or BPA call, enter the contract number or Blanket Purchase Agreement number against which the order or call was issued. If you are simply billing for deliverables under a Purchase Order, leave this block blank and enter the order number in the block entitled, Number and Date of Order.

• In the block entitled, Requisition Number and Date, leave blank.

• In the block entitled, Payee’s Name and Address, enter the name and address as it appears on the contract. In the case of assignment of claims, also supply the remit to address of the organization to which payments are assigned. Enter the DUNS number in this block.

• In the block entitled, Number and Date of Order, enter the number and date of the Purchase

Order, task order or BPA call number.

• In the block entitled, Date of Delivery or Service, if billing monthly, enter the specific month/year that the cost were incurred. If billing for a period other than monthly, enter the beginning and ending dates of the cost incurrence period.

• In the block entitled, Articles or Services, enter a description of the articles or service provided.

If additional space is needed, provide in an attachment. Include the signed statement, “I certify that all payments requested are for appropriate purposes and in accordance with the contract.”

• In blocks entitled, Amount and Total, enter the total dollar amount claimed for this billing.

Vouchers without all required information will be denied until the proper information is submitted.

Inquiries:

Regarding payment, contact the Accounts Payable Section:

Attention: Finance Department 1770 Physicians Park Drive Baton Rouge, LA 70816 Telephone: 225-756-3811 Fax: 225-756-3806

Regarding technical issues, inspection and acceptance, call your Contracting Officer Representative

(COR).

Regarding suspension or rejection of invoice submitted, call your Contract Specialist.

Note: Your respective COR does not have the authority to (1) solicit quotes, (2) modify the stated terms of the award (i.e. change in price, change in scope of work), (3) issue instructions to the contractor to start or stop work, or (4) approve any action that will result in additional charges to the Federal Government. These changes are the sole responsibility of the Contracting Officer. The Federal Government will not be responsible for cost overruns or unauthorized procurements made by the vendor.

CONTRACTING OFFICER REPRESENTATIVE (COR):

The person identified below is hereby designated as the COR for this contract. The responsibility of the COR-is to ensure that the services as outlined in this contract are carried out by the contractor. To this end the COR will provide necessary information, direction, coordination, and et cetera, within scope of this contract. Issuance of changes which affect this contract such as scope or terms and conditions will be accomplished by the Contracting Officer who is the only party authorized to commit the Federal Government. The Contracting Officer shall unilaterally change the COR when necessary.

• COR

CAPT John Figarola National Hansen’s Disease Programs 1770 Physicians Park Drive Baton Rouge, LA 70816 Telephone; 225-756-3740 Email: jfigaola@hrsa.gov

INSPECTION AND ACCEPTANCE

The COR, as a duly authorized representative of the Contracting Officer, shall conduct monitoring of the contractors performance, evaluating the quality of services provided by the contractor and performing final inspections and acceptance of all deliverables.

CONTRACTOR FURNISHED

The contractor shall furnish all personnel needed for performance of this contract. The contractor or contractor personnel shall provide all uniforms and personal items needed for performance of this contract.

FEDERAL GOVERNMENT FURNISHED

The Federal Government shall furnish all material, facilities, and equipment needed for performance of this contract. The contractor shall be held liable for loss and damage due to neglect or abuse of Federal Government property by their personnel. Federal Government property, including telephones, shall be used for official business only. Federal Government property shall not be used in any manner for personal advantage, business gain or other personal endeavor.

The contractor and their personnel shall take all reasonable precautions, as directed by the Federal Government or in the absence of the Federal Governments direction, in accordance with sound commercial industry standards, to safeguard and protect personnel and Federal Government property.

UNIFORMS AND NAME TAGS

The contractor shall ensure that their personnel performing services under this contract wear appropriate dress casual clothing while at the place of performance.

The Federal Government will issue a pictorial identification to personnel performing services under this contract and the contractor shall ensure that they wear it at all times while at the place of performance, above the waist.

SITE CONDITIONS

The contactor shall be responsible for having ascertained pertinent knowledge about local conditions at the place of performance, such as, accessibility, parking and the general character of the area.

PARKING AT PLACE OF PERFORMANCE

Parking is available on a first come first served basis in approved areas near the place of performance.

Contractor personnel must have adequate license, registration and insurance. All place of performance traffic and parking regulations are applicable to contractor personnel.

COLLABORATION AT PLACE OF PERFORMANCE

Federal Government and various contractor personnel shall be performing work at the place of performance. To eliminate the possibility of work interference and delays, all are expected to cooperate with each other in a professional and positive manner, and coordinate activities to the fullest extent possible.

FIREARMS

Firearms shall not be bought onto, carried, or stored at the facility at any time.

NON-DISCRIMINATION

The contractor shall make no distinctions among patients under this contract on the basis of race, creed, nor national origin. For the purpose of this contract, distinctions on the ground of race, color, creed, or national origin include the following: Denying a patient any service or benefit or availability of a treatment, providing any service to a patient which is different or is provided in a different manner or at a different time from that provided to other patients under this contract; subjecting a patient to segregation or separate treatment in any matter related to his receipt of any service; restricting a patient in any way in the enjoyment of any advantage or privilege enjoyed by others, The assignment of time for the provision of services on the basis of race, color, creed, or national origin of the patients is prohibited.

DISCLOSURE OF INFORMATION

Information made available to the contractor by the Federal Government for the performance or administration of this contract shall be used only for those purposes and shall not be used in any other way without the written consent of the Contracting Officer.

The contractor agrees to assume responsibility for protecting the confidentiality of Federal Government records, which are not public information. The contractor and personnel provided by the contractor to whom information may be made available or disclosed shall be notified in writing by the contractor that such information may be disclosed only for a purpose and to the extent authorized herein.

Line Item Schedule:

Line Item Description Unit of

Issue Quantity Unit Price Total Price

Orthotics Technician Services

Base Period

Months 12

Orthotics Technician Services

Option Year One

Months 12

Orthotics Technician Services

Option Year Two

Months 12

Orthotics Technician Services

Option Year Three

Months 12

Orthotics Technician Services

Option Year Four

Months 12

Federal Acquisition Regulation (FAR) Contract Clauses

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 www.acquisition.gov/far.

Provisions at FAR 52.212-1 Instructions to Offerors–Commercial Items (JAN 2017), applies to this acquisition. The following addenda also apply:

1. General

Contained herein are the minimally acceptable requirements for quote information that is to be submitted in accordance with the following instructions for the format and content of quotes. Offeror’s shall submit the quote volumes stated below to be considered responsive to this solicitation, no exceptions. Failure to submit a completed quote by the time that quotes are due will result in the exclusion from further consideration by the Government for award.

Quotes shall stipulate that it is predicated upon all the terms and conditions of this solicitation. In addition, it must contain a statement to the effect that the quote is valid for a period of at least 90 days from the date of receipt by the Government. Offerors shall submit quotes and data comprehensive enough to provide the basis for a sound evaluation. The data and information should be precise, factual, and responsive and shall be keyed to each paragraph of the technical quote requirements as outlined below.

Quote information shall be submitted in separate volumes and clearly labeled. Each volume shall be separate and complete unto itself so that the evaluation of one volume may be accomplished independently of the evaluation of the other volume(s).

Quotes shall be submitted in three (3) volumes as follows:

Volume Title

I Technical Quote II Past Performance III Business Quote

The solicitation shall be signed by an official authorized to bind your organization and shall be submitted with your quote by email by the date and time specified on page 1 of the solicitation to Jennifer Lohmeier at JLohmeier@hrsa.gov.

All questions and/or inquiries concerning this solicitation shall be submitted via email to Jennifer Lohmeier at JLohmeier@hrsa.gov by 2PM EST, June 20, 2017. Questions submitted after the due date and time for questions will not be accepted. Any resulting addition, deletion, or change to the solicitation will be made by issuing a formal amendment. Offerors are instructed to contact only the issuing contract office in connection with any aspect of this requirement prior to contract award.

Electronic documents submitted as part of your quote shall be submitted in Word or PDF, single spaced, printable on 8.5 x 11-inch paper, paginated front to back, font 12 Times New Roman, .5 to 1 inch margins, and searchable. Pricing information shall be submitted in MS Excel format with formulas intact. Each page shall be numbered in a page X of Y format, for example; page 1 of 3, page 2 or 3, page 3 of 3. Each page shall include a header that states the organizational name and if applicable a footer on applicable pages that notes that proprietary information. Each volume shall be formatted to include a table of contents which corresponds to the section of that volume.

http://www.acquisition.gov/far mailto:JLohmeier@hrsa.gov

Technical Quote shall not exceed 20 pages, including attachments, addendums, resumes and other required appendices. Offerors are advised to strictly observe limitations on the length and format specified since review of the quote will be limited to 20 pages. There is no page limit for the business quote.

Where data and/or information appear in one volume, it does not have to be repeated in any other part.

However, if data and/or information does appear in more than one volume it shall be cross referenced by indicating the specific location including the volume and page number as a minimum. The clarity, relevance, and conciseness of the quote is important, not the length.

The Government will evaluate quotes in accordance with the evaluation criteria set forth within this solicitation.

This solicitation does not commit the Government to pay any cost for preparation or submission of a quote. In addition, the Contracting Officer is the only individual who can legally commit the Government to the expenditure of public funds in connection with this proposed acquisition.

United States Governmental, or Department of Health and Human Services, or Health Resources Services Administration, or National Hansen’s Disease Programs letterhead and/or logo should not be included in your quote. Your quote also should not include quotes from past contracts unless it is requested in the past performance section.

2. Technical Quote Instructions – Volume I

Volume I–Technical Quote shall not contain references to price/cost; however, resource information such as data concerning labor hours and categories, materials, subcontracts, past performance, etc., shall be contained in the technical quote so that the Offerors understanding of the statement of work may be evaluated. It shall disclose the technical approach in sufficient detail to provide a clear and concise presentation that includes the requirements of the technical quote instructions. Volume I–Technical Quote shall include a statement indicating whether or not any exceptions are taken to the terms and conditions of this solicitation as part of the quote transmittal letter. Any exceptions taken must include identification of the specific paragraphs and rationale for each exception. Exceptions shall also be noted in the quote, at the location of the exception.

In order to establish uniformity and to facilitate the evaluation, volume I shall be organized in the following sections:

1. Understanding of the Scope of Work and Functions of the Project

2. Technical Approach and Work Plan

3. Key Personnel

1. Understanding the Scope of Work and Functions of the Project

The Offeror shall demonstrate in their own words a clear understanding of the mission of the NHDP and of the objectives and tasks of the scope of work. The Offeror shall describe its understanding of peripheral nerve damage and the management of the secondary effects of nerve damage.

Offerors shall describe its approach to meeting the requirements including a description of its plan to recruit qualified key personnel.

Offerors shall submit its work plan for meeting the requirements set forth in the Statement of Work

(SOW).

The Offeror shall identify the individual(s) proposed to perform the Orthotics Technician tasks and provide a resume/CV. The quote shall describe the proposed candidate’s experience, including specifically the following minimum requirements:

• Must have 3 years of documented experience working with fabrication of orthotics, insoles, sandals and making shoe modifications.

• Must have 6 months of documented experience scanning feet, designing and fabricating orthotics with the AMFIT system.

• Must have a minimum of 1 year of experience working directly with patients.

• Must have at least 1 year of experience working with people affected by Hansen’s disease or equivalent neuropathic patient.

The Technician shall have an exceptional command of understanding and speaking the English language.

Résumés shall be included as an appendix, and individual résumés shall not exceed two (2) pages (not included in page limitation).

3. Past Performance Instructions – Volume II

The quote shall document the offerors experience, which shall include a statement of the mission and purpose, and general background of the organizational entity offering to conduct the work described in this contract. The quote shall include clear descriptions of prior contracts that are relevant to the content and approaches of this solicitation. Each description shall indicate the type of the contract, and the name, organization and phone number of an individual who could be contacted for information about the prior work. It is incumbent upon the Offeror to explain the relevance of all past performance data and information provided. The Government does not assume the duty to search for data to cure challenges with past performance data and information. The burden of providing thorough and complete past performance data and information remains with the Offeror.

The quote shall identify three (3) past performance references on same or similar work as required by this solicitation and completed within the past three (3) years. A list shall be included that cites these references and explains the relevance of each contract to this solicitation. The quote may include one (1) past performance reference for a subcontractor if a portion of the proposed work is to be subcontracted. If a past performance reference for a subcontractor is used, the quote shall state the subcontractor’s name, project manager’s name, street address, phone number, and e-mail address. The subcontractor’s past performance reference will be included in the maximum number of three (3) past performance references. In addition, offerors are responsible for ensuring that the provided references submit the past performance questionnaire form (Attachment A) as part of their quote by the solicitation closing date and time.

The past performance questionnaire is provided as Attachment (A) to this solicitation. Offerors shall complete section 1 of the attached past performance questionnaire and forward a copy of the entire questionnaire to be completed by the three (3) organizations identified as past performance references. Offerors shall advise the reference reporting organizations that: (a) the completed questionnaire is to be considered source selection sensitive in accordance with FAR 3.104 and (b) the completed questionnaire shall be returned by email to Jennifer Lohmeier at JLohmeier@hrsa.gov by 2PM EST, June 30, 2017.

Any questionnaires received from organizations other than those identified as the three (s) past performance references will not be considered. In accordance with FAR 15.306, the Offeror may be given the opportunity to address adverse past performance information obtained from the questionnaires to which the Offeror has not previously had an opportunity to respond.

Offerors are reminded that both independent data (such as information obtained from PPIRS databases, other databases available to the Government, and any and all sources including sources outside of the Government) and data provided by the offerors in their past performance…