SFSU_-_SFHC_Grounds_Maintenance.doc

Request for Proposal No. 18-242-SOL-00022

GROUNDS MAINTENANCE SERVICES – SANTA FE SU & SAN FELIPE HC

Section B - Supplies or Services and Price/Costs B.1

PRICES/COST SCHEDULE:

The pricing/cost to include all mandatory Federal, State and local taxes. It is the sole responsibility of the contractor to collect and pay for all New Mexico State Gross Receipt Taxes for business/work performed in the State of New Mexico, regardless of county the business/work was performed.

Base Year: TBD through TBD Estimated Requirements:

Labor – Grounds Maintenance Services – Santa Fe Indian Hospital

(Includes Materials & Miscellaneous)

1 – Forman Lead Person

1872 HR

(Includes 2 – Laborers) Labor – Grounds Maintenance Services – San Felipe Health Clinic

HR

(Includes 2 – Laborers)

Snow and Ice Removal Services – Santa Fe Indian Hospital

Emergency Snow Removal

Snow and Ice Removal Services – San Felipe Health Clinic

5.

Subtotal

First Year Option: TBD through TBD Estimated Requirements:

Second Year Option: TBD through TBD Estimated Requirements:

Third Year Option: TBD through TBD Estimated Requirements:

Fourth Year Option: TBD through TBD Estimated Requirements:

Grand Total

A firm fixed price contract will be awarded for a base year with four one-year option for renewals. Total award shall not exceed five years. Option year renewals will be on the basis of satisfactory services provided availability of funds for the appropriate fiscal year, and on the basis of existing requirements.

B.2 IHS POINT OF CONTACT:

A.

The major responsibility of the IHS Point of Contact is to ensure contractor accountability, monitor performance, and assist the contractor in the resolution of problems encountered during the performance.

B.

The IHS Contracting Officer's Representative (COR) shall be responsible for:

1. Monitoring the Contractor’s progress;

2. Assisting the Contractor in the resolution of technical problems encountered during performance and;

3. Requesting UFMS receipts and processing invoices for payment under this contract.

C.

Al Garcia is designated as the IHS COR for this contract.

B.3

REVIEW, APPROVAL AND EVALUATION

Review and approval of the work hereunder shall be performed by the Contracting Officer or his duly authorized representative.

Evaluation of services performed under this firm fixed price contract will be made jointly by the Contractor and the Government Contracting Officer's Representative (COR) during the term of this contract and results of such evaluation made a part of the contract file. The evaluation report will be directed toward the progress made in meeting the contract objectives. Evaluation will be conducted on a date mutually agreed to between the Contractor and Government (COR).

B.4

QUALITY ASSURANCE

The work of the Contractor is subject to review as part of the Service Unit Quality Assurance Program. Review will consist of assignments accomplished, and (COR) review of work. The Contractor is required to correct any deficiencies identified failure to take corrective action may result in termination of the contract.

Section C - Description/Spec./Statement of Work C.1

SCOPE OF WORK:

PERFORMANCE WORK STATEMENT (PWS)

GROUNDS MAINTENANCE SERVICES

SANTA FE INDIAN HOSPITAL – SANTA FE SERVICE UNIT

SAN FELIPE HEALTH CLINIC –SANTA FE SERVICE UNIT

Part 1

General Information

1. General: This is a non-personnel services contract to provide Grounds Maintenance Services. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract 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, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Grounds Maintenance 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 purpose of this contract is to provide Grounds Maintenance Services to ensure a safe, clean, and hazard free environment for patients, staff, and visitors.

1.3 Objectives: The purpose of this contract is to provide Grounds Maintenance Services to ensure a safe, clean, and hazard free environment for patients, staff, and visitors.

1.4 Scope: Grounds Maintenance Services include general maintenance and seasonal services as described in this Scope of Work.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years.

1.6 General Information

1.6.1 Recognized Holidays: The contractor is not required to perform services on Federal holidays.

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

1.6.2 Hours of Operation: The contractor is responsible for conducting business, between the hours of 8:00 a.m. to 4:30 p.m., Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

1.6.3 Place of Performance: The work to be performed under this contract will be performed at the Santa Fe Indian Hospital, Santa Fe, New Mexico, and San Felipe Health Clinic, San Felipe Pueblo, New Mexico. The required work shall be inclusive of all buildings, parking lots, sidewalks, landscape and grounds for these facilities as shown on the attached site plans. The Santa Fe Campus consists of five buildings on 9.5 acres. The San Felipe Clinic is a single 2,440 sq ft. building and sits on approximately 2 acres of land within the San Felipe Pueblo. See attachments of aerial view for each site.

1.6.4 Type of Contract: The government will award a firm fixed price contract.

1.6.5 PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment and property provided for contractor use.

1.6.6 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation 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 contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.7 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.8 Key Personnel: The follow personnel are considered key personnel by the government: Owner, Contract Manager, Foreman, and Laborers. 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 contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. to 4:30 p.m., Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

1.6.9 Identification of Contractor Employees: All contract personnel performing grounds maintenance services are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. All crew members shall be distinguished by wearing uniforms with the company logo and shall wear Government Contractor badges provided by the Service Unit.

PART 2

DEFINITIONS & ACRONYMS

2. Definitions and Acronyms:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

CFR

Code of Federal Regulations

CONUS

Continental United States (excludes Alaska and Hawaii)

COR

Contracting Officer Representative

COTS

Commercial-Off-the-Shelf

FAR

Federal Acquisition Regulation

HIPAA

Health Insurance Portability and Accountability Act of 1996

KO

Contracting Officer

OCI

Organizational Conflict of Interest

OCONUS

Outside Continental United States (includes Alaska and Hawaii)

ODC

Other Direct Costs

PIPO

Phase In/Phase Out

POC

Point of Contact

PRS

Performance Requirements Summary

PWS

Performance Work Statement

QA

Quality Assurance

QAP

Quality Assurance Program

QASP

Quality Assurance Surveillance Plan

QC

Quality Control

QCP

Quality Control Program

TE

Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Utilities: The Government will provide electrical connections for equipment and exterior water connections that are required for performance of the grounds services. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

3.2 Materials: The Government will provide standard 30 gallon exterior trash containers for the facilities.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2. Materials: The Contractor shall provide all necessary materials in the performance of this scope including, but not limited to, trash bags, fertilizer, jobe stakes, and ice melt, .

4.3. Equipment: The Contractor shall provide all necessary hand and mechanical equipment for street and parking lot cleaning and landscape maintenance to meet the requirements of this scope. Vacuum and blower equipment, specifically designed for outdoor use and care, shall be permitted in the parking lots, sidewalks, and throughout the grounds. The contractor shall not use blowers near the entrances to the hospital and buildings and near HVAC fresh air intakes.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services.

5.1.1 The contractor shall provide a written service order each week with the dates of service, hours worked, and summary of services performed. The service order shall include information regarding any problems or issues that the Maintenance department should be made aware of.

5.1.2 The Contractor shall provide cut sheets for all chemical products to be used, including MSDS sheets, prior to start of work for review and approval.

5.1.3 The Contractor shall provide information on all equipment and power tools to be used during the performance of these services.

5.1.4 The contractor shall submit invoices shall monthly and shall be all-inclusive of all required costs and applicable taxes. Invoices shall be submitted to the COR for review and recommendation. The invoices shall, at a minimum, include the following: Contract number, Contractor’s Name and Address, Contractor’s DUN’s Number, Invoice number, Invoice period, Valid Signature and Current Date.

5.2. Facility Procedures:

5.2.1 The Contractor shall attend and participate in an initial meeting with the COR/Facility Manager, Supervisory Maintenance Mechanic and Maintenance staff within two weeks from the date of Notice to Proceed (NTP) from the Contracting Office. The pre-performance meeting agenda shall include, at a minimum, a review of the specific facility’s Contractor procedures, safety and security measures, work schedule, and any required coordination. Services will not commence until after the pre-performance meeting has been held.

5.2.2 The Contractor shall perform all general maintenance work during normal business hours, 8:00 a.m. to 4:30 p.m., on Monday, Wednesday, and Friday, excluding Federal Holidays. Authorization other than normal work hours shall be coordinated and approved in advance with the Facility Maintenance Supervisor/Contracting Officer Representative (COR).

5.2.3 The Contractor shall perform services at Santa Fe Indian Hospital (SFIH) 3 days a week, 4 hours per day, on Monday, Wednesday and Friday. Work at San Felipe Health Center (SFHC) shall be 3 days a week, 2 hours each day on Monday, Wednesday and Friday. Any changes to the schedule shall be coordinated in advance with the Facility Maintenance Office and/or COR.

5.2.4 The Contractor shall coordinate all work with the respective Facility Maintenance Contact. All work is to be performed and completed while the facilities remain in operation. The Contractor shall ensure that the services do not disrupt patient care.

5.2.5 The Contractor shall sign in and out with the Facility Maintenance office during every visit when arriving on site and when work is completed. A Contractor’s badge shall be provided to each crew member on site and shall be worn as work is performed. Badges shall be returned at the end of the work day or at the end of the service period as determined by the Facility/Project Manager.

5.2.6 The Contractor shall ensure that the crew consists of one Foreman and two laborers. The Foreman shall be on site at all times.

5.2.7 The Contractor shall provide safety vests and safety glasses for their crew members while performing services. The Contractor shall adhere to all policies, standards, and requirements of the respective facility while on site. Safety procedures shall be strictly adhered to at all times.

5.2.8 The Contractor shall be aware that the San Felipe Health Clinic is located on Tribal land and is subject to closure to non-residents for Tribal purposes. The Contractor shall adhere to all Tribal requirements and regulations while on site and re-schedule services as necessary with the Facility Maintenance Office or COR.

5.3 General Maintenance: The Contractor shall be responsible for the maintenance of the grounds which will include, at a minimum, landscape maintenance, parking lot cleaning, street cleaning, collection and disposal of all trash and debris, and other grounds maintenance at each facility. The Government will provide 30 gallon exterior trash containers for the facilities and a water source for cleaning as described in this PWS.

The Contractor shall perform the following services each day or as noted:

5.3.1 Remove filled trash container liners from all receptacles and replace with new liners. Liners shall be sized for the containers and rated for exterior use.

5.3.2 Clean and wash the interior and exterior of trash containers a minimum of once a week or as needed.

5.3.3 Pick up trash and debris from parking lots, gutters, porches, entrances, and throughout the facility campus to maintain a clean appearance and safe conditions.

5.3.4 Sweep and clean all sidewalks and outdoor concrete stairways to provide clear access for all users. All areas near building entryways shall be hand swept to avoid dirt and debris from entering the buildings.

5.3.5 Remove weeds and leaves throughout the grounds by hand or mechanical methods.

5.3.6 Trim all bushes and trees to prevent overhanging, brushing against buildings or fences, and obstruction of walkways and parking spaces a minimum of twice per month or as needed.

5.3.7 Water all plants, bushes, and trees, except in the event of rain, a minimum of once per week during the months of March to September and as scheduled with the Facility Maintenance.

5.3.8 Haul away all collected trash, debris, tree trimmings, clippings, and all undesirable materials from grounds after every site visit to an appropriate and approved waste facility.

5.4 Seasonal: The contractor shall provide the following seasonal services. These services shall be coordinated and scheduled with the Facility Maintenance Supervisor/COR.

5.4.1 Fertilizer: The Contractor shall provide MSDS information to the Facility Maintenance Supervisor for any fertilizer to be used prior to application. Fertilizer and tree jobe stakes shall be applied only under the supervision of the Maintenance Department and shall be scheduled accordingly.

5.4.2 Leaf Removal: The contractor shall remove all fallen leaves during the fall season a minimum of once a month or as needed. A schedule shall be coordinated with the Facility Maintenance Supervisor to ensure that the grounds are clear of leaves and provide a safe environment.

5.4.3 Pruning: The Contractor shall prune and trim all trees and bushes once per year to facilitate new growth. Trees near fence lines shall be trimmed to prevent extending over the property. All dead limbs shall be removed and properly disposed of.

5.4.4 Snow Removal: During winter months, the Contractor shall provide snow and ice removal at all sites on an as needed basis. Notification will be coordinated with the Maintenance Department. The Contractor shall perform these services on all sidewalks and parking lots before 8:00 a.m. during business days to provide safe access for all employees, patients, and visitors.

5.4.4.1 The Contractor shall clear all snow and remove ice from all sidewalks by hand or with approved devices.

5.4.4.2 The contractor shall clear all snow from parking lots with snow plow and/or ice removing equipment.

5.4.4.3 The contractor shall provide ice melt and spread on all sidewalks and parking lots after snow and ice removal. Application of ice melt shall be performed according to manufacturer instructions.

DELIVERABLES SCHEDULE

Performance Requirements Summary

Required Services

(Tasks)

Incentive (Positive and/or Negative) (Impact on Contractor Payments)

# 1.

The contractor shall perform the following services each day on site or as noted in the PWS sections 5.3.

# 2

The contractor shall perform the following seasonal services or as noted in PWS section 5.4.

#3

The contractor shall provide emergency snow removal per call or as noted in PWS section 5.4.4.

SECTION D – PACKAGING AND MARKING

D.1

MARKING

Each package shall be delivered to the address shown in Section G.1.3 entitled “Contracting Officers’ Representative Appointment and Authority” and shall be clearly marked as follows:

· Name of Contractor

· Contract Number

· Description of Items Contained Therein

· Consignee’s Name and Address

SECTION E- INSPECTION AND ACCEPTANCE

Clauses Incorporated By Reference

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address. https://www.acquisition.gov/Far/

FAR Clauses Incorporated By Reference

E-1 FAR 52.246-4 INSPECTION OF SERVICES – FIXED PRICE (Aug 1996)

SECTION F - DELIVERIES AND PERFORMANCE

CLAUSES INCORPORATED BY REFERENCE

This contract incorporates, in accordance with FAR 52.252-2 “Clauses Incorporated By

Reference” (See Section I), one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address. https://www.acquisition.gov/Far/ F-1 FAR 52.242-15 STOP WORK ORDER (Aug 1989)

F-2 PERIOD OF PERFORMANCE

Performance of this firm fixed price contract shall be for a twelve-month period from May 1, 2018 or “Date of Award” through April 30, 2019 with option to extend performance for four (4) – one (1) year options.

If the Government exercises its option pursuant to the clause entitled, “Option to Extend the Term of the Contract” (FAR 52.217-9), the period of performance will be extended in accordance with the following schedule:

OPTION YEAR PERFORMANCE PERIODS

Option Year 1 – From TBD through TBD Option Year 2 – From TBD through TBD Option Year 3 – From TBD through TBD Option Year 4 – From TBD through TBD F.3 GOVERNMENT HOLIDAYS (https://www.federalpay.org/holidays)

New Year’s Day

Martin Luther King’s Birthday

President’s Day

Memorial Day

Independence Day

Labor Day

Columbus Day

Veteran’s Day

Thanksgiving Day

Christmas Day

Other days deemed as holidays.

F.4

PLACE OF PERFORMANCE

Primary place of performance shall be at the following facilities:

Santa Fe Service Unit

1700 Cerrillos Road

Santa Fe, NM 87505

San Felipe Health Clinic

Cedar Street

San Felipe, NM 87001 F.5

REPORTING REQUIREMENTS

The contractor shall be responsible for preparation and submission of the reports as required under Section C, Section III, Item B.

All required reports to be submitted to the IHS Contracting Officer’s Representative for his/her certification and acceptance of reports.

SECTION G - CONTRACT ADMINISTRATION DATA

G.1

CONTRACTING OFFICER RESPONSIBILITY

Authority to negotiate changes in terms, conditions, or amounts cited in this contract is reserved to the Contracting Officer.

G.1.1

CONTRACTING OFFICER

The IHS Contracting Officer (CO) is the only individual authorized to modify this Contract. The CO responsible for administrative and contractual issues concerning this Contract is:

Dawn Sekayumptewa, Contracting Officer (CO)

Indian Health Service/Division of Contracts & Grants Management (DCGM)

4101 Indian School Road NE

Albuquerque, NM 87110

Phone: 505-256-6758

Email: dawn.sekayumptewa@ihs.gov

All communications pertaining to contractual and/or administrative matters under the firm fixed price contract shall be sent to the address above and to the following Contract Specialist:

G.1.2

CONTRACT SPECIALIST

All Contract administration shall be performed by:

Patricia Trujillo, Contract Specialist (CS)

Indian Health Service/Division of Contracts & Grants Management (DCGM)

4101 Indian School Road NE

Albuquerque, NM 87110

Phone: 505-256-6754

Email: patricia.trujillo@ihs.gov

G.1.3

CONTRACTING OFFICER’S REPRESENTATIVE (COR) APPOINTMENT AND AUTHORITY

The name and address of the COR assigned to this contract is:

Al Garcia, Facilities

Santa Fe Indian Hospital

1700 Cerrillos Road

Santa Fe, NM 87505

Phone: 505-946-9456

Email: al.garcia@ihs.gov

The name and address of the Alternate COR assigned to this contract is:

Deanne Waconda, Environmental Engineer

Indian Health Service, Office of Environmental Health & Engineering 4101 Indian School Road, N.E., Suite 225

Albuquerque, NM 87110

Phone: 505-256-676802

Email: deanne.waconda@ihs.gov

G.1.4

TECHNICAL MONITORING

(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 task areas outlined in the statement of work are accomplished satisfactorily.

(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:

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

(2). Constitutes a change as defined in the clause entitled “Changes”;

(3). In any manner causes an increase or decrease in the contract price, or the time required for contract performance;

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

(5). Interferes with the Contractor's right to perform under the terms and conditions of the contract; or

(6). Directs, supervises or otherwise controls the actions of the Contractor's employees.

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

(d) 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 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.

(e) 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.7

INVOICE SUBMISSION

The Contractor shall submit invoices once per month. A complete invoice with all required documentation shall be sent electronically via e-mail to:

1.

Contracting Officer’s Representative (COR): Al Garica, 505-946-9456, al.garcia@ihs.gov.

2. Alternate Contracting Officer’s Representative (COR): Deane Waconda, 505-256-6708, deanne.waconda@ihs.gov

3.

Buyer: Patricia Trujillo, patricia.trujillo@ihs.gov

4.

Albuquerque IHS Finance Office, ALB_AOAPinvoices@ihs.gov .

* No other non-invoice related documents (i.e. deliverables, reports, balance statements) shall be sent to the CS or ALB Finance. Failure to submit directly to the offices listed above will delay prompt payment of your invoice.

For invoices submitted by email, the subject line of your email invoice submission shall contain the Contractor’s name, contract number, and invoice. The Contractor shall send one email per contract monthly. The email may have multiple invoices for the contract. Invoices must be in one of 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, TIFF, or Word).

Additionally, the Contractor is required to include its Data Universal Numbering System (DUNS) number on each invoice. For additional information about the Dun & Bradstreet (D&B) DUNS number, please visit http://fedgov.dnb.com/webform.

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

All information set forth in FAR Clause 52.212-4(g), Invoice, must be included in all invoices for it to constitute a proper invoice.

FAR 52.212-4(g) Invoice.

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

(i) Name and address of the Contractor;

(ii) Invoice date and number;

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

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

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

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

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

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

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

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

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

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

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

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

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 of1996, all payments under this contract 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.

Failure to submit directly to the offices listed above will delay prompt payment of your invoice.

(b) Contractor must have a signed Delivery Order issued by a designated and authorized IHS representative prior to performing services. Delivery of services provided prior to issuance of a delivery order may result in delay of payment or nonpayment.

(c) Delivery Orders shall set forth the scope of services and estimated costs. Extent of services is based on the estimates of the Government professional responsible for the referral.

G.8

GOVERNMENT FURNISHED PROPERTY

The Government will provide the following item(s) of Government property to the Contractor for use in the performance of this contract. This property shall be used and maintained by the Contractor in accordance with provisions of FAR Clause 52.245-1, Government Property hereby incorporated by reference into the contract in accordance with FAR clause 52.252-2 “Clauses Incorporated by Reference” found herein.

SFSU & SFHC

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1

CONTRACTOR PERFORMANCE EVALUATION REPORT

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

SECTION I - CONTRACT CLAUSES

52.212-2 Evaluation-Commercial Items.

As prescribed in 12.301(c), the Contracting Officer may insert a provision substantially as follows:

Evaluation-Commercial Items (Oct 2014)

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price will be considered. The following factors shall be used to evaluate offers:

_Lowest Price Technically Acceptable _________________

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

52.212-3 Offeror Representations and Certifications Commercial Items.

As prescribed in 12.301(b)(2), insert the following provision:

Offeror Representations and Certifications Commercial Items (Nov 2017)

The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (u) of this provision.

(a) Definitions. As used in this provision.

“Economically disadvantaged women-owned small business (EDWOSB) concern” means a small business concern that is at least 51 percent directly and unconditionally owned by, and the management and daily business operations of which are controlled by, one or more women who are citizens of the United States and who are economically disadvantaged in accordance with 13 CFR part 127. It automatically qualifies as a women-owned small business eligible under the WOSB Program.

“Highest-level owner” means the entity that owns or controls an immediate owner of the offeror, or that owns or controls one or more entities that control an immediate owner of the offeror. No entity owns or exercises control of the highest level owner.

“Immediate owner” means an entity, other than the offeror, that has direct control of the offeror. Indicators of control include, but are not limited to, one or more of the following:

ownership or interlocking management, identity of interests among family members, shared facilities and equipment, and the common use of employees.

“Inverted domestic corporation”, means a foreign incorporated entity that meets the definition of an inverted domestic corporation under 6 U.S.C. 395(b), applied in accordance with the rules and definitions of 6 U.S.C. 395(c).

“Manufactured end product” means any end product in product and service codes (PSCs) 1000-9999, except.

(1) PSC 5510, Lumber and Related Basic Wood Materials;

(2) Product or Service Group (PSG) 87, Agricultural Supplies;

(3) PSG 88, Live Animals;

(4) PSG 89, Subsistence;

(5) PSC 9410, Crude Grades of Plant Materials;

(6) PSC 9430, Miscellaneous Crude Animal Products, Inedible;

(7) PSC 9440, Miscellaneous Crude Agricultural and Forestry Products;

(8) PSC 9610, Ores;

(9) PSC 9620, Minerals, Natural and Synthetic; and

(10) PSC 9630, Additive Metal Materials.

“Place of manufacture” means the place where an end product is assembled out of components, or otherwise made or processed from raw materials into the finished product that is to be provided to the Government. If a product is disassembled and reassembled, the place of reassembly is not the place of manufacture.

“Predecessor” means an entity that is replaced by a successor and includes any predecessors of the predecessor.

“Restricted business operations” means business operations in Sudan that include power production activities, mineral extraction activities, oil-related activities, or the production of military equipment, as those terms are defined in the Sudan Accountability and Divestment Act of 2007 (Pub. L. 110-174). Restricted business operations do not include business operations that the person (as that term is defined in Section 2 of the Sudan Accountability and Divestment Act of 2007) conducting the business can demonstrate.

(1) Are conducted under contract directly and exclusively with the regional government of southern Sudan;

(2) Are conducted pursuant to specific authorization from the Office of Foreign Assets Control in the Department of the Treasury, or are expressly exempted under Federal law from the requirement to be conducted under such authorization;

(3) Consist of providing goods or services to marginalized populations of Sudan;

(4) Consist of providing goods or services to an internationally recognized peacekeeping force or humanitarian organization;

(5) Consist of providing goods or services that are used only to promote health or education; or

(6) Have been voluntarily suspended.

“Sensitive technology”.

(1) Means hardware, software, telecommunications equipment, or any other technology that is to be used specifically.

(i) To restrict the free flow of unbiased information in Iran; or

(ii) To disrupt, monitor, or otherwise restrict speech of the people of Iran; and

(2) Does not include information or informational materials the export of which the President does not have the authority to regulate or prohibit pursuant to section 203(b)(3) of the International Emergency Economic Powers Act (50 U.S.C. 1702(b)(3)).

“Service-disabled veteran-owned small business concern”.

(1) Means a small business concern.

(i) Not less than 51 percent of which is owned by one or more service-disabled veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled veterans; and

(ii) The management and daily business operations of which are controlled by one or more service-disabled veterans or, in the case of a service-disabled veteran with permanent and severe disability, the spouse or permanent caregiver of such veteran.

(2) Service-disabled veteran means a veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).

“Small business concern” means a concern, including its affiliates, that is independently owned and operated, not dominant in the field of operation in which it is bidding on Government contracts, and qualified as a small business under the criteria in 13 CFR Part 121 and size standards in this solicitation.

“Small disadvantaged business concern”, consistent with 13 CFR 124.1002, means a small business concern under the size standard applicable to the acquisition, that.

(1) Is at least 51 percent unconditionally and directly owned (as defined at 13 CFR 124.105) by.

(i) One or more socially disadvantaged (as defined at 13 CFR 124.103) and economically disadvantaged (as defined at 13 CFR 124.104) individuals who are citizens of the United States; and

(ii) Each individual claiming economic disadvantage has a net worth not exceeding $750,000 after taking into account the applicable exclusions set forth at 13 CFR 124.104(c)(2); and

(2) The management and daily business operations of which are controlled (as defined at 13.CFR 124.106) by individuals, who meet the criteria in paragraphs (1)(i) and (ii) of this definition.

“Subsidiary” means an entity in which more than 50 percent of the entity is owned.

(1) Directly by a parent corporation; or

(2) Through another subsidiary of a parent corporation.

“Veteran-owned small business concern” means a small business concern.

(1) Not less than 51 percent of which is owned by one or more veterans (as defined at 38 U.S.C. 101(2)) or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more veterans; and

(2) The management and daily business operations of which are controlled by one or more veterans.

“Successor” means an entity that has replaced a predecessor by acquiring the assets and carrying out the affairs of the predecessor under a new name (often through acquisition or merger). The term “successor” does not include new offices/divisions of the same company or a company that only changes its name. The extent of the responsibility of the successor for the liabilities of the predecessor may vary, depending on State law and specific circumstances.

“Women-owned business concern” means a concern which is at least 51 percent owned by one or more women; or in the case of any publicly owned business, at least 51 percent of its stock is owned by one or more women; and whose management and daily business operations are controlled by one or more women.

“Women-owned small business concern” means a small business concern.

(1) That is at least 51 percent owned by one or more women; or, in the case of any publicly owned business, at least 51 percent of the stock of which is owned by one or more women; and

(2) Whose management and daily business operations are controlled by one or more women.

“Women-owned small business (WOSB) concern eligible under the WOSB Program” (in accordance with 13 CFR part 127), means a small business concern that is at least 51 percent directly and unconditionally owned by, and the management and daily business operations of which are controlled by, one or more women who are citizens of the United States.

(b)(1) Annual Representations and Certifications. Any changes provided by the offeror in paragraph (b)(2) of this provision do not automatically change the representations and certifications posted on the SAM website.

(2) The offeror has completed the annual representations and certifications electronically via the SAM website accessed through http://www.acquisition.gov. After reviewing the SAM database information, the offeror verifies by submission of this offer that the representations and certifications currently posted electronically at FAR 52.212-3, Offeror Representations and Certifications Commercial Items, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard applicable to the NAICS code referenced for this solicitation), as of the date of this offer and are incorporated in this offer by reference (see FAR 4.1201), except for paragraphs ______________.

[Offeror to identify the applicable paragraphs at (c) through (t) of this provision that the offeror has completed for the purposes of this solicitation only, if any.

These amended representation(s) and/or certification(s) are also incorporated in this offer and are current, accurate, and complete as of the date of this offer.

Any changes provided by the offeror are applicable to this solicitation only, and do not result in an update to the representations and certifications posted electronically on SAM.]

(c) Offerors must complete the following representations when the resulting contract will be performed in the United States or its outlying areas. Check all that apply.

(1) Small business concern. The offeror represents as part of its offer that it □ is, □ is not a small business concern.

(2) Veteran-owned small business concern. [Complete only if the offeror represented itself as a small business concern in paragraph (c)(1) of this provision.] The offeror represents as part of its offer that it □ is, □ is not a veteran-owned small business concern.

(3) Service-disabled veteran-owned small business concern. [Complete only if the offeror represented itself as a veteran-owned small business concern in paragraph (c)(2) of this provision.] The offeror represents as part of its offer that it □ is, □ is not a service-disabled veteran-owned small business concern.

(4) Small disadvantaged business concern. [Complete only if the offeror represented itself as a small business concern in paragraph (c)(1) of this provision.] The offeror…