18-250-SOL-00038_Combined_Synopsis-Solicitaiton.pdf

Title: BHW Scholar and Student to Service Site Visit and Relocation Services; Solicitation 18-250-SOL-00038

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

General Information

Document Type: Combined Synopsis/Solicitation Solicitation Number: 18-250-SOL-00038 Posted Date: February 13, 2018 Date, Time and Place Where Offers are Due: March 6, 2018 at 4:30PM (EST) Patrick Mauro at pmauro@hrsa.gov Classification Code: R706 NAICS Code: 541614

Contracting Office Address

Health Resources and Services Administration Office of Acquisition Management & Policy 5600 Fishers Lane, Room 14W08 Rockville, MD 20857

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (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, proposals 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 (18-250-SOL-00038) is a Request for Quotations (RFQ).

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-96.

This is a Time and Materials requirement. The Government is not responsible for payment exceeding the award amount.

Statement of Work

I. Background

The U.S. Department of Health and Human Services (HHS), Health Resources and Services Administration (HRSA), Bureau of Health Workforce (BHW) mission is to improve the health of underserved and vulnerable populations by strengthening the health workforce and connecting skilled professionals to communities in need. BHW recruits health care providers through the National Health Service Corps (NHSC) scholarship and loan repayment programs that help

Title: BHW Scholar and Student to Service Site Visit and Relocation Services; Solicitation 18-250-SOL-00038 underserved communities and health care shortage facilities recruit and retain qualified primary health care providers.

The NHSC Student to Service (S2S) Loan Repayment and Scholarship programs help ensure financial burden is not an obstacle to practicing primary care as a medical, dental, or mental and behavioral health provider. Program participants provide primary health care to underserved populations, in communities designated as Health Professional Shortage Areas (HPSAs), in the United States, Puerto Rico, the Virgin Islands, American Samoa, Guam, and the Trust Territories.

BHW is responsible for recruiting qualified applicants to the NHSC loan repayment and scholarship programs. The bureau is also dedicated to ensuring loan repayment and scholarship program recipients are supported throughout their service with the goal of retaining them in the nation’s underserved communities beyond their program commitment, ultimately strengthening and growing the nation’s primary care workforce for the long-term.

Since 1972, the NHSC has been building healthy communities by supporting qualified medical, dental, and mental and behavioral health care providers working in areas of the United States with limited access to care. Today, the Corps is a network of over 16,000 health care sites in urban, rural, and frontier areas with close to 9,000 primary health care professionals providing culturally competent primary care to the underserved. More than 80 percent of NHSC participants continue to work in HPSAs after their commitment to the NHSC has been fulfilled, which means communities in areas with a shortage of health care providers are gaining long-term access to needed primary care services.

The NHSC Scholarship Program pays tuition, required fees, other educational costs and provides a living stipend while in school in return for a service commitment of up to four years. Upon graduation, NHSC scholars are required to fulfill their service requirement at NHSC-approved sites that meet the minimum HPSA score for their placement class. The minimum score is based on need and determined annually for each scholar class entering the job placement cycle.

The NHSC S2S program provides up to $120,000 to medical (MD and DO) or dental (DDS or DMD) students in their final year of school in return for a commitment to provide primary health care full time for at least 3 years at an approved NHSC site in a HPSA score that meets the designated S2S threshold for greatest need.

To assist the Scholar and S2S program participants with the transition to service, the BHW Division of Regional Operations (DRO) serves as placement advisors to help the participants with identifying eligible sites to fulfill their service commitment, guiding them through the site visit and relocation process, and ensuring that all required documentation is submitted before placement. Program participants are allotted up to $1,200 to conduct site visits and interviews to potential employment with sites. All site visit requests must be submitted by the participant though the BHW Portal and be pre-approved by DRO staff before going forward to the selected contractor to arrange travel and lodging. The standard site visit request for approval is 3 days/2 nights, but participants may request an extension for additional nights if they will be interviewing with more than one NHSC-approved site. The costs covered by the NHSC for a

Title: BHW Scholar and Student to Service Site Visit and Relocation Services; Solicitation 18-250-SOL-00038 standard site visit are roundtrip airfare, two nights of hotel lodging and three days of meals and incidentals. Participants are also permitted to bring one family member along on one site visit.

An additional one-time usage allotment of up to $1200 is provided for family member travel.

The NHSC will cover roundtrip airfare and three days of meals and incidentals out of the family member’s allotment. Family members are only approved for one standard site visit.

Once a Scholar or S2S participant has secured employment with an eligible site and has uploaded all of the required documents, DRO and the selected contractor will also assists with the relocation process. All requests must be submitted through the BHW Portal and be approved prior to relocating. Scholars and S2S participants are allotted up to $10,000 for a one-time move of up to 18,000 pounds of household goods from their current location to the NHSC-approved site where they have secured a job. The move must be 50 miles or more from both their job and new residence in order to be eligible for the $10,000 relocation allotment. Most moves are within the Continental United States; however, there are occasions where the relocation will be to one of the U.S. territories, Alaska, or Hawaii. In such cases, the $10,000 maximum allotment may be increased to a maximum of $25,000 to accommodate the higher relocation costs. The general timeframe we ask of our program participants is to submit a site visit for approval is 14 days in advance of the travel start date and 21 days in advance of the requested relocation date. This will give the contractor ample time to secure the best possible options for travel and logistics.

However, last minute interviews and job offers do happen and participants may not always be able to give the advance notice that is requested for site visits and relocation; occasionally, the timeframe may be exceedingly tight. The contractor must be able to accommodate situations when travel and/or logistics will need to be arranged within a short time frame.

This statement of work covers travel and relocation funding, logistics, and support for NHSC Scholarship and S2S program participants to site visit and relocate to high need areas where they will provide care to the underserved. Annually, the scholar and S2S class can be upwards of 300 participants, of which all have the option to use the provided site visit and relocation allotment.

The contractor must be able to handle this level of effort in an efficient and effective manner.

BHW places a high value on customer service, and expects contractors to hold themselves to the same standard.

II. Purpose / General Description

The purpose of this contract is to provide site visit and relocation funding, travel preparation, logistics and support to participants in the NHSC Scholarship and S2S Programs. The contractor shall provide all services in an efficient and timely manner. These services include providing support and counseling on approved travel and relocation guidelines and eligible expenses, tracking participants travel activity and managing their individual travel and relocation allotments, coordinating and preparing travel and relocation logistics, and reviewing and processing reimbursement of eligible expenses.

III. Period of Performance / Place of Performance

Title: BHW Scholar and Student to Service Site Visit and Relocation Services; Solicitation 18-250-SOL-00038

The period of performance for this contract shall be one twelve-month (12) base period with four twelve-month (12) option years (exact dates to be entered at time of award). The place of performance for this contract shall be the contractor’s facility.

IV. Tasks

Task 1.0 Kick-Off Meeting

Within 10 days of contract award, the Contractor shall conduct an initial meeting with the Contracting Officer’s Representative (COR) and other DRO staff to discuss the expectations of the contract, timelines for each task and other administrative arrangements.

Task 1.1 Review of Scholar and S2S Program Travel and Relocation Guidance

Prior to the kick-off meeting the contractor shall review in the entirety, the BHW Scholar and S2S Program Travel and Relocation Guide (Attachment A), which cover the programs’ site visit and relocation travel rules and regulations.

Task 2.0 Reporting Requirements

Task 2.1 Monthly Progress Reports

On the 5th of each month, the Contractor shall submit monthly progress reports to the COR discussing work completed, describing services provided to participants and/or others, budgetary updates, and issues pertinent to the previous month's activities. On the final option year the contractor shall provide a final progress report covering March 1 thru March 17 by the 25th of the month. Reports shall be formatted to export to Microsoft Excel and sent electronically to the COR.

Task 2.2 Progress Meetings

The project manager and all contracting staff involved on the contract shall meet bi-weekly, via teleconference, with the COR and other DRO staff to discuss progress and issues concerning this project. The Contractor shall prepare the agendas for the bi-weekly meetings and shall provide the agenda via email to all meeting participants at least full business day prior to the call. The contractor shall prepare meeting minutes to include a list of key discussion points and action items from the meeting to send to all participants following the call. The Contractor shall send the list via email no later than two business days following the meeting.

Task 2.3 Ad Hoc Meetings

In addition to bi-weekly calls, urgent travel or relocation scheduling issues may require an immediate ad-hoc teleconference involving quick turnaround time or a high level of responsiveness by the project manager or designee. For these meetings, no agenda shall be prepared, however a follow-up email covering the discussion and any decisions made

Title: BHW Scholar and Student to Service Site Visit and Relocation Services; Solicitation 18-250-SOL-00038 should be provided to all participants within two (2) business days following the meeting.

The projected number of ad-hoc meetings per year is twelve (12).

Task 2.4 Ad Hoc Reports

Ad hoc reports should be available for the COR upon request with a turnaround time of one business day. The Contractor shall be able to provide reports based on site visit travel and/or relocations for individual participant usage, HHS regional usage or the costs expended for a given date range. Reports shall be formatted for compatibility with Microsoft Excel and sent electronically to the COR. The projected number of ad-hoc report requests is eighteen (18).

Task 3.0 Tracking and Maintenance

The contractor shall securely collect, maintain, track, and report on participant allotments, travel requests, relocation requests and reimbursements. The contractor shall adhere to the BHW Scholar and S2S Travel and Relocation Guide (Attachment A) for standard operating procedures and abide by Federal Travel Regulations.

Task 3.1 Scholar and S2S Class Tracking

At the beginning of each contract period the COR or designated DRO staff will provide the contractor with a list of qualified program participants that are eligible to use the site visit and relocation benefit. The list will include the program participants’ contact information. The contractor shall use this list to create a tracking database to be used to track Scholar and S2S allotments and usage.

Task 3.2 Obtaining Additional Scholar and S2S Participant Information

The contractor shall use the existing Scholar and S2S Travel Request Form (refer to Attachment B), which has been cleared by the Office of Management and Budget (OMB) for gathering additional participant information needed to arrange travel and/or relocation logistics.

Task 4.0 Manage Travel and Relocation Logistics and Arrangements

The contractor shall directly assist the program participants to arrange for all site visit and/or relocation logistics during the site visit and relocation process.

Task 4.1 Site Visits

The Contractor shall receive a notice of approval electronically via email from the BHW Management Information System (BMISS) or from the COR upon approval. The contractor shall contact the program participant within one (1) business day after the Contractor receives the notice of approval.

Title: BHW Scholar and Student to Service Site Visit and Relocation Services; Solicitation 18-250-SOL-00038

The Contractor shall:

a) Arrange and manage booking airfare and hotel per Federal Travel Regulations (FTR) and program guidance in the Scholar and S2S Travel and Relocation Guide (Attachment A);

b) Monitor spending and track the program participant’s travel allotment once the site visit notice of approval(s) has been received; and

c) Use Federal per diem rates for lodging, meals, and incidentals, based on the site visit location.

Program participants are allotted up to a total of $1,200 to conduct site visits and interviews to potential employment sites. The standard site visit request for approval is 3 days/2 nights, but participants may request an extension for additional nights if they will be interviewing with more than one NHSC-approved site. The costs covered by the NHSC for a standard site visit are roundtrip airfare, two nights of hotel lodging, and three days of meals and incidentals.

Task 4.2 Itinerary

No later than one business day after completing a participants site visit arrangements, the contractor shall provide a travel itinerary to the program participant, which includes flight and hotel information. The Contractor shall provide the itinerary as a PDF document via email to the program participant.

Task 4.3 Family Member Travel

The Contractor shall be tasked with arranging air travel for one family member to attend one site visit with the scholar or S2S participant in accordance with Attachment A.

Approval for family member travel will be included in the approval email received for the participant’s site visit request. Family members shall receive an allotment not to exceed $1,200 to cover the costs of airfare and per diem for food and incidentals. The Contractor shall use Federal per diem rates based on the site visit location. Additionally, the family member will share double occupancy lodging with the program participant and shall not be given separate accommodations.

Task 4.4 Securing Rental Car

The Contractor shall secure a rental car for the program participant during site visits in accordance with Attachment A and the FTR. Rental car authorization requires a separate approval by the COR or DRO staff on a case-by-case basis before the rental car may be reserved by the contractor. Rental car costs are paid from the participant’s site visit allotment of $1,200. Rental car approval will be provided via email from the COR or designated DRO staff.

Title: BHW Scholar and Student to Service Site Visit and Relocation Services; Solicitation 18-250-SOL-00038

Task 4.5 Relocation

The Contractor shall receive a notice of relocation approval electronically via email from the BMISS, or the COR, upon approval. The contractor shall contact the program participant within one (1) business day after the Contractor receives the notice of approval. The contractor shall directly assist the program participant in securing a moving company and arranging logistics for their relocation per Federal Travel Regulations (FTR) and program guidance in the Scholar and S2S Travel and Relocation Guide (Attachment A). Program participants are allotted up to $10,000 for a one-time move and limited to only one pick up and drop off location and transportation of up to 18,000 pounds of household items from the program participant’s residence to his or her service commitment location. In some instances a program participant will take an overseas position in one of the U.S. Territories, Alaska or Hawaii, these overseas relocations are allotted up to $25,000 in relocation funds. The Contractor shall identify fully licensed, bonded, and insured movers. The Contractor shall obtain three quotes for moving services. The Contractor shall follow all FTR and program guidelines as stated in Attachment A when providing relocation logistics for program participants.

Task 4.6 Provide Key Logistics to Scholar or S2S Participant that will be Relocating

Within two business days of securing the moving company, the contractor shall provide all pertinent details to the program participant including the time and date the movers will arrive, the scheduled delivery date of household items, and contact information for the company and crew who will be conducting the move. The Contractor shall provide the key logistics to the program participant as a PDF document via email.

Task 4.7 Advanced Storage

The Contractor shall receive a notice of advanced storage approval electronically via email from the BMISS, or the COR, upon approval. The contractor shall contact the program participant within one (1) business day after the Contractor receives the notice of approval. The Contractor shall secure advanced storage in accordance with Attachment A, for up to 90 days, for a program participant’s household goods to be held securely until their new residence is available and they are ready to permanently relocate. Costs for storage will come out of the program participant’s relocation allotment.

Anticipated Site Visit and Relocation Logistics Usage:

Expense Type Anticipated Participant Usage

Site Visit 150 Relocation 190 Overseas Relocation 7 Advance Storage 35

Task 5.0 Reimburse Scholars/S2S Participant for Eligible Expenses

Title: BHW Scholar and Student to Service Site Visit and Relocation Services; Solicitation 18-250-SOL-00038

The contractor shall reimburse the program participant for eligible expenses (airfare, meals and incidentals, lodging, mileage, parking) incurred during the site visit or relocation process.

Expenses submitted for reimbursement must be eligible under the Scholar and S2S site visit and relocation guidelines (Attachment A) as well as in compliance with Federal Travel Regulations.

The Contractor shall develop forms and processes for the program participant to submit reimbursement requests. The Contractor shall pay reimbursements directly to the program participant no later than 30 days after receipt of proper documentation as defined in Attachment A.

Task 5.1 Creation of Reimbursement Form

The Contractor shall create a draft reimbursement form to be reviewed by the COR within 30 days of the effective date of contract. The COR and/or designated DRO staff shall provide feedback or edits within seven (7) business days of receipt. Upon receipt of feedback/edits to the form, the Contractor shall develop the final reimbursement form to be used by the program participant within five (5) business days. The form should be available electronically and/or as a downloadable and writeable PDF.

Task 5.2 Revision of Reimbursement Form

Forms shall be reviewed annually by the contractor to determine if updates are required.

If updates are deemed necessary, the contractor shall provide the updated form for the COR to review. The COR shall provide feedback or edits within seven (7) business days of receipt. The contractor shall then publish the revised form within five (5) business days.

Task 6.0 Transition Tasks (Optional)

Task 6.1 Entry Transition

The Contractor shall work with the incumbent during the first two months after award to transition all participant data. Participants will be in the placement process during this transition time (i.e. may have conducted site visits and need assistance with relocation), and the Contractor shall seamlessly manage any participants currently going through placement that need assistance. The contractor shall complete all transition tasks and have its tracking system in place no later than May 15, 2018.

Task 6.2 Exit Transition

The contractor shall agree to work with the incoming contractor during the first two months after award to a new contractor to transition all participant data to include allotment balances, data pertaining to all avenues of participant tracking, and all information needed for participants who are mid relocation or have pending site visit travel previously scheduled. Participants will be in the placement process during this transition time (i.e. may have conducted site visits and need assistance with relocation).

Title: BHW Scholar and Student to Service Site Visit and Relocation Services; Solicitation 18-250-SOL-00038

The contractor shall seamlessly transition any participants currently going through placement that need assistance as to keep continuity of operations.

Task 7.0 Federal Records Management

The contractor shall manage and maintain Federal records, including electronic records, ensuing from this contract in accordance with all applicable records management laws and regulations, including but not limited to:

• The Federal Records Act (44 U.S.C. Chapters. 21, 29, 31, 33); 36 CFR,

1236.20 “What are appropriate recordkeeping systems for electronic records?”, and

1236.22 “What are the additional requirements for managing electronic mail records?”

(http://www.ecfr.gov/cgi-bin/text-idx?rgn=div5&node=36:3.0.10.2.25);

• NARA Bulletin 2013-02, August 29, 2013, “Guidance on a New Approach to Managing

Email Records”

(https://www.archives.gov/records-mgmt/bulletins/2013/2013-02.html); and

• NARA Bulletin 2010-05 September 08, 2010, “Guidance on Managing Records in Cloud Computing Environments”

(http://www.archives.gov/records-mgmt/bulletins/2010/2010-05.html).

Managing the records includes, maintaining records to retain functionality and integrity throughout the records’ full lifecycle including: (1) maintenance of links between records and metadata, and (2) categorization of records to manage retention and disposal, either through transfer of permanent records to NARA or deletion of temporary records in accordance with NARA-approved retention schedules.

Task 7.1 Records Management Training

The contractor (and/or subcontractor) shall ensure that all employees having access to (1) Federal information or a Federal information system, or (2) personally identifiable information (PII), complete the HRSA Records Management Training before performing work under this contract, and thereafter completing the annual refresher course during the life of the contract. The training can be requested by emailing the records management team at recordsmanagement3@hrsa.gov. The listing of completed training shall be included in the first progress report. Any revisions to this listing as a result of staffing changes shall be submitted with next required progress report.

Task 8.0 Incident Response http://www.ecfr.gov/cgi-bin/text-idx?rgn=div5&node=36:3.0.10.2.25 https://www.archives.gov/records-mgmt/bulletins/2013/2013-02.html http://www.archives.gov/records-mgmt/bulletins/2010/2010-05.html mailto:recordsmanagement3@hrsa.gov

Title: BHW Scholar and Student to Service Site Visit and Relocation Services; Solicitation 18-250-SOL-00038

Reporting of suspected and confirmed information security and privacy incidents and breaches under this Task shall be determined based on Contractor’s review of such incidents and breaches and shall extend to any incident or breach that represents material risk to HRSA or HRSA systems.

For awareness purposes, report all suspected and confirmed information security and privacy incidents and breaches to the HRSA Security Operations Center (SOC) via email (soc@hrsa.gov) or telephone (301-443-3333), COR, CO, and other stakeholders, including incidents involving PII, in any medium or form, including paper, oral, or electronic, as soon as possible as applicable within 4 hours and without unreasonable delay. 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. effectively manage or mitigate a suspected or confirmed breach and communicate periodic status to HRSA;

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.

Optional Tasks

The following option items below may be exercised two (2) times during the base period and each option period. The Contractor shall propose option items listed below for the base period and each of the option periods.

Option Item 1: Site Visits

The contractor shall arrange 25 additional participant site visits per the provided guidelines.

Option Item 2: Relocations

The contractor shall arrange 25 additional participant relocations per the provided

Option Item 3: Overseas Relocations

The contractor shall arrange 5 additional overseas participant relocations per the provided

Option Item 4: Advanced Storage mailto:soc@hrsa.gov

Title: BHW Scholar and Student to Service Site Visit and Relocation Services; Solicitation 18-250-SOL-00038

The contractor shall arrange 10 additional advanced storage requests per the provided

The following option items below may be exercised three (3) times during the base period and each option period. The Contractor shall propose option items listed below for the base period and each of the option periods.

Option Item 5: Site Visits

The contractor shall arrange 10 additional participant site visits per the provided

Option Item 6: Relocations

The contractor shall arrange 15 additional participant relocations per the provided

Option Item 7: Overseas Relocations

The contractor shall arrange 3 additional overseas participant relocations per the provided

Option Item 8: Advanced Storage

The contractor shall arrange 5 additional advanced storage requests per the provided

The following option items below may be exercised up to five (5) times during the base period and each option period. The Contractor shall propose option items listed below for the base period and each of the option periods.

Option Item 9: Site Visits

The contractor shall arrange 5 additional participant site visits per the provided

Option Item 10: Relocations

The contractor shall arrange 5 additional participant relocations per the provided

Option Item 11: Overseas Relocations

The contractor shall arrange 1 additional overseas participant relocations per the provided

Title: BHW Scholar and Student to Service Site Visit and Relocation Services; Solicitation 18-250-SOL-00038

Option Item 12: Advanced Storage

The contractor shall arrange 2 additional advanced storage requests per the provided

V. Line Item Schedule

Line Item Description Unit of

Issue Quantity Unit Total Total Not to Exceed

Base Year – Labor Labor Categories:

Project Manager $-/hr Travel/Administrative Coordinator $-/hr

Hour

Base Year – Materials Materials encompass all non-labor costs, including travel expenses and reimbursements to scholars

Lot

0003 Task 6 - Transition Tasks (Optional) Firm Fixed Price

Option Year 1 – Labor Labor Categories:

Project Manager $-/hr Travel/Administrative Coordinator $-/hr

Option Year 1 – Materials Materials encompass all non-labor costs, including travel expenses and reimbursements to scholars

Option Year 2 – Labor Labor Categories:

Option Year 2 – Materials Materials encompass all non-labor costs, Option Year 3 – Labor Labor Categories:

Option Year 3 – Materials Materials encompass all non-labor costs, Option Year 4 – Labor Labor Categories:

Option Year 4 – Materials Materials encompass all non-labor costs, Title: BHW Scholar and Student to Service Site Visit and Relocation Services; Solicitation 18-250-SOL-00038

VI. Deliverable Schedule

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.

Task Quantity Description Delivery Date

1.0 1 Final project milestones 7 business days post kickoff meeting

2.1 12 Monthly progress reports 5th of each month. 25th of the month for the final progress report of the final option year.

2.2 26 Agenda for bi-weekly calls submitted as word documents or PDFs via email

1 business day prior to the scheduled call

2.2 26 Summary of key discussion points and action items discussed during bi-weekly calls submitted via email

2 business days following the scheduled call

2.3 As needed

(18projected)

Follow-up email shall be provided to the COR and other key project staff

2 business days following the meeting

2.4 As needed (18

projected)

Ad hoc reports 1 business day after request

3.1 1 Email Confirming Scholar/S2S participant allotment and travel data tracking system in place

45 business days post award

4.1 As needed Secure airfare and hotel for scholar/S2S

participant to conduct site visit that conforms to all Federal Travel Regulations

Within 5 business days of BHW approving participant’s travel request

4.2 As needed Itinerary provided to traveler as a PDF

document sent via email

1 business day after travel is confirmed

4.3 As needed Itinerary provided to program participant

as PDF via email for designated family member approved to accompany them on site visit (possible deliverable)

1 business day after travel is confirmed

4.4 As needed Secure quotes and select moving company

that offers best value to the Government to manage scholar relocation

Within 10 business days of BHW approving scholar/S2S participant’s relocation request

4.5 As needed Key details regarding relocation logistics

including relevant dates, times, and contact information to be sent as PDF via email to scholar/S2S participant.

2 business days after finalizing agreement with moving company

4.6 As needed Secure storage for up to 90 days for

program participants who have been pre-approved for advance storage of household

Within 5 business days of receiving BHW approval http://www.hhs.gov/web/section-508/making-files-accessible/index.html

Title: BHW Scholar and Student to Service Site Visit and Relocation Services; Solicitation 18-250-SOL-00038 goods while they await licensure (possible deliverable)

5.0 As needed Reimbursement of scholar/S2S participant

expenses

Within 30 calendar days of receipt of expense form

5.1 1 Draft reimbursement form submitted to COR for approval

Within 30 calendar days of contract award

5.1 1 Final reimbursement form ready for use 5 business days after receiving feedback from COR

6.0 2 Transition Tasks 2 months pre and post contract ward

7.1 1 Complete the HRSA Records Management

Training before performing work under this contract, and thereafter completing the annual refresher course during the life of the contract.

Yearly

9.0 As needed Reporting of suspected and confirmed

information security and privacy incidents and breaches under this Task shall be determined based on Contractor’s review of such incidents and breaches and shall extend to any incident or breach that represents material risk to HRSA or HRSA systems.

Ongoing

Title: BHW Scholar and Student to Service Site Visit and Relocation Services; Solicitation 18-250-SOL-00038

VII. Payment Schedule

The contractor shall submit monthly invoices on a Time & Materials basis after services are rendered and accepted by the COR.

VIII. Special Requirements

A. 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

Mahogany Kittrell 5600 Fishers Lane Rockville, MD 20857 301-594-4375

B. Contractor personnel

Contractor personnel proposed by the contractor to perform services under this contract are subject to review and concurrence by the Contracting Officer Representative (COR) prior to their placement. Any desired replacement or removal of personnel by the contractor is subject to review and concurrence of the COR prior to their replacement or removal.

The Federal Government may request that the contractor immediately remove personnel from the place of performance should it be determined that the individual being assigned to duty is not qualified or is found to be unfit for performing services under this contract.

For clarification, a determination of unfit may be made from, but is not limited to incidents involving the most identifiable types of misconduct or delinquency as set forth below:

• Violation of rules and regulations.

• Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words or actions of fighting. Participating in disruptive activities, which interfere with the normal and efficient operations of the Federal Government, is also considered disorderly conduct.

• Theft, vandalism, immoral conduct, or any criminal action.

• Possessing, selling, consuming or being under the influence of intoxicants, illegal drugs or substance that produces similar affects.

Title: BHW Scholar and Student to Service Site Visit and Relocation Services; Solicitation 18-250-SOL-00038

• Unauthorized use of Federal Government property.

• Possession of weapons while on duty.

In the event of a dispute, the Contracting Officer will make the final determination.

C. Invoice / Vouchers

See Attachment C.

D. 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.

IX. References and Attachments

A. Reference

For more information about the programs please visit the following websites:

National Health Service Corps Scholarship Program: http://nhsc.hrsa.gov/scholarship/.

National Health Service Corps Sites / Communities: http://nhsc.hrsa.gov/communities/.

B. Attachments

Attachment A – Scholar and S2S Program Travel and Relocation Guidance.

Attachment B – Current Travel Request Form.

Attachment C – Invoicing Instructions.

Attachment D – Past Performance Questionnaire Letter Federal Travel Regulations – https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation-ftr.

http://nhsc.hrsa.gov/scholarship/ http://nhsc.hrsa.gov/communities/ https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation-ftr https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation-ftr

Title: BHW Scholar and Student to Service Site Visit and Relocation Services; Solicitation 18-250-SOL-00038

FEDERAL ACQUISITION REGULATION (FAR) (48 CFR CHAPTER 1) AND

DEPARTMENT OF HEALTH AND HUMAN SERVICES ACQUISITION

REGULATION (HHSAR) (48 CFR CHAPTER 3) 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 proposal information that is to be submitted in accordance with the following instructions for the format and content of proposals. Offeror’s shall submit the proposal volumes stated below to be considered responsive to this solicitation, no exceptions. Failure to submit a completed proposal by the time that proposals are due will result in the exclusion from further consideration by the Government for award.

Proposals 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 proposal is valid for a period of at least 180 days from the date of receipt by the Government. Offerors shall submit proposals 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 proposal requirements as outlined below.

Proposal 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).

http://www.acquisition.gov/far

Title: BHW Scholar and Student to Service Site Visit and Relocation Services; Solicitation 18-250-SOL-00038

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

Volume Title

I Technical Proposal II Past Performance III Business Proposal

The solicitation shall be signed by an official authorized to bind your organization and shall be submitted with your proposal by email by the date and time specified on page 1 of the solicitation to Patrick Mauro at PMauro@hrsa.gov.

All questions and/or inquiries concerning this solicitation shall be submitted via email to Patrick Mauro at PMauro@hrsa.gov by 5:00 PM EST, February 16, 2018. 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 proposal 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.

Technical Proposal shall not exceed 25 pages, excluding attachments, addendums, resumes and other required appendices. Offerors are advised to strictly observe limitations on the length and format specified since review of the proposal will be limited to 25 pages. There is no page limit for the business proposal.

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 proposal is important, not the length.

The Government will evaluate proposals 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 proposal. 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.

Title: BHW Scholar and Student to Service Site Visit and Relocation Services; Solicitation 18-250-SOL-00038

United States Governmental, or Department of Health and Human Services, or Health Resources Services Administration letterhead and/or logo should not be included in your proposal. Your proposal also should not include proposals from past contracts unless it is requested in the past performance section.

2. Technical Proposal Instructions – Volume I

Volume I–Technical Proposal 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 proposal 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 proposal instructions. Volume I–Technical Proposal shall include a statement indicating whether or not any exceptions are taken to the terms and conditions of this solicitation as part of the proposal transmittal letter. Any exceptions taken must include identification of the specific paragraphs and rationale for each exception. Exceptions shall also be noted in the proposal, at the location of the exception.

Specifically, the data and information in the Technical Proposal should be organized according to the following:

a. Technical Approach and Understanding (25)

The offeror shall demonstrate an understanding of the project and provide a detailed approach for performing the individual tasks outlined in the statement of work. A detailed work plan to include the methodology must be submitted indicating how each aspect of the statement of work is to be accomplished, including specific procedures and how systems will be used. The technical approach shall be in as much detail as considered necessary to fully explain the proposed approach or method, not to exceed 20 pages, with 12 point font Times New Roman. This page limit does not include resumes or past performance summaries.

The technical approach must be organized by task and subtask similar to the statement of work section of this RFP. At a minimum, the technical approach must contain the following:

• An understanding of the purpose, scope and complexity of the project, as evidenced by the appropriateness of the proposed plan to meet the needs of the Bureau of Health Workforce (BHW) and the National Health Service Corps (NHSC).

• Detailed approach for performing the individual tasks outlined in the statement of work and a detailed work plan to include the methodology indicating how each aspect of the statement of work is to be accomplished, including specific procedures and how systems will be used.

The proposal must provide a statement in the offerors own words of the objectives and scope of the project in sufficient detail to demonstrate an understanding of the tasks identified in the Solicitation.

Title: BHW Scholar and Student to Service Site Visit and Relocation Services; Solicitation 18-250-SOL-00038

b. Management Approach (15)

The offeror shall provide the proposed management and operational approach to this solicitation to include the following:

• The proposal must demonstrate that the offeror has the appropriate methods and processes in place to provide overall direction and management of the contract.

• The offeror must describe the ability to bring on the appropriate resources necessary to accomplish activities in a timely and comprehensive fashion.

• The proposal must demonstrate the proposed management and operational approach to this solicitation.

• The offeror shall provide a concise outline of the management and operational chain of command, featuring the responsibilities and functions of key personnel.

• The offeror shall clearly show assigned functions, contractual responsibilities and interfaces with proposed sub-Contractors.

• The offeror shall address any problems related to the management of staffing that the offeror expects to encounter and shall describe the methods proposed to solve these problems.

• The offeror shall submit documentation identifying the proposed Project Director responsible for the project and information on how the key personnel is qualified for overseeing work of this type.

• The offeror shall include proposed quality control measures that ensure accuracy and timeliness standards are met.

c. Personnel (15)

The proposal must describe how the contract will be managed, and furnish the name and title of the person who will provide overall direction of the contract. The proposal must include a staffing plan specifying the roles and qualifications of the proposed key personnel in carrying out the tasks identified in the Statement of Work, demonstrating adequate qualifications, and experience and time commitments. At a minimum, the proposal must contain detailed information on the following key personnel (may be supplemented):

1. Project Manager.

2. Travel/administrative coordinator.

3. Any additional personnel the offeror is proposing.

Title: BHW Scholar and Student to Service Site Visit and Relocation Services; Solicitation 18-250-SOL-00038

The offeror shall include the submission of personnel resumes for individuals proposed to fill each of the key positions, including Project Manager, travel/administrative coordinator, and any other proposed key personnel. The Project Manager shall have the day-to-day management responsibilities of the Contract.

The resumes or CVs shall be clear and concise and to the point not to exceed four (4) pages, single-spaced, in length. Additionally, the offeror shall include a proposed staffing plan, including job descriptions for all staff, both full-time personnel and consultants/sub-Contractors, illustrating their experience with all appropriate aspects of the statement of work and their role in this project. Resumes will not count against the page limit of the technical proposal.

d. Corporate Experience (30)

The offeror shall describe its organizational capabilities, including those of any proposed sub- Contractors, and shall discuss their background and corporate experience on contracts of similar scope and nature. The offeror shall provide in their own words, a summary narrative demonstrating their:

• Experience and thorough knowledge on the Federal Travel Regulations (FTR) in its entirety.

• Experience and thorough knowledge in planning, executing and tracking travel and relocation logistics.

• Experience and knowledge in developing and managing a tracking database and financial allotments.

• Experience and knowledge in expense reimbursements and processes used.

• the offeror shall identify any subcontracts and sub-contractors proposed to meet solicitation requirements and provide details outlining the subcontractors experience and knowledge of the above

• The offeror shall provide copies of existing subcontract agreements. If the Contractor does not have existing contractual relationships with the proposed sub-Contractors, then a letter of commitment to the arrangement shall be provided.

e. Data Management Plan (15)

The offeror shall submit a data management plan that specifically addresses how data will be collected, stored, and managed to include details on security, encryption, and tracking. The plan should also outline how security breaches will be handled.

3. Past Performance Instructions – Volume II

Title: BHW Scholar and Student to Service Site Visit and Relocation Services; Solicitation 18-250-SOL-00038

The proposal 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 proposal 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 proposal shall identify three (3) past performance references on…