RFP_-_19-250-SOL-00063.pdf

DEPARTMENT OF HEALTH AND HUMAN SERVICES

Health Resources and Services Administration

Office of Acquisition Management and Policy Rockville, MD 20857-5600

April 11, 2019

You are invited to submit a proposal in accordance with the requirements of FAR Parts 15 and 16 and the requirements of this Solicitation Number 19-250-SOL-00063. This requirement is set aside for small businesses to provide administrative and technical services for the federal grant objective review process for the Health Resources and Services Administration (HRSA), Office of Federal Assistance Management (OFAM), Division of Independent Review (DIR). The NAICS code for this requirement is 541611. The government anticipates a single-award Indefinite Delivery Indefinite Quantity (IDIQ) contract will result from this solicitation. This contract will allow for Firm Fixed Price or Cost Reimbursement Task Orders. The period of performance is a base period of twelve (12) months and four (4) twelve-month option periods.

Questions or issues for which you require clarification or correction by the Government must be furnished electronically to ycooper@hrsa.gov. Your questions must be received no later than 5:00 PM Eastern Standard Time (EST) on April 22, 2019. Questions received after the due date and time will not be considered. No Exceptions.

Your proposal shall be signed by an official authorized to bind your organization and submitted to Yolanda Cooper by email in searchable PDF format at ycooper@hrsa.gov no later than May 13, 2019 at 5:00 PM EST.

Your proposal shall be prepared in accordance with Section L, Section M and the Statement of Work (SOW). This Request for Proposal (RFP) does not commit the Government to pay any costs for the preparation and submission of a proposal nor does it commit the Government to make an award.

It is also brought to your attention that the Contracting Officer is the only individual who can legally commit the Government to expenditure of public funds in connection with this proposed acquisition.

Your proposal must provide a contact name and number, your company name and complete address, including street, city, county, state, zip code, e-mail address, Tax Identification Number (TIN), and Dun & Bradstreet Number (DUNS).

The TIN must match the name of the vendor to whom the payments will be made. Please note that FAR 52.204-6 Contractor Identification Number Data Universal System (DUNS Number) and 52.204-7 System for Award Management (SAM) requires any prospective awardee to have a DUNS number and be registered in the SAM database prior to award, during performance, and through final payment of any award resulting from this solicitation. If not registered in the SAM database within the time prescribed by the Contracting Officer, the Contracting Officer will proceed to award to the next otherwise successful registered Contractor. System for Award Management (SAM) requires any prospective awardee to have a DUNS number and registered in the SAM database prior to award, during performance, and through final payment of any award resulting from this solicitation.

If you do not have a DUNS number, please contact Dun and Bradstreet by calling Dun and Bradstreet at 1-866-705- 5711 or via the Internet at http://www.dnb.com. If you are not registered in the SAM you may obtain information on registration and annual confirmation requirements via the internet at http://www.sam.gov or by calling 1-207-438-1690.

Any questions concerning this RFP should be referred to Yolanda Cooper at ycooper@hrsa.gov or (301) 443-6922.

Sincerely yours, Yolanda Cooper, Contract Specialist mailto:ninazawa@hrsa.gov mailto:ninazawa@hrsa.gov http://www.dnb.com/ mailto:ninazawa@hrsa.gov

SECTION A – STANDARD FORM (SF) 33

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SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 Purpose of Contract

The purpose of this Indefinite Delivery Indefinite Quantity is to provide administrative and technical services to the HRSA Office of Federal Assistance Management (OFAM), Division of Independent Review (DIR) for the federal grant objective review process. The Contractor shall support HRSA in its mission to improve health and achieve health equity through access to quality services, a skilled health workforce, and innovative programs.

B.2 Compensation Cost/Price

The Government will acquire services as needed through the issuance of task orders. The Governments guarantees it will award at least one (1) $10,000 task order during the life of the contract. The maximum cost of all task orders awarded during the contract period shall not exceed ten (10) million dollars each year active of the five (5) contract years, or fifty (50) million dollars for the entire life of the contract. The Government may award Individual Task Orders on a Cost Reimbursement or Firm Fixed Price basis. The Government will fully fund Task Orders. Task Orders may contain Options.

Note: Upon Issuance of an IDIQ contract, all vendors shall invoice $10,000 within 30 EDOC.

The maximum unloaded hourly rates (specified below) are ceiling rates for the life of the contract.

Contractors shall not exceed these rates, for any reason. Contractors must adhere to HHSAR 352- 231-70 Salary Rate Limitation (DEC 2015) and cannot bill the Government for more than the Executive Level II annual salary. For task orders whose period of performance extends beyond the base contract period of five years, Contractors shall use the same escalation rate used to escalate rates for year four (4). Section J – Attachment H contains a detailed description of the labor categories.

CONTRACTOR

LABOR

CATEGORY*

HRSA

LABOR

CATEGORY*

BASE

PERIOD

OPTION

PERIOD

OPTION

PERIOD

OPTION

PERIOD

OPTION

PERIOD

Senior Manager

(Quality Assurance)

Senior Manager (Project Director)

Program Manager

Project Assistant

Summary Statement Operator (Staff)

Administrative Assistant

*Contractor shall map its established labor category to the equivalent labor category noted above in its response to this RFP.

In accordance with the requirements stated in the contract, and in consideration of the satisfactory performance of the work performed in Section J – Attachment A, Statement of Work, the Government will reimburse the contractor on a cost-reimbursement basis, or a firm-fixed-price basis.

Each task order awarded under the contract shall include one or more of the labor categories in Section B.2.1 proposed labor rates for specific contracts shall not exceed the maximum rates set forth in B.2. All other direct costs, e.g., travel, supplies, etc., shall be reimbursed in accordance with individual cost proposals received under contracts and the requirements stated in the contract.

The Government is not obligated to reimburse the Contractor for any cost incurred in excess of each task order amount unless and until the Contractor has received written notification from the Contracting Officer, which modifies the task order amount. No notice, communication or representation in any other form or from any person other than the Contracting Officer shall affect the value of the task orders.

The Contracting Officer may allot additional funds to each task order without the concurrence of the Contractor.

B.3 Allowable Costs

Costs will be determined to be allowable in accordance with FAR Subpart 31.2 in effect on the date of this Contract and the terms and conditions of this Contract.

B.4 Cost-Reimbursement Type Task Orders If a cost-reimbursement type task order is issued, the following provisions apply:

A. Direct Costs:

If a cost-reimbursement type task order is awarded, the contractor shall be reimbursed for all costs described below, incurred directly and specifically in the performance of the contract, claimed by the contractor and accepted by the Contracting Officer.

1. Salaries and wages of the contractor’s employees directly employed in performing the work required by the contract. Related fringe benefits if treated as a direct cost;

otherwise, fringe benefits may be claimed as part of indirect costs below.

2. Materials and services required in the performance of the contract, after deducting all discounts for the purchase of such materials and services.

3. Consultant fees, or other payments to consultants required in the performance of the contract, provided, that such fees or payments shall not exceed the daily rate of a Task Order, exclusive of travel costs without the written approval of the Contracting Officer.

4. Travel and subsistence expenses exclusively in direct performance of the contract. The contractor shall be reimbursed for transportation costs and travel allowances in accordance with the established policy of the contractor, but subject to the following limitations:

(a) Such transportation cost shall not be reimbursed in an amount greater than the cost of first class rail or of economy air travel, unless economy air travel and economy air travel space are not available and the contractor certifies to the facts in the voucher or other documents submitted for reimbursement. Travel allowances for per diem shall be reimbursed in accordance with the contractor’s established policy, but in no event shall such allowances exceed the prevailing Government rate except within the corporate limits of those cities and other specified areas where higher ceiling rates have been established by the General Services Administration for Civil Service employees in travel status.

(b) The Contractor shall be reimbursed for the cost of travel performed by its personnel in a privately owned automobile not to exceed the cost by the most direct economy air route between the points so traveled. If more than one person travels in such automobile, no additional charge will be made by the Contractor for such travel between such points. Reimbursement shall be in accordance with the Contractor’s established travel policy, but in no event shall such allowances exceed the prevailing Government rate (as set by Federal Travel Regulations–see www.gsa.gov.

5. HRSA will not reimburse travels for unauthorized or excess expenses.

B. Allowable Costs:

Costs shall be determined by the Contracting Officer to be allowable in accordance with FAR Clause 52.216-7, Allowable Cost and Payment (AUG 2018) of the General Provisions and provisions of this Article.

The Fixed-Fee shall be payable in monthly installments in accordance with FAR Clause 52.216-8 (Jun 2011) of the General Provisions upon determination by the Contracting Officer that the performance was satisfactory.

C. Prior Authorization of Certain Direct Costs

Subcontracts and Purchase Orders:

1. Requirements for purchase orders and subcontracts are governed by FAR Clause 52.244-2, Subcontracts (OCT 2010) of the General Provisions except as may be indicated herein.

2. The Contractor shall not incur any of the following costs without the prior written approval of the Contracting Officer. Incurrence of such costs with the intent of claiming reimbursement as direct costs under this contract shall be at the Contractor’s own risk:

(a) Purchase or rental of any item of equipment, including furniture or office equipment, regardless of cost;

(b) Any rental agreement for real or personal property, or any term contract for maintenance;

(c) Travel for general scientific meetings; and

(d) Rearrangement, alternation or relocation of facilities.

D. Indirect Costs:

http://www.gsa.gov/

1. The allowable indirect costs under this contract shall be established in accordance with the General Provisions of this contract and FAR 52.216-7, Allowable cost and Payment (AUG 2018).

2. The Fixed Ceiling Contract rates should be used for the life of the contract. In the event the final indirect cost rates shall exceed the fixed ceiling rates, then the lower rates as established by the cognizant auditing office shall apply.

Type Provisional

Rate Fixed Ceiling Contract

Rate Base

Fringe

Overhead G&A

3. Pending the establishment of the negotiated indirect cost rates the provisional rates above are approved for billing purposes only.

4. If the contractor does not have a current rate agreement, within the first 90 days after the effective date of this contract, the contractor shall initiate a request for indirect cost rate agreement from the following:

Hruta Virkar National Institute of Health 6011 Executive Blvd., Rm.: 549C-1 Rockville, MD 20852 Telephone: (301) 496-4137 Email: hruta.virkar@ nih.gov

An indirect cost rate proposal and its supporting data must accompany contractors’ request. If the contractor does not comply with these requirements within the allotted period, then the Contracting Office will suspend all indirect costs billings after 90 days.

(a) The final indirect cost rates applicable to this contract shall not exceed the ceiling rates listed above D.2; provided, however, that in the event the rates are determined by the cognizant negotiated indirect cost official on the basis of actual allowable costs are less than the provisional and ceiling rates agreed to herein, then the lower rates as established; by such cognizant official shall apply.

(b) Notwithstanding the foregoing, the Contractor shall comply with the requirements of FAR 52.232-20 – Limitation of Cost (APR 1984).

E. Fixed Fee

The Fixed Fee shall be negotiated per individual task order.

mailto:hruta.virkar@

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT of WORK

C.1 Statement of Work

Independently and not as an agent of the Government, the Contractor shall furnish all personnel, material, facilities, services, and equipment needed to perform work in accordance with the Statement of Work (SOW) set forth in Section J – Attachment A attached hereto and made part of this document.

C.2 Incorporation of Contractor’s Proposal

It is understood and agreed that the contractor shall, in meeting the requirements of this contract, perform the work in accordance with the Contractors proposal to the Health Resources and Services Administration for _____________, dated _____________, provided however, that to the extent that any provisions of the articles of this contract are in conflict or inconsistent with any provisions of said proposal, the provisions of the articles of this contract shall be controlling and shall supersede the provisions of said proposal, the provisions of the articles of this contract shall control and shall supersede the provisions of said proposal; therefore, the contractor's proposal is hereby incorporated into the resultant contract.

SECTION D – PACKAGING AND MARKING

D.1 Packaging All postage and fees related to submitting information including forms, reports, etc. to the Contracting Officer (CO) or Contracting Officer Representative (COR) are the responsibility of the contractor. All submission shall be made via electronic mail unless otherwise specified by the CO or the COR designated in the Task Order.

D.2 Marking

Packages shall be clearly marked in accordance with normal industry practices to ensure safe delivery at destination. In addition, all packages, emails, shall be marked as follows:

1. Name of Contractor;

2. Contract Number;

3. Task Order Number;

4. Description of items contained therein;

5. Consignee's name and address.

SECTION E – INSPECTION AND ACCEPTANCE

E.1 Inspection and Acceptance The Contracting Officer Representative (COR), as a duly authorized representative of the Contracting Officer (CO), shall assume the responsibilities for monitoring the Contractor’s performance, evaluating the quality of services provided by the Contractor and performing final inspection and acceptance of all deliverables.

E.2 FAR 52.246-4 Inspection of Services—Fixed Price (AUG 1996)

(a) Definition. “Services,” as used in this clause, includes services performed, workmanship, and material furnished or utilized in the performance of services.

(b) The Contractor shall provide and maintain an inspection system acceptable to the Government covering the services under this contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Government during contract performance and for as long afterwards as the contract requires.

(c) The Government has the right to inspect and test all services called for by the contract, to the extent practicable at all times and places during the term of the contract. The Government shall perform inspections and tests in a manner that will not unduly delay the work.

(d) If the Government performs inspections or tests on the premises of the Contractor or a subcontractor, the Contractor shall furnish, and shall require subcontractors to furnish, at no increase in contract price, all reasonable facilities and assistance for the safe and convenient performance of these duties.

(e) If any of the services do not conform with contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by re-performance, the Government may—

(1) Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements; and

(2) Reduce the contract price to reflect the reduced value of the services performed.

(f) If the Contractor fails to promptly perform the services again or to take the necessary action to ensure future performance in conformity with contract requirements, the Government may—

(1) By contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service; or

(2) Terminate the contract for default.

E.3 FAR 52.246-5 Inspection of Services – Cost Reimbursement (APR 1984)

(a) Definition. "Services," as used in this clause, includes services performed, workmanship, and material furnished or used in performing services.

(b) The Contractor shall provide and maintain an inspection system acceptable to the Government covering the services under this contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Government during contract performance and for as long afterwards as the contract requires.

(c) The Government has the right to inspect and test all services called for by the contract, to the extent practicable at all places and times during the term of the contract. The Government shall perform inspections and tests in a manner that will not unduly delay the work.

(d) If any of the services performed do not conform with contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, for no additional fee. When the defects in services cannot be corrected by re-performance, the Government may:

(1) Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements; and

(2) Reduce any fee payable under the contract to reflect the reduced value of the services performed.

(e) If the Contractor fails to promptly perform the services again or take the action necessary to ensure future performance in conformity with contract requirements, the Government may-

(1) By contract or otherwise, perform the services and reduce any fee payable by an amount that is equitable under the circumstances; or

(2) Terminate the contract for default.

E.4 FAR 52.246-6 Inspection-Time-and-Material and Labor-Hour (May 2001)

(a) Definitions. As used in this clause-

“Contractor’s managerial personnel” means any of the Contractor’s directors, officers, managers, superintendents, or equivalent representatives who have supervision or direction of-

(1) All or substantially all of the Contractor’s business;

(2) All or substantially all of the Contractor’s operation at any one plant or separate location where the contract is being performed; or

(3) A separate and complete major industrial operation connected with the performance of this contract.

“Materials” includes data when the contract does not include the Warranty of Data clause.

(b) The Contractor shall provide and maintain an inspection system acceptable to the Government covering the material, fabricating methods, work, and services under this contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Government during contract performance and for as long afterwards as the contract requires.

(c) The Government has the right to inspect and test all materials furnished and services performed under this contract, to the extent practicable at all places and times, including the period of performance, and in any event before acceptance. The Government may also inspect the plant or plants of the Contractor or any subcontractor engaged in contract performance. The Government shall perform inspections and tests in a manner that will not unduly delay the work.

(d) If the Government performs inspection or test on the premises of the Contractor or a subcontractor, the Contractor shall furnish and shall require subcontractors to furnish all reasonable facilities and assistance for the safe and convenient performance of these duties.

(e) Unless otherwise specified in the contract, the Government shall accept or reject services and materials at the place of delivery as promptly as practicable after delivery, and they shall be presumed accepted 60 days after the date of delivery, unless accepted earlier.

(f) At any time during contract performance, but not later than 6 months (or such other time as may be specified in the contract) after acceptance of the services or materials last delivered under this contract, the Government may require the Contractor to replace or correct services or materials that at time of delivery failed to meet contract requirements. Except as otherwise specified in paragraph

(h) of this clause, the cost of replacement or correction shall be determined under the Payments Under Time-and-Materials and Labor-Hour Contracts clause, but the “hourly rate” for labor hours incurred in the replacement or correction shall be reduced to exclude that portion of the rate attributable to profit. The Contractor shall not tender for acceptance materials and services required to be replaced or corrected without disclosing the former requirement for replacement or correction, and, when required, shall disclose the corrective action taken.

(g)

(1) If the Contractor fails to proceed with reasonable promptness to perform required replacement or correction, and if the replacement or correction can be performed within the ceiling price (or the ceiling price as increased by the Government), the Government may-

(i) By contract or otherwise, perform the replacement or correction, charge to the Contractor any increased cost, or deduct such increased cost from any amounts paid or due under this contract; or

(ii) Terminate this contract for default.

(2) Failure to agree to the amount of increased cost to be charged to the Contractor shall be a dispute.

(h) Notwithstanding paragraphs(f) and (g) of this clause, the Government may at any time require the Contractor to remedy by correction or replacement, without cost to the Government, any failure by the Contractor to comply with the requirements of this contract, if the failure is due to-

(1) Fraud, lack of good faith, or willful misconduct on the part of the Contractor’s managerial personnel; or

(2) The conduct of one or more of the Contractor’s employees selected or retained by the Contractor after any of the Contractor’s managerial personnel has reasonable grounds to believe that the employee is habitually careless or unqualified.

(i) This clause applies in the same manner and to the same extent to corrected or replacement materials or services as to materials and services originally delivered under this contract.

(j) The Contractor has no obligation or liability under this contract to correct or replace materials and services that at time of delivery do not meet contract requirements, except as provided in this clause or as may be otherwise specified in the contract.

(k) Unless otherwise specified in the contract, the Contractor’s obligation to correct or replace Government-furnished property shall be governed by the clause pertaining to Government property.

SECTION F – DELIVERIES OR PERFORMANCE

F.1 FAR 52.242-15 Stop Work Order (August 1989)

F.2 FAR 52.242-15 Alt. I Stop Work Order (August 1989)

F.3 FAR 52.242-17 Government Delay of Work (Apr. 1984)

F.4 Observance of Federal Holidays

No services or deliveries shall be performed on Saturdays, Sundays, Federal legal holidays, any other holiday set forth by Presidential Executive Order, or any other Government closures.

Official Holidays New Year’s Day January 1st Martin Luther King’s Birthday 3rd Monday in January Presidents’ Day 3rd Monday in February Memorial Day Last Monday in May Independence Day July 4th Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans’ Day November 11th Thanksgiving Day 4th Thursday in November Christmas Day December 25th Inauguration Day Every fourth year, Washington, DC

For work to be performed at Government site(s):

1. No services or deliveries shall be performed, nor shall HRSA reimburse a contractor for work performed on Saturdays, Sundays, Federal legal holidays, holidays set forth by Presidential Executive Order and any other Government closures, including for inclement weather, unless otherwise provided for in the terms of the contract. The contractor may not bill for hours not worked.

2. When the Government site is closed, there may be a rare emergency situation(s) or a necessity for critical work to continue where the Contracting Officer or the Head of Contracting Activity may authorize work at the fixed hourly rate set forth in the contract.

F.5 Period of Performance

The period of performance of this IDIQ shall be for a base period of twelve months and four (4) twelve-month option periods.

F.6 Articles of Services to be delivered

1. All reports, processes, and product deliverables are subject to approval of the Contracting Officer’s Representative (COR).

2. The COR will respond within five working days after receipt of any deliverable(s) indicating approval or disapproval of the deliverable(s).

3. All reports and documents shall have, at minimum in the document header, the contract number, Task Order #, and the COR’s name. All reports and documents shall have, at a minimum in the document footer, the author in the lower left corner, the page # of total # of pages in the center bottom of the page, and the date and/or version of the document (not the auto date) in the lower right corner. Files submitted to DIR must be in Microsoft Word or EXCEL as appropriate.

F.7 Schedule of Deliverables

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.

Unless otherwise agreed, Services and/or Deliverables will be reviewed under the following process:

(a) Within ten (10) business days of delivery of any Services and/or Deliverables, HRSA will evaluate such Services and/or Deliverables and provide to the CORwritten notice of their acceptance or rejection;

(b) If the contractor does not receive notice of rejection from HRSA within the expiration of the ten

(10) business day review period, the Services and/or Deliverables will be deemed to be accepted by HRSA;

(c) HRSA may reject a Service(s) and/or Deliverable(s) if it fails to materially conform to the applicable documented specifications or requirements. Any notice of rejection must indicate the specific basis for the rejection including updates that need to be addressed. The contractor will resolve those items and resubmit the Services and/or Deliverables for approval within an agreed upon and stated time period;

(d) The revised Services and/or Deliverables will be deemed accepted if, within ten (10) business days after RFTO’s resubmission under Step (c) above, HRSA has not provided to the contractor written notice identifying specifically any basis for not approving the Services and/or Deliverables. HRSA’s review under Step (d) will be limited to those items addressed in the resubmission. The contractor will be entitled to rely on all decisions and approvals of authorized HRSA representatives in connection with the Contract.

Each TO may require a specific list of deliverables in indicated quantities and delivery dates. In general, the following items in the quantities and at the specified times indicated in this section shall be required:

http://www.hhs.gov/web/section-508/making-files-accessible/index.html

Item Deliverable Date Delivery Method

Item1 Task Order Kick-off Meeting Agenda/Presentation

Two (2) business days prior to meeting Email to COR

Item 2 Consolidated Summary Statement

Stated in Critical Dates Email to COR

Item 3 Monthly Cost-to-Date Report

Seven (7) business days after the reporting period

Email to COR

Item 4 Weekly Progress Report

Within ten (10) business days of award expiration date

Email to COR

Item 5 Verification of Reviewer Qualifications

Three (3) business days prior to the pre-review conference call

Email to COR

Item 6 Contractor Staff Assigned to Task Order

Two (2) business days after receipt of the task order

Email to COR

Item 7 Conflict of Interest Forms

Three (3) business days prior to the pre-review conference call

Email to OFAMDIRCOIs@hrsa.gov

Item 8 Official Folder Documents Thirty (30) calendar days after task order closeout

Email to COR

Item 9 Section E – Homeland Security Presidential Directive (HSPD)-12

Roster Within 14 days of the effective date of this contract

Email to COR

Item 10 Section A-8.–

Contractor Employee Non-Disclosure

Agreement (NDA)

Contractor Employee Non- Disclosure Agreement

(NDA)

Prior to performing any work on behalf of HHS

Email to COR

Item 11 Section B – Training

Records

Copy of training records for all mandatory training

In conjunction with contract award and annually thereafter or upon request

Email to COR

Item 12 Section C – Rules of

Behavior (ROB)

Signed ROB for all employees

Initiation of contract and at least annually thereafter

Email to COR

Item 13 Section D – Incident

Response

Incident Report (as incidents or breaches occur)

As soon as possible and without reasonable delay and no later than 1 hour of discovery

Email to HRSA Security Operations Center (SOC), COR, CO, HRSA SOP (or his or her designee).

Item 14 Section D – Incident

Response

Incident and Breach Response Plan

Upon request from government Email to COR mailto:OFAMDIRCOIs@hrsa.gov

Item 15 Section E – Background Investigation

Onboarding documentation when beginning contract.

Prior to performing any work on behalf of HHS

TBA After Award

Item 16 Section G-2 -

Certification of Sanitization of

Government and Government Activity-

Related Files, Information, and

Devices.

Form or deliverables required by HRSA.

At contract expiration. Email to COR

Item 17 Section G – Contract Initiation and Expiration

If the procurement involves a system or cloud service, additional documentation will be required, such as Disposition/Decommission Plan

At contract expiration. Email to COR

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 Contracting Officer’s (CO) Authority

The Contracting Officer is the only person authorized to make or approve any changes in any of the requirements of this contract, and, notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely in the Contracting Officer. In the event the contractor makes any changes at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the contract terms and conditions, including price.

G.2 Designation of the Contracting Officer’s Representative (COR)

The person identified below is hereby designated as the Contracting Officer Representative (COR) for this contract. The responsibility of the COR is to ensure that the Government’s technical objectives are met. To this end, the COR will provide necessary information, direction, coordination, etc., within the contractual work description. This responsibility may not be re-delegated or reassigned to another individual by anyone other than the Contracting Officer (CO). Issuance of changes which affect the articles, terms, or conditions of this contract will be accomplished through the Contracting Officer who is the only individual authorized to bind the Government to contract.

Government COR shall be identified at award:

COR Name: ______________________ Health Resources and Services Administration 5600 Fisher Lane, Room No: _____ Rockville, Maryland 20857 Phone Number: ____________ Email: ____________

G.3 Contracting Officer’s Representative Responsibility Technical Direction – The COR will provide the necessary information, direction, and coordination within the confines of the existing contractual work description in order for the contract to have a successful outcome for the government.

This includes providing technical direction to the Contractor to guide the contract effort in order to accomplish the contractual statement of work. This may include providing information to the Contractor for assistance in the interpretation of government provided information, specifications or technical portions of the work description, and where required by the contract, review and approval of product deliverables of the Contractor to the Government under the contract.

Contract Progress and Performance Management – The COR should prepare a performance report semiannually on the contractor’s performance on this Contract. The minimal requirement is an annual performance report. Performance reporting on this Contract follows established government guidelines and is submitted to the Contractor and Contracting Officer with supporting documentation.

G.4 Restrictions on the Contracting Officer’s Representative’s Authority

Direction given by the COR to the Contractor must be within the parameters of the Statement of Work as stated in the Contract.

The COR may not issue any direction to the Contractor that:

1. Solicits a proposal, OR

2. Constitutes an assignment of additional work outside the Statement of Work of this Contract, OR

3. In any manner causes an increase in the total contract cost or the time required for contract performance, OR

4. Changes any of the express terms, conditions, or specifications of the Contract (i.e. Changes in the price or scope of work, instructions to start or stop work, approval of any actions that will result in additional charges to the government).

Issuance of changes, which affect the articles, terms, or conditions of this Contract, the Government will accomplished through the Contracting Officer, who is the only party authorized to bind the Government to contract and the only party who can determine if a direction is within the Statement of Work.

G.5 Key Personnel

Pursuant to the Key Personnel clause (HHSAR 352.237-75; (December 2015) referenced in SECTION I of this contract, the following individual(s) is (are) designated as Key Personnel and considered essential to the work being performed under this contract:

Insert Title of Key Personnel(s). Ex: Project Director Name: ____________TBD___________________

Contact Information for Key Personnel: (filled in at time of award) Email Address: _________________________ Phone Number: _________________________

The key personnel specified in this contract considered essential to work performance. At least 30 days prior to the contractor voluntarily diverting any of the specified individuals to other programs or contracts the Contractor shall notify the Contracting Officer and shall submit a justification for the diversion or replacement and a request to replace the individual. The request must identify the proposed replacement and provide an explanation of how the replacement's skills, experience, and credentials meet or exceed the requirements of the contract (including, when applicable, Human Subjects Testing requirements). If the employee of the contractor terminates for cause or separates from the contractor voluntarily with less than thirty days’ notice, the Contractor shall provide the maximum notice practicable under the circumstances. The Contractor shall not divert, replace, or announce any such change to key personnel without the written consent of the Contracting Officer.

The Government will modify the contract to add or delete key personnel as necessary to reflect the agreement of the parties.

G.6 Staffing Requirements The general responsibilities of all contract personnel are as follows:

1. Exhibit teamwork and provides best value for customers by improving the quality of customer interaction and communication, and internally improving communication to increase the quality and value of service provided.

2. Demonstrate proactive behavior, provides timely responsiveness, and exhibits a sense of ownership and commitment in all dealings.

3. Perform timely follow through to ensure quality completion of customer actions.

4. Engages in customer partnering sessions and lessons learned sessions. On a regular basis, shows initiative in problem identification and resolution.

5. Demonstrate full working knowledge of the Health Resources and Services Administration (HRSA) evaluation studies, evaluation and information syntheses, policy and environmental assessments, and performance measurement tools and data systems in support of various Bureaus and Offices within HRSA.

6. Maintain the integrity and security of federally-owned property, including equipment, supplies, and information technology related hardware, software and data.

7. Plan, organize, and prioritize work to accommodate agreed to dates/timelines as noted in the task order, and produce clear and effective results of acceptable quality.

8. Refer new or unusual circumstances in a timely manner to the COR for guidance.

G.7 Submission of Vouchers

1. The contractor shall submit payment requests to hrsainvoices.gov as often as monthly using Standard Form 1034, public voucher for purchases and services other than personal. SF1034, Public voucher for purchases and services other than personal. The SF 1034 in supporting documentation must be submitted in PDF format payment shall be made in accordance with the terms of the contract.

2. The Contractor agrees to submit a voucher in accordance with Section J - Attachment C, Billing Instructions. VOUCHERS WITHOUT ALL REQUIRED INFORMATION WILL BE

DENIED UNTIL THE PROPER INFORMATION IS SUBMITTED

3. For inquiries regarding voucher submission, e-mail your concerns to hrsainvoices@hrsa.gov

4. For inquiries regarding technical issues, inspection and acceptance, call your COR.

5. For inquiries regarding suspension or rejection of costs submitted, call your Contract

Specialist.

6. Payment shall be made by:

PSC/FMP/AS

U.S. Department of Health and Human Services Program Support Center 7700 Wisconsin Ave., Suite 9000 Bethesda, MD 20814 Telephone: 301-492-5233 Fax: 301-480-5089 Email: pscinvoiceinquiries@psc.hhs.gov

G.8. Electronic Funds Transfer The Contractor shall designate a financial institution for receipt of electronic funds transfer payments. Contractors are encouraged to periodically review their file for accuracy and are required to re-reregister before their expiration date. SAM will notify users by e-mail that their file is due to expire beginning 60 days prior to expiration, then 30 days and finally 15 days before expiration.

Directions on how to navigate SAM can be found on the site’s Home Page by clicking Help in the navigation bar at the top of the page.

mailto:hrsainvoices@hrsa.gov mailto:pscinvoiceinquiries@psc.hhs.gov

G.9 Evaluation of Contractor’s Performance Interim and final evaluation of Contractor performance (including options) on this contract shall be conducted in accordance with FAR Subpart 42.15 and entered into the Contractors Performance Assessment Reporting System (CPARS) (see Section J - Attachment D).

The Government will conduct an evaluation of Contractor’s performance based on the completion of the tasks stated in the SOW. HRSA documents contractor performance using the Contractor Performance Assessment Rating System (CPARS) (www.cpars.gov). The evaluation shall be conducted by the COR and be comprised of an evaluation of contractor performance completed by the Contractor and Federal staff, and a review of progress reports and financial reports.

G.10 Task Order Procedures

1. The Contractor will be issued a Request for Task Order (hereby known as Request for Services (RFS)), which will include specific types of Contract staff, estimated dates of review, number of applications, Contracting Officer's Representative (COR) information, and other pertinent information. This RFS will be sent to the contractor electronically.

The basis for award will be determined by the specific needs of the requesting office and included in the RFS.

2. The RFS will specify if the contractor will be required to submit separate cost and technical proposals; a cost proposal only; or an oral presentation. The RFS package may include any special instructions that are particular to the requirement.

The Contractor shall provide the CO with an estimated cost proposal within 5 workdays of receipt of the RFS. After this is reviewed and funding is received, a Task Order will be issued.

The contract type (cost reimbursement or fixed price) for each TO will be based on the labor rates as negotiated up to the maximum ceiling set forth in this contract.

3. The Government shall reserve the right to award a Task Order without discussions.

4. Whenever there is a change in the meeting requirements such as the number of panels, participants, days, contract staff needed, type of review approach that shall result in a cost increase or decrease, then the CO and the COR must be notified. A modification to the Task Order will be written to reflect these changes.

5. In accordance with FAR 16.505(a)(9), no protest under FAR Subpart 33.1 shall be authorized in connection with the issuance or proposed issuance of a RFS under this contract, except for a protest on the grounds that the order increases the scope of work, period of performance, or maximum value of the contract.

G.11 Task Order Information Each task order will contain the following minimum information:

• Date of award

• Contract number and task order number

• Estimated total dollar amount of the task order

• Request for Services and any special instructions

• Period of performance

• Name and email of the COR

G.12 Task Order Billing The contractor shall segregate billings by task order when invoicing against the contract.

G.13 Changes or Revisions

1. The Government shall not be liable for any costs due to changes or revisions in the scope of services for this Contract or in any task order projects, from the requirements originally negotiated and agreed to, unless such changes or revisions are authorized and approved by the Contracting Officer, in writing.

2. Any request for changes or revisions received from the Contractor shall be referred to the Contracting Officer for review and approval before acceptance by the Government.

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1 Food It is the policy of DHHS that OPDIVs and STAFFDIVs shall not use appropriated funds (whether from an annual appropriation, multi-year appropriation, appropriated user fee, mandatory appropriation, gift funds, or reimbursements from such appropriations, etc.) to purchase food (whether for conferences or meetings; for meals, light refreshments, or beverages; or for Federal or non-Federal participants). Food and meals are not to be provided and are an unallowable expense.

H.2 Equipment

HRSA does not intend to authorize or provide funds for the purchase, lease, rental, or maintenance of any equipment.

H.3 Travel Reimbursement Any travel reimbursement required by this contract shall be performed in accordance with Federal Travel Regulations.

H.4 Confidentiality Agreement Requirement

The Contractor shall implement a confidentiality agreement related to all data provided by the Government staff. All Contractor staff that work with the Federal Government and are provided information and access to databases shall sign such an agreement and a copy of the signed agreement for each relevant staff member shall be submitted to the COR prior to receipt of relevant documents.

H.5 Organizational Conflict of Interest (OCI)

A. Disclosure Clauses In accordance with FAR Subpart 9.5, all contractors submitting proposals in response to this solicitation must:

(1) Identify any actual, potential or perceived organization conflicts of interest or, in the absence of such conflicts, represent that no such organizational conflicts of interest exist.

(2) If any perceived organizational conflict is identified, provide an explanation why an actual or potential organizational conflict of interest does not exist.

(3) If any actual or potential organizational conflict exists, include a mitigation plan for addressing the conflict.

B. Disclosure Clauses

(1) The contractor may be disqualified from award if it fails to provide or makes any misrepresentation in connection with required OCI disclosures.

(2) The contractor shall disclose all OCIs that arise after award.

(3) The Government may terminate the contract for convenience if an OCI arises after award.

(4) The contractor is required to flow down to its subcontractor OCI restrictions.

(5) Misrepresenting or failing to disclose information related to OCIs may result in termination for default, debarment, prosecution for making of false statement, or other severe consequences.

SECTION I – CONTRACT CLAUSES

I.1 Federal Acquisition Regulation (FAR) (48 CFR Chapter 1) Contract Clauses

A. FAR 52.252-2 Clauses Incorporated by Reference (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

Also, the full text of a clause may be accessed electronically at www.acquisition.gov/far.

FAR Clause No. Title and Date

52.202-1 Definitions (Nov 2013) 52.203-3 Gratuities (APRIL 1984) 52.203-5 Covenant Against Contingent Fee (May 2014) 52.203-6 Restrictions on Subcontractor Sales to the Government (SEP 2006) 52.203-7 Anti-Kickback Procedures (May 2014) 52.203-8 Cancellation, Rescission, and Recovery of Funds for Illegal or

Improper Activity (May 2014) 52.203-10 Price or Fee Adjustment for Illegal or Improper Activity (May 2014) 52.203-11 Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions (SEP 2007) 52.203-12 Limitation on Payments to Influence Certain Federal Transactions (OCT 2010) 52.203-13 Contractor Code of Business Ethics and Conduct (OCT 2015) 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (APR 2014) 52.204-4 Printing or Copied Double-Sided on Recycled Paper (MAY 2011) 52.204-7 System for Award Management (OCT 2016) 52.204-9 Personal Identity Verification of Contractor Personnel (JAN 2011) 52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards 52.204-13 System for Award Management Maintenance. (Oct 2018) 52.204-15 Service Contract Reporting Requirements for Indefinite-Delivery Contracts

(OCT 2016)

52.203-18 Prohibition on Contracting with Entities that Require Certain Internal

Confidentiality Agreements or Statements-Representation (JAN 2017) 52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements

(JAN 2017)

52.204-16 Commercial and Government Entity Code Reporting (JUL 2016) 52.204-17 Ownership of Control of Offeror (JUL 2016) 52.204-19 Incorporation by Reference of Representations and Certifications (DEC 2014) 52.204-22 Alternative Line Item Proposal (JAN 2017) 52.209-6 Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015) 52.215-2 Audit and Records - Negotiation (OCT 2010) 52.215-8 Order of Precedence - Uniform Contract Format (OCT 1997) 52.215-10 Price Reduction for Defective Cost or Pricing Data (AUG 2011) (applicable to contract actions over $500,000) 52.215-11 Price Reduction for Defective Certified Cost or Pricing Data – Modifications

(AUG 2011)

52.215-12 Subcontractor Cost or Pricing Data (OCT 2010) (applicable to contract actions over $750,000) 52.215-15 Pension Adjustments and Asset Reversions (OCT 2010) http://www.acquisition.gov/far

52.215-18 Reversion or Adjustment of plans for Postretirement Benefits Other Than Pensions (PRB) (JULY 2005) 52.215-19 Notification of Ownership Changes (OCT 1997) 52.215-23 Limitations on Pass-Through Charges (OCT 2009) 52.216-7 Allowable Cost and Payment (JUN 2013) 52.216-8 Fixed Fee (JUN 2011) 52.216-18 Ordering (OCT 1995) 52.216-19 Order Limitations (OCT 1995) 52.216-22 Indefinite Quantity (OCT 1995) 52.217-5 Evaluation of Options (JUL 1990) 52.217-8 Option to Extend Services (NOV 1999) 52.219-6 Notice of Total Small Business Set-Aside (NOV 2011) 52.219-8 Utilization of Small Business Concerns (NOV 2016) 52.219-9 Small Business Subcontracting Plan (JAN 2017) 52.219-14 Limitations on Subcontracting (JAN 2017) 52.219-16 Liquidated Damages - Subcontracting Plan (JAN 1999) 52.222-2 Payment for Overtime Premiums (JULY 1990) *$0.00 52.222-3 Convict Labor (JUN 2003) 52.222-21 Prohibition of Segregated Facilities (APR 2015) 52.222-26 Equal Opportunity (SEP 2016) 52.222-35 Equal Opportunity for Veterans (OCT 2015) 52.222-36 Equal Opportunity for Workers with Disabilities (JUN 2014) 52.222-37 Employment Reports…