Blackstone RFP - FINAL.pdf

U.S. Department of State Blackstone

Bureau of Medical Services RFP #: 19AQMM21R0217

U.S. Department of State

Office of Acquisitions Management supporting

Bureau of Medical Services

Occupational Medical Support to Bureau of Diplomatic Security Training

Facility Blackstone, VA

RFP #: 19AQMM21R0217

Contract

Attachment Title

A Quality Assurance and Surveillance Plan (To be added to award document)

RFP

Attachment Title

1 Pricing Table

2 Template for Vendor Questions

3 Past Performance Questionnaire

4 Subcontracting Plan

Mission of the U.S. Department of State: The U.S. Department of State is the lead institution for the conduct of American diplomacy and the Secretary of state is the

President’s principal foreign policy advisor. The Department of State’s mission is to advance U.S. national security interests, fight terrorism, protect U.S. interests abroad, and implement foreign policy initiatives that build a freer, prosperous, and secure world.

Mission of the Bureau of Medical Services: MED executes the Department’s worldwide

Medical Program, serving over 70,000 U.S. Government employees and family members

(EFM) from more than 75 federal agencies engaged in the advancement of America’s interests and national security abroad. MED’s mission embraces the dual-objectives of the

President’s FY 2018 Budget Blueprint, supporting “national security and public safety to keep Americans safe while delivering flexible, patient-centered, and market-driven healthcare solutions that maximize private sector innovation, third-party reimbursement, host-nation infrastructure, and new technologies, to deliver the most cost-effective healthcare system in the U.S. Government.” Overseas, MED provides clinical, preventive, occupational and mental health care services, manages hospitalizations and medical evacuations, assesses local health threats, and allocates medical resources for all Chief of

Mission personnel. Domestically, MED advises the Secretary on the impact of global health issues such as COVID-19, Ebola virus disease, Zika virus, and air pollution, forecasting their impact on Department operations and risks to staff and private American citizens. The Medical Director also serves as the Departments Designated Agency Safety and Health Official (DASHO), responsible for ensuring a safe and healthful work environment.

Scope: This is a non-personal services contract to provide medical support services for the

Occupational Medical Support to Bureau of Diplomatic Security Training Facility

Blackstone, VA.

Type of Contract: Stand-alone

Set-Aside: Unrestricted

NAICS: 621111 - Offices of Physicians (except Mental Health Specialists)

Place of Performance: The Bureau of Diplomatic Security (DS) has the need for clinical occupational health services onsite at the Blackstone VA training site in the designated space in building “A2” at Fort Pickett, Blackstone, VA 23824.

Questions Related to RFP Due: NLT 12:00 pm (Eastern) on September 30, 2021

Proposal Due: NLT 12:00 pm (Eastern) on October 15, 2021

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 OVERVIEW

The U.S. Department of State (“DOS”, “State”, or “the Department”), Bureau of Medical

Services (MED) has a need for medical support services at the occupational medical clinic in the designated space in building “A2” at Fort Pickett, Blackstone, VA.

B.2 TYPE OF CONTRACT

a) This is stand-alone contract for commercial services.

b) The following table reflects the Contract Line Item Number (CLIN) that will be funded for this contract:

CLIN Description Contract Type

X001 Project Start Up Fee (one time) Firm-Fixed-Price

X002 Health Care Operations Firm-Fixed-Price

X003 Other Direct Costs Cost (no-fee)

‘X’ in CLIN identifier = Contract Year (e.g., 0 = Base Period; 1 = Option Year 1, etc.)

c) Firm-fixed-price (see FAR 16.202) = Payment at negotiated firm-fixed-price. Negotiated firm-fixed-price includes direct labor costs, direct non-labor costs, applicable indirect costs, and profit.

d) A cost contract (see FAR 16.302) = Payment for costs incurred. The contractor will be reimbursed for the cost of other direct costs incurred. The reimbursement may include applicable indirect costs but will not include any fee.

e) This is a non-personal services contract, as defined in FAR 37.101. Inherently governmental functions, as described in FAR 7.503 or by the ordering agency, are prohibited under this contract. The Government will neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. The Contractor shall manage its employees and guard against any actions that are of the nature of personal services or give the perception of personal services. The Contractor shall notify the

Contracting Officer immediately if it perceives any actions that constitute personal services.

This contract shall not be used to perform any inherently governmental functions.

B.3 PRICING TABLES

The following table displays the negotiated firm-fixed-prices for Sub-CLINs X001 and

CLIN X002. To be completed at time of award.

Sub-CLIN + Description

Base

Year

Option

Year 1

Option

Year 2

Option

Year 3

Option

Year 4

Six-

Month

Option

X001: Type 1- Project Startup Fee (one time)

N/A N/A N/A N/A N/A

X002: Type 2- Health Care Operations

X003: Other Direct Costs (Not to

Exceed Amount)

B.4 NOT-TO-EXCEED (NTE) PROFIT PERCENTAGES

a) This section applies when profit is an applicable element (e.g., under fixed-price, labor-hour, and time portion of time-and-materials arrangements) and when:

1. proposing and negotiating new cost elements (e.g., new firm-fixed-unit-prices and other direct costs) in the contract; and/or

2. changes (i.e., additions and/or deletions) in negotiated contract pricing occur.

b) Examples of this section’s applicability are when proposing and negotiating:

1. fully-loaded hourly labor rates for labor categories not already identified in the contract;

2. fixed-price CLINs;

3. equitable adjustments under fixed-price CLINs.

c) The following are the negotiated NTE profit percentage(s):

Base Period: NTE ___% To be completed at time of award

Option Year 1: NTE ___%

Option Year 2: NTE ___%

Option Year 3: NTE ___%

Option Year 4: NTE ___%

Six-Month Option to Extend (see FAR 52.217-8): NTE ___%

B.5 PERIOD OF PERFORMANCE

This contract is comprised of a one-year base period, four, one-year option periods (plus a six-month option to extend in accordance with FAR 52.217-8).

Base Year: To be completed at time of award

Option Year 1:

Option Year 2:

Option Year 3:

Option Year 4:

Six-Month Option to Extend (see FAR 52.217-8):

SECTION C – STATEMENT OF OBJECTIVES (SOO)

[THE NEGOTIATED PERFORMANCE WORK STATEMENT WILL BE

INSERTED BELOW IN THE CONTRACT AWARD]

C.1 OVERVIEW AND BACKGROUND

The Office of Occupational Health and Wellness (MED/CP/OHW) through the Office of

Acquisition Management (AQM) has a need to respond to critical threats to the

Department’s training missions domestically at the Bureau of Diplomatic Security’s (DS) training site in Blackstone, Virginia. The current and everchanging security status of diplomatic missions around the world have necessitated the increased operational tempo of the Foreign Affairs Security Training Center (FASTC) program for all overseas personnel as well as other security training provided to DS employees stationed domestically and abroad. MED/CP/OHW is responsible for occupational medical support to this facility for federal employees, family members, and other eligible persons. Nowhere is the provision of this occupational medical support more important than at this critical training site for the

Department. Routinely, participant trainees are exposed to simulated situations that can put them at risk for injury that may require immediate acute urgent care services and continued follow-up to inform and clear return to training authorization. This training develops the practical skills necessary to operate in today’s overseas environment. Hard skills training allows the foreign affairs community to learn how to detect surveillance, provide emergency medical care, increase identification skills to recognize Improvised Explosive

Devices (IED), participate in firearms familiarization, and perform defensive/counterterrorist driving maneuvers. This mandatory training improves security and life safety for the protection of U.S. personnel operating abroad.

Most of the training requires a level of physical intensity that many participants do not regularly experience and may put them at greater risk of injury due to their fitness level and underlying chronic disease status. In order to meet the medical needs of both trainees and

FASTC personnel, an immediate occupational medical services support contract is required.

C.2 OBJECTIVES

The performance objective is to provide quality occupational medical services to the employees and trainees supporting the State Department training mission at Blackstone

VA, and to support the Bureau of Medical Service’s Mission to promote and safeguard the health and well-being of America’s diplomatic community. In accomplishing that objective, the following outcomes must be achieved:

a. Provide initial set-up and continued medical furnishings/supplies of the patient treatment rooms in the identified physical space in building A8 within 7 days of contract award.

b. Provide continuing clinical services and care according to established standards to a population of approximately 600 permanent training and admin personnel as well as a variable population up to 750 additional trainees for 60 hours per work week within 7 days of contract award.

c. Establish full primary, occupational, and emergency medical care services within 7 days of contract award.

d. Provide daily disease-related telehealth checks via secure video to non- or mildly-ill employees who are quarantined due to contact protocols within 7 days of contract award.

e. Provide monthly health education/promotional messaging to employees within 7 days of contract award.

f. Establish the capability to provide limited laboratory testing within 7 days of contract award.

g. Provide routine infectious disease testing for personnel unvaccinated from or symptomatic for COVID-19. This should include weekly antigen testing for those unvaccinated and follow-up PCR for anyone testing positive or who is exhibiting symptoms.

h. Provide occupational surveillance services to include yearly audiogram screenings, blood lead level lab testing, and lead exposure physical exam in accordance with the Office of Safety and Health Administration (OSHA) and State Department published requirements and forms for approximately 30 identified employees at risk for lead and excessive sound exposure.

i. Provide for administration of limited periodic vaccinations of MED supplied vaccine within 7 days of contract award.

C.3 SCOPE

The Department’s occupational medical clinic at Fort Pickett, Blackstone, VA, supports the occupational medical and acute care needs of the Department’s employees and promotes and safeguards the health and well-being of America’s diplomatic community. To ensure the success of the occupational medical clinic, the Department seeks the services of a

Contractor to provide the following support:

1. Provide initial set-up and medical furnishings/supplies of the two patient treatment rooms each approximately 110 sq ft, adjacent office approximately 100 sq ft, reception space approximately 235 sq ft, and storage space approximately 100 sq ft in the existing space in building A2 Suite 22.210 and storage space 22.214 to meet the requirements outlined in 2 a-c below.

2. Provide clinical services and care to a permanent population of about 600 Federal and third-party contract personnel in addition to a variable population of up to 750 additional trainees. Services shall include:

a. Occupational Medicine, Worker’s Compensation Evaluation and

Treatment, Episodic care of Minor Illnesses and Injuries, Screenings, Infectious disease related daily telehealth checks with secure video observation for employees who are required to quarantine (unvaccinated or not fully vaccinated) and mildly ill people in isolation in the hotel, limited immunizations, and health promotion/education with dedicated workspace logistics, and support staff for a contract medical provider.

b. Nursing support to above.

c. Limited Clinical Laboratory Improvement Amendments (CLIA) waived lab testing.

3. Provide adequate staffing to support the clinic operations 60 hours per week from

0600-1800 Monday -Friday.

a. Current effective staffing level is:

• 1 FTE medical provider (Nurse Practitioner or Physician’s Assistant)

• 1 FTE Certified Occupational Health Nurse

• 1 FTE Medical Technician

• .05 FTE Physician

C.4 KEY DELIVERABLES

The Contractor shall provide the following deliverables in the timeframe and format prescribed. The Contracting Officer shall notify the Contractor in writing of any additional deliverables that may arise during contract performance. All delivery times are measured from the effective date of the contract. The table below defines all the relevant Contractor deliverables:

Item

No.

Deliverable/

Item Title

Description

Frequen cy

Delivery

Format

Due By

1 Quarterly

Program Review

Quarterly program review presentation with an Executive

Summary and graphic representation of clinic utilization to include: visit types, total visits, unique employee visits, top three conditions seen for occupational and non-occupational visits, and wellness/health education initiatives.

Once per

Quarter

Via email to COR and

ACORs

Template due for approval within 20 days of contract award and reports due by April 15th, July 15th, October

15th, January 15th.

2 Monthly Clinic

Utilization report

Monthly clinical utilization segregated by visit types

(worker’s comp, Once per

Month

Via email to COR and

ACORs

Template due for approval within 20 days of contract award and on the

15th day of each occupational, non-occupational month after contract award

3 Monthly Health education/Promoti on messaging

Provide a monthly health education message that can be distributed to employees via email

Once per

Month

Via email to ACORs

On the first business day of each month

4 Quarterly Quality

Assurance and

Compliance

Review (QACR)

Submit quarterly

QACRs showing how the Contractor met or failed to meet the performance requirements listed the contract.

Once per

Quarter

Via email to COR and

ACORs

Template due for approval within 30 days of contract award and reports due by April 15th, July 15th, October

15th, January 15th.

5 Clinical Provider

Credentialing report

The Contractor shall maintain and provide a true copy of clinical credentials to the COR for each physician, physician’s assistant, advanced nursing provider, nurses, medical technicians, paramedics, laboratory technologists, and radiology technicians.

The clinical credentials of all personnel providing services under this contract are subject to review and approval by the COR prior to beginning performance.

Initial and

Yearly

Via email to COR and

ACORs

Prior to each new hire and yearly at the end of the contract year

6 Standard

Operating

Procedures

Copy of clinical and administrative

Standard Operating

Procedures impacting or affecting the care of patients

Initial and

Yearly

Via email to COR and

ACORs

Due for approval within 30 days of contract award and report of SOP compliance submitted 45 calendar days eligible under this contract prior to end of base year and all option years.

7 Phase-In

Deliverables /

Requirements

The Program

Manager is on contract within 5 business days.

Proof(s) of professional liability insurance in the amount of at least $1 million per occurrence and $3 million aggregate for each physician, physician’s assistant, or advanced practice nurse shall be submitted to the CO and COR within 5 business days of contract award, and before entry on duty of any new or replacement clinical staff.

Develop initial reporting and invoicing formats to facilitate effective program and project within 20 business days of contract award

Complete hiring of all staff within 15 calendar days of contract award

Establish full primary, occupational, and emergency

Varies Via email to COR and

ACORs

Varies medical care services within 7 days of

Ensure all personnel are trained and operating at full operating capability within 45 days of contract award.

8 Invoicing Detailed statement of costs for each CLIN # that is being billed

Monthly Via email to COR and

ACORs

Sample invoice submitted to COR within 20 business days following

Invoices submitted to DOS within 30 days after the end of the billing month.

9 Final Invoice A full and accurate inventory, accounting for all lost, stolen or damaged property must be furnished to the

COR before final payment is authorized.

Once per contract year

Via email to COR and

ACORs

Prior to final payment

C.5 PERFORMANCE MONITORING

The Contractor will propose a Quality Assurance Surveillance Plan (QASP) which the government will use to monitor the Contractor’s performance. Once the contract agreement is reached the contract award will include below the mutually agreed upon QASP. The

QASP will provide oversight help to ensure that service levels reach and maintain the required levels for performance of this task. Further, the QASP provides the COR with a proactive way to avoid unacceptable or deficient performance, and provides verifiable input for required Past Performance Information Assessments. The QASP is a living document and may be updated by the Government as necessary. Any updates to the QASP will be provided to the Contractor.

The following table identifies technical performance standards that align with PWS tasks.

The Contractor shall establish a performance baseline or minimum Acceptable Quality

Level (AQL) and define a target performance level for each metric. Should the minimum

AQL not met during performance, the Contractor shall implement a process for corrective action and quality improvement.

[THE NEGOTIATED QASP WILL BE INSERTED BELOW IN THE CONTRACT

AWARD]

C.6 OPERATING CONSTRAINTS:

All professional liability shall be borne by the Contractor in accordance with FAR 37.401

For clarification, this clinic will not include emergency medical response to incidents outside of building A2. All other emergency medical response at the training site is provided through a separate contract mechanism.

SECTION D – PACKAGING AND MARKING

D.1 MARKING OF REPORTS

All reports delivered by the Contractor to the Government under this contract shall prominently show on the cover of the report:

a) Name and address of the Contractor

b) Contract number

c) Date of report

d) Program office(s) (e.g., Directorate of Clinical Programs)

The Contractor shall not include any company watermarking or statement that would prevent the Government from utilizing or circulating the information contained in the report. If there are issues with the potential proprietary nature of the information, it shall be brought to the attention of the Contracting Officer’s Representative for resolution.

Unless otherwise requested, reports shall be submitted electronically as identified in

Section F.3.

SECTION E – INSPECTION AND ACCEPTANCE

E.1 CLAUSES INCORPORATED BY REFERENCE – FAR 52.252-2 (FEB 1998)

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

FAR: www.acquisition.gov/far

DOSAR: www.statebuy.state.gov/DOSar

These website addresses are subject to change. If the Federal Acquisition Regulation (FAR) is not available at the locations indicated above, the Contractor may use an Internet search engine such as Google or Yahoo to obtain the latest location of the most current FAR.

Clause Title Date

52.246-2 Inspection of Supplies – Fixed Price Aug 1996

52.246-3 Inspection of Supplies – Cost-Reimbursement May 2001

52.246-4 Inspection of Services – Fixed Price Aug 1996

52.246-5 Inspection of Services – Cost-Reimbursement Apr 1984

52.246-16 Responsibility for Supplies Apr 1984

E.2 INSPECTION AND ACCEPTANCE

a) The CO’s representatives are provisionally responsible for inspection and acceptance of the Contractor’s effort under this contract. It is agreed upon by both parties that written acceptance or rejection of services under this contract shall be furnished by the

Government, either physically or through electronic communications, within ten (10) working days following delivery. The CO is ultimately responsible for inspection and acceptance. The Contractor shall submit quarterly Quality Assurance and Compliance

Reports (QACR) showing how it met or failed to meet the performance requirements listed in the contract. If the Contractor failed to meet the acceptable quality level (AQL) for a given performance requirement, it shall submit a detailed narrative as to what actions have been taken to mitigate any future non-compliance.

b) If the Contractor believes that mitigating circumstances precluded the Contractor from meeting the terms and conditions of the contract as it relates to performance or administration of the contract, a request for waiver can be requested. The Contractor shall provide a detailed explanation as to why the circumstances surrounding the contract noncompliance occurred and why this action could not have been prevented.

This request must be submitted to the Government within seven (7) calendar days from receipt of notice of noncompliant performance, unless otherwise approved by the CO.

http://www.acquisition.gov/far http://www.statebuy.state.gov/dosar

c) The Contractor shall only tender for acceptance those services or analytical results that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The

Government may require repetition of nonconforming services at no increase in contract price. The Government must exercise its post-acceptance rights within a reasonable time after the defect was discovered or should have been discovered.

d) The Contractor is responsible for performing or having performed all inspections and tests necessary to substantiate that the services furnished under this contract conform to contract requirements, including any applicable technical requirements for specified manufacturers’ parts. This clause takes precedence over any Government inspection and testing required in the contract’s specifications, except for specialized inspections or tests specified to be performed solely by the Government.

e) Throughout contract performance, the Contractor shall be proactive in identifying new simple, measurable, and meaningful performance metrics to be used in performing the requirements of this contract.

E.3 GOVERNMENT QUALITY ASSURANCE

a) The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract. The role of the Government is to conduct quality assurance to ensure that standards are achieved.

b) The Government will perform those quality assurance procedures that may be necessary to verify that performance is in accordance with the terms of the contract.

Government quality assurance will be performed routinely by the Contracting Officer’s representatives (e.g., COR, ACOR, GTM). However, other representatives, including third party contractors, may be called upon to support this effort as required. The COR or designated quality assurance evaluators will record all surveillance observations and will maintain a file of all inspection results. Instances of unsatisfactory performance may result in appropriate actions taken by the Contracting Officer in accordance with the terms of this contract.

c) In the event that an inspection identifies performance deficiencies, the COR may require the Contractor to explain, in writing, why performance was unacceptable, how performance will be returned to acceptable levels, and how recurrence of the problem(s) will be prevented in the future. The COR will evaluate the Contractor's explanation and take appropriate action.

d) The Contractor shall promptly correct and improve any shortcomings noted during inspections. The Contractor shall also bring any conditions beyond the responsibility of the Contractor to the attention of the CO.

e) The terms in this section are designed to complement the provisions in the FAR

Inspection clause.

SECTION F – DELIVERIES OR PERFORMANCE

F.1 CLAUSES INCORPORATED BY REFERENCE – FAR 52.252-2 (FEB 1998)

address(es):

FAR: www.acquisition.gov/far

DOSAR: www.statebuy.state.gov/DOSar

Clause Title Date

52.211-8 Time of Delivery Jun 1997

52.242-15 Stop-Work Order Aug 1989

52.242-15 Stop-Work Order Alt. I Apr 1984

52.242-17 Government Delay of Work Apr 1984

52.247-34 F.O.B. Destination Nov 1991

52.247-35 F.O.B. Destination, within Consignee’s Premises Apr 1984

F.2 PERIOD OF PERFORMANCE

This contract is comprised of one (1) 12-month base period plus four (4), 12-month option periods and a six-month option to extend granted by FAR 52.217-8.

F.3 DELIVERABLES

The Contractor shall provide the following deliverables in the timeframe and format prescribed. The CO shall notify the Contractor in writing of any additional deliverables that may arise during contract performance. The table below defines all the relevant Contractor deliverables. With regard to the Contractor-produced reports required in the table below, the Government will have ten (10) business days to review the deliverable documents, either accepting them as is or returning them to the Contractor with feedback and requesting action. If the Government returns the document requesting correction, the 10-day review cycle applies to each subsequent document version review. If the Government http://www.statebuy.state.gov/dosar does not respond within ten (10) business days, the Contractor may consider the document deliverable as accepted.

1 Quarterly

Program Review

Quarterly program review presentation with an Executive

Summary and graphic representation of clinic utilization to include: visit types, total visits, unique employee visits, top three conditions seen for occupational and non-occupational visits, and wellness/health education initiatives.

Once per

Quarter

Via email to COR and

ACORs

Template due for approval within 20 days of contract award and reports due by April 15th, July 15th, October

15th, January 15th.

2 Monthly Clinic

Utilization report

Monthly clinical utilization segregated by visit types

(worker’s comp, occupational, non-occupational

Once per

Month

Via email to COR and

ACORs

Template due for approval within 20 days of contract award and on the

15th day of each month after contract award

3 Monthly Health education/Promoti on messaging

Provide a monthly health education message that can be distributed to employees via email

Once per

Month

Via email to ACORs

On the first business day of each month

4 Quarterly Quality

Assurance and

Compliance

Review (QACR)

Submit quarterly

QACRs showing how the Contractor met or failed to meet the performance requirements listed the contract.

Once per

Quarter

Via email to COR and

ACORs

Template due for approval within 30 days of contract award and reports due by April 15th, July 15th, October

15th, January 15th.

5 Clinical Provider

Credentialing report

The Contractor shall maintain and provide a true copy of clinical credentials to the COR for each physician, Initial and

Yearly

Via email to COR and

ACORs

Prior to each new hire and yearly at the end of the contract year physician’s assistant, advanced nursing provider, nurses, medical technicians, paramedics, laboratory technologists, and radiology technicians.

The clinical credentials of all personnel providing services under this contract are subject to review and approval by the COR prior to beginning performance.

6 Standard

Operating

Procedures

Copy of clinical and administrative

Standard Operating

Procedures impacting or affecting the care of patients eligible under this contract

Initial and

Yearly

Via email to COR and

ACORs

Due for approval within 30 days of contract award and report of SOP compliance submitted 45 calendar days prior to end of base year and all option years.

7 Phase-In

Deliverables /

Requirements

The Program

Manager is on contract within 5 business days.

Proof(s) of professional liability insurance in the amount of at least $1 million per occurrence and $3 million aggregate for each physician, physician’s assistant, or advanced practice nurse shall be submitted to

Varies Via email to COR and

ACORs

Varies the CO and COR within 5 business days of contract award, and before entry on duty of any new or replacement clinical staff.

Develop initial reporting and invoicing formats to facilitate effective program and project within 20 business days of contract award

Complete hiring of all staff within 15 calendar days of contract award

Establish full primary, occupational, and emergency medical care services within 7 days of

Ensure all personnel are trained and operating at full operating capability within 45 days of contract award.

8 Invoicing Detailed statement of costs for each CLIN # that is being billed

Monthly Via email to COR and

ACORs

Sample invoice submitted to COR within 20 business days following

Invoices submitted to DOS within 30 days after the end of the billing month.

9 Final Invoice A full and accurate inventory, accounting for all lost, stolen or damaged property must be furnished to the

COR before final payment is authorized.

Once per contract year

Via email to COR and

ACORs

Prior to final payment

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 CONTRACT ADMINISTRATION

This contract will be administered as follows:

Contracting Officer (CO)

Kelley Kershner

KershnerK@state.gov

Contracting Officer’s Representative (COR)

To Be Determined After Award

Alternate Contracting Officer’s Representative (ACOR)

To Be Determined After Award

Written communications regarding the administration of this contract shall make reference to the contract number and shall be submitted electronically to the CO, COR, and ACOR at the email addressed above.

G.1.1 CONTRACTING OFFICER

The Contracting Officer (CO) has sole authority to modify the terms of this contract. The

Contractor is responsible for ensuring that all deviations from contract requirements are approved by the CO.

G.1.2 CONTRACTING OFFICER’S REPRESENTATIVE

The Contracting Officer will designate in writing one or more Government employees, by name and position title, to take action for the Contracting Officer under this contract. Each designee shall be identified as a Contracting Officer’s Representative (COR) or Alternate

Contracting Officer’s Representative (ACOR). Such designation(s) shall specify the scope and limitations of the authority so delegated.

G.1.3 GOVERNMENT TECHNICAL MONITOR (GTM)

A Government Technical Monitor (GTM) may be designated to provide technical monitoring, advice and assistance, in the monitoring and evaluation of the Contractor’s performance.

G.2 TECHNICAL DIRECTION

a) Contract performance shall be subject to technical instructions, whether oral or written, issued by the COR specified in Section G.1. Technical instructions must be within the general scope of work stated in the contract. Technical instructions may not be used to:

mailto:KershnerK@state.gov

1) Assign additional work or reduce work under the contract.

2) Direct a change as defined in the "Changes" clause of this contract.

3) Increase or decrease the contract price or estimated contract amount (including fee), as applicable, the level of effort, or the time required for contract performance.

4) Change any of the terms, conditions or specifications of the contract.

b) If, in the opinion of the Contractor, any technical instruction calls for effort outside the scope of the contract or is inconsistent with this requirement, the Contractor shall notify the Contracting Officer in writing within two (2) business days after the receipt of any such instruction. The Contractor shall not proceed with the work affected by the technical instruction unless and until the Contractor is notified by the Contracting

Officer that the technical instruction is within the scope of this contract or a change order is issued.

c) Nothing in this section shall be construed to excuse the Contractor from performing that portion of the contractual work statement that is not affected by the disputed technical instruction.

G.3 INVOICE AND REPORTING REQUIREMENTS

The Contractor is required to provide an electronic copy of each invoice. The invoice shall contain all information required in Section G and Section I.

The Contractor shall submit all invoices within 15 business days of complete delivery of services.

G.3.1 REQUIRED INVOICE INFORMATION

Invoice submission is only via the Office of Claims’ Commercial Claims Operations fax server, toll-free number: 866-483-3436, or DOSPayments@state.gov, unless otherwise indicated. Each invoice must be transmitted separately. To constitute a proper invoice, the invoice must include the following information and/or attached documentation:

(1) Name and Address of the Contractor

(2) Dun and Brad Street Universal Number System (DUNS)

(3) Date of invoice

(4) Unique Vendor Invoice Number - Our Financial System cannot accept the following characters: @ (at symbol), ~ (Tilde), & (Ampersand), ' (Apostrophe), " (Quotation) and spaces. Please do not include any of these characters as part of your invoice number.

(5) Remittance Contact Information

(6) Shipping Terms, Ship to Address

(7) Payment Terms

(8) Total Quantity of Items

(9) Total Invoice Amount

(10) Requisition Number, Contract Number and Order/Award Number, with modification number if applicable.

(11) Order line item number and information (see below instructions)

The name and DUNS of the Contractor on the invoice must match the information indicated on the order/award for proper payment.

IMPORTANT: For proper payment, the invoice must detail products and/or services delivered on a line item basis in direct accordance with the corresponding order/award/contract. Each line item must contain the following information:

(1) Description of the services rendered for each line item

(2) Line Item Quantity

(3) Line Item Unit Price

(4) Total Line Item Invoicing Amount

(5) Delivery Date

(6) Contract Line Item Number (CLIN)

(7) Order/Award Line Item Number if invoicing against a task or delivery order or Blanket

Purchase Agreement (BPA)

Please note that many task or delivery orders against Department of State or GSA contracts or blanket purchase agreements may have a separate and unique line item number in addition to the umbrella Contract Line Item Number (CLIN). The order line item number as well as the umbrella award CLIN must be referenced at each invoice line item level in such cases.

All payment to domestic claims will be disbursed by electronic funds transfer EFT.

Vendors who are registered in the Central Contractor Registration (CCR) should verify and re-confirm their financial information in the database prior to invoicing. Vendors who wish to request a waiver of CCR or payment by check must submit their justification to their assigned contracting officer for consideration at least 30 days prior to billing. For vendors who are granted an EFT exception, the payment address on the invoice must match the remittance address in the vendor record cited in the award.

Additional correspondence should be addressed to:

Name:

U.S. Department of State

Global Financial Services

Attn: Office of Claims (RM/GFS/F/C)

Charleston Financial Service Center

Mailing Address:

Post Office Box 150008

Charleston, SC 29415-5008

Telephone Numbers:

Director’s Secretary Voice 843-202-3761

Fax 843-746-0749

Official Office Hours: 8:00 am – 5:00 pm

To request Payment Status on a Past Due Invoice contact:

Office of Claims Customer Service

Email: commercialclaims@state.gov

Phone: 877-704-9473 Toll Free

Person to Contact: Supervisor, Vendor Claims

Email: GFS-ChiefVC@state.gov

Phone: 843-202-3881

G.3.2 EXPANDED INVOICE INSTRUCTIONS

To constitute a proper invoice, the Contractor shall provide the following as an expansion to what is required under Section G.3.1 (as required per delivery order):

a) The invoice shall contain all information required in Sections G and I, including, when applicable, FAR 52.232-1 (Payments).

b) The invoice shall include a listing of each service and supply according to the CLIN and sub-CLIN structure identified in the contract.

c) The invoice shall list, in part, the following:

1. Contract-year-to-date-billed

2. Contract-year-to-date paid by Government

3. Contract number

4. Contract obligated dollar amount

5. Billed total for the CLIN and/or sub-CLIN

6. Contract-year-to-date billed

7. Contract-year-to-date paid by Government

8. Contract cumulative billed (since contract award effective date)

9. Contract cumulative paid by Government (since contract award effective date)

G.4 NON-PAYMENT FOR UNAUTHORIZED WORK

No payments will be made for any unauthorized services or supplies, or for any unauthorized changes to the work specified herein. This includes any services performed by the Contractor of its own volition or at the request of an individual other than a duly appointed Contracting Officer. Only a duly appointed Contracting Officer is authorized to change the specifications, terms, and/or conditions of this contract.

G.5 FINAL INVOICE

The Contractor shall specifically identify the last invoice as the “Final Invoice.” The final invoice shall include the remaining amounts claimed to be due under the contract. It shall include a certification that all subcontractors, suppliers, and consultants have been paid (or will be paid upon Contractor’s receipt of payment), and that all Government Furnished or

Contractor Acquired Property has been disposed of in accordance with COR direction. This includes return of all ID badges, keys, and any other Government furnished property. A full and accurate inventory, accounting for all lost, stolen, or damaged property must also be furnished to the COR before final payment is authorized. The final invoice shall include the

Contractor’s Release of Claims.

G.6 INV-IPP ELECTRONIC INVOICING AND PAYMENT REQUIREMENTS

AND INSTRUCTIONS TO IMPLEMENT USAGE OF THE INVOICE

PROCESSING PLATFORM (IPP).

(a) Definitions. As used in these instructions

(1)”Payment request” means a bill, voucher, invoice, or request for contract financing payment with associated supporting documentation. The payment request must comply with the requirements identified in FAR 32.905(b), “Payment documentation and process” and the applicable Payment clause included in this contract.

(b) Except as provided in paragraph (c) of these instructions, the Contractor shall submit payment re quests electronically using the Invoice Processing Platform (IPP) at www.ipp.gov. Information regarding IPP is available on the Internet at www.ipp.gov.

Assistance with the IPP application can be obtained by contacting the IPP Production

Helpdesk via email IPPCustomerSupport@fiscal.treasury.gov or phone (866)973-3131.

The Contractor shall ensure that its supporting documentation conforms to IPP requirements. IPP accommodates up to 25 supporting attachments per invoice, individual attachment file size may not exceed ten megabytes (10mb). If the Contractor assesses that their supporting documentation will not reasonably conform to IPP requirements, the

Contractor shall contact the Contracting Officer to explore possible alternatives.

(c) The Contractor may submit payment requests using other than IPP only when the Contracting Officer authorizes alternate procedures in writing.

(d) If alternate payment procedures are authorized, the Contractor shall include a copy of the Contracting Officer’s written authorization with each payment request.

[End of instructions]

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1 CONTRACTOR COMMITMENTS, WARRANTIES, AND

REPRESENTATIONS

Any written commitment by the Contractor within the scope of this contract shall be binding upon the Contractor. For the purpose of this clause, a written commitment by the

Contractor is limited to the proposal submitted by the Contractor, and to specific written modifications to the proposal.

H.2 SAFEGUARDING OF INFORMATION

The Contractor and its employees shall exercise the utmost discretion in all matters relating to their duties and functions. They shall not communicate to any person any information known to them by reason of their performance of services under this contract which has not been made public, except in the necessary performance of their duties or upon written authorization of the Contracting Officer’s Representative. All documents and records

(including photographs) generated during the performance of work under this contract shall be for the sole use of and become the exclusive property of the U.S. Government.

Furthermore, no article, book, pamphlet, recording, broadcast, speech, television appearance, film or photograph concerning any aspect of work performed under this contract shall be published or disseminated through any media without the prior written authorization of the Contracting Officer’s Representative. These obligations do not cease upon the expiration or termination of this contract. The Contractor shall include the substance of this provision in all contracts of employment and in all subcontracts hereunder.

H.2.1 PRESS RELEASES

No news release (including photographs, films, public announcements, Facebook posts, tweets, etc.) on any part of the subject matter of this contract or any phase of any program hereunder shall be made without prior approval of the CO or COR.

If information is released without written approval by the CO or COR, the Contractor shall provide a written report to the CO and COR within 3 business days of learning about this incident which will include disciplinary procedures that were implemented and other safeguards that the Contractor puts in place to mitigate future occurrence.

H.3 PERMITS, LICENSES, AND APPOINTMENTS

The Contractor shall obtain all permits, licenses, and appointments, and satisfy all tax and tariff liabilities, required for the work under this contract. The Contractor shall obtain permits, licenses, and appointments in compliance with local, state, and federal laws for both the place of specimen acquisition and the location of sample processing. Failure to meet licensure, tax, or regulatory requirements that results in a delay in performance shall result in action by the Government that may include letters of concern, issuance of formal notices, imposition of liquidated damages, or order termination of the contract for default.

H.4 ORGANIZATIONAL CONFLICT OF INTEREST

a) The Contractor warrants that, to the best of its knowledge and belief, there are no relevant facts or circumstances which would give rise to an organizational conflict of interest, as defined in FAR Subpart 9.5, or that the Contractor has disclosed all such relevant information.

b) The Contractor agrees that if an actual or potential organizational conflict of interest is discovered after award, the Contractor will make a full disclosure in writing to the

Contracting Officer. This disclosure shall include a description of actions which the

Contractor has taken or proposes to take to avoid or mitigate the actual or potential conflict.

c) If the Contractor was aware of a potential organizational conflict of interest prior to award or discovered an actual or potential conflict after award and did not disclose or misrepresented relevant information to the Contracting Officer, the Government may terminate the contract for default.

d) The Contractor shall insert the substance of this clause, including this paragraph (d), in all subcontracts.

H.5 SUBCONTRACTING

a) During contract performance, the Contractor may be allowed to introduce new subcontractors to perform portions of the work under this contract. Procedures for requesting and granting consent to subcontract shall be done in accordance with the regulations outlined in FAR subpart 44.2, Consent to Subcontracts. The CO must approve all subcontracts prior to the Contractor entering into a subcontract agreement. All requirements of the prime Contractor will flow down to the subcontractor.

b) The Contractor shall be responsible for providing a written guarantee or evidence that all subcontractors have appropriate licensure and accreditation to perform tests that the primary contractor cannot perform prior to contract award. Any proposed subcontractor changes during the contract performance period must have prior approval by the

Contracting Officer (CO). Changes to the requirements will be executed by a bilateral modification to the contract.

H.6 GOVERNMENT FURNISHED PROPERTY/EQUIPMENT

At the time of award, it is not anticipated the Government will furnish property or equipment to the Contractor.

H.7 USE OF THIS CONTRACT

The primary customer for this contract is the U.S. Department of State. The Department reserves the right to utilize this contract to support other U.S. Government agencies, if determined necessary and in the best interest of the USG.

SECTION I – CONTRACT CLAUSES

I.1 CLAUSES INCORPORATED BY REFERENCE – FAR 52.252-2 (FEB 1998)

address (es):

FAR: www.acquisition.gov/far DOSAR: https://aope.a.state.sbu/dosar/

Clause Title

52.202-1 Definitions.

52.203-5 Covenant Against Contingent Fees.

52.203-7 Anti-Kickback Procedures

52.203-17 Contractor Employee Whistleblower Rights and Requirement To Inform

Employees of Whistleblower Rights.

52.204-13 System for Award Management Maintenance

52.209-10 Prohibition on Contracting with Inverted Domestic Corporations

52.212-4 Contract Terms and Conditions – Commercial Items

52.215-23 Limitations on Pass-Through Charges.

52.225-13 Restrictions on Certain Foreign Purchases.

52.232-1 Payments

52.232-39 Unenforceability of Unauthorized Obligations

52.233-3 Protest After Award

52.233-3_ Alternate I

52.233-4 Applicable Law for Breach of Contract Claim.

52.237-3 Continuity of Services.

52.242-1 Notice of Intent to Disallow Costs.

52.243-1 Changes – Fixed-Price

52.243-1 Changes – Fixed-Price (Alternate I)

52.243-2 Changes – Cost-Reimbursement

52.243-2 Changes – Cost-Reimbursement (Alternate I)

52.244-2 Subcontracts https://aope.a.state.sbu/dosar/

Clause Title

52.244-6 Subcontracts for Commercial Items

52.245-1 Government Property

652.225-71 Section 8(a) of the Export Administration Act of 1979, As Amended

652.229-70 Excise Tax Exemption Statement for Contractors Within the United States

652.232-70 Payment Schedule and Invoice Submission (Fixed-Price)

652.232-71 Voucher Submission (Cost-Reimbursement)

652.232-72 Limitation of Funds

652.243-70 Notices

652.245-71 Special Reports of Government Property

I.2 FULL TEXT FAR AND DOSAR CLAUSES

I.2.1 FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Items (July 2021)

(a) The Contractor shall comply with the following Federal Acquisition Regulation

(FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality

Agreements or Statements (JAN 2017) (section 743 of Division E, Title VII, of the

Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services

Developed or Provided by Kaspersky Lab and Other Covered Entities (JUL 2018) (Section

1634 of Pub. L. 115-91).

(3) 52.204-25, Prohibition on Contracting for Certain Telecommunications and

Video Surveillance Services or Equipment. (AUG 2020) (Section 889(a)(1)(A) of Pub. L.

115-232).

(4) 52.209-10, Prohibition on Contracting with Inverted Domestic

Corporations (NOV 2015).

(5) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553).

(6) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Public

Laws 108-77 and 108-78 ( 19 U.S.C. 3805 note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the

Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

[Contracting Officer check as appropriate.] https://www.acquisition.gov/far/52.203-19#FAR_52_203_19 https://www.acquisition.gov/far/52.204-23#FAR_52_204_23 https://www.acquisition.gov/far/52.204-25#FAR_52_204_25 https://www.acquisition.gov/far/52.209-10#FAR_52_209_10 https://www.acquisition.gov/far/52.233-3#FAR_52_233_3 http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3 https://www.acquisition.gov/far/52.233-4#FAR_52_233_4 http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3

X (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (JUNE

2020), with Alternate I (OCT 1995) (41 U.S.C. 4704 and 10 U.S.C. 2402).

X (2) 52.203-13, Contractor Code of Business Ethics and Conduct (JUN

2020) (41 U.S.C. 3509)).

__ (3) 52.203-15, Whistleblower Protections under the American Recovery and

Reinvestment Act of 2009 (JUN 2010) (Section 1553 of Pub. L. 111-5). (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009.)

X (4) 52.204-10, Reporting Executive Compensation and First-Tier

Subcontract Awards (JUN 2020) (Pub. L. 109-282) ( 31 U.S.C. 6101 note).

__ (5) [Reserved].

X (6) 52.204-14, Service Contract Reporting Requirements (OCT 2016) (Pub.

L. 111-117, section 743 of Div. C).

__ (7) 52.204-15, Service Contract Reporting Requirements for Indefinite-

Delivery Contracts (OCT 2016) (Pub. L. 111-117, section 743 of Div. C).

X (8) 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (JUN

2020) (31 U.S.C. 6101 note).

X (9) 52.209-9, Updates of Publicly Available Information Regarding

Responsibility Matters (OCT 2018) (41 U.S.C. 2313).

__ (10) [Reserved].

__ (11)

(i) 52.219-3, Notice of HUBZone Set-Aside or Sole-Source Award (MAR

2020) (15 U.S.C. 657a).

__ (ii) Alternate I (MAR 2020) of 52.219-3.

__ (12)

(i) 52.219-4, Notice of Price Evaluation…