2009-N-11275.pdf

PAGES

15A. NAME

AND

ADDRESS

OF

OFFEROR

SEC. PAGE(S) SEC. PAGE(S)

(Date) (Hour)

CALENDAR DAYS

14. ACKNOWLEDGMENT OF AMENDMENTS

(The offeror acknowledges receipt of amend-ments to the SOLICITATION for offerors and related documents numbered and dated:

(Type or Print)

SOLICITATION, OFFER AND AWARD 1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 700)

RATING

PAGE OF

1 70

2. CONTRACT NO.

3. SOLICITATION NO.

2009-N-11275

4. TYPE OF SOLICITATION

SEALED BID (IFB)

X NEGOTIATED (RFP)

5. DATE ISSUED

30July2009

6. REQUISITION/PURCHASE

NO.

00HCTCCB-2009-68091

7. ISSUED BY CODE 2543 8. ADDRESS OFFER TO (If other than Item 7)

Centers for Diesease Control and Prevention (CDC)

Procurements and Grants Office, Branch IV

2920 Brandywine Road, Room 3637

Atlanta, Georgia 30341

Centers for Disease Control and Prevention (PGO)

Procurement and Grants Office

2920 Brandywine Rd, RM 3000

Atlanta, GA 30341-5539

Approved as to Form and Legality: _____________________________

NOTE: In sealed bid solicitations “offer” and “offeror” mean “bid” and “bidder.”

SOLICITATION

9. Sealed offers in original and 5 copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if handcarried, in the depository located in Colgate Building, 3 rd

Floor, Room 3637 until 2:00p local time 08/31/2009

CAUTION -- LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

10. FOR INFORMATION

CALL:

A. NAME

Pamela A. Woodard

B. TELEPHONE (NO COLLECT CALLS)

AREA CODE NUMBER: EXT:

(770) 488-2857

C. E-MAIL ADDRESS

Plw9@cdc.gov

11. TABLE OF CONTENTS

(x) DESCRIPTION (x) DESCRIPTION

PART I – THE SCHEDULE PART II – CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM 1 X I CONTRACT CLAUSES 28

X B SUPPLIES OR SERVICES AND PRICES/COSTS 2 PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

X C DESCRIPTION/SPECS./WORK STATEMENT 3 X J LIST OF ATTACHMENTS 37

X D PACKAGING AND MARKING 8 PART IV – REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE 9 REPRESENTATIONS, CERTIFICATIONS, AND

X F DELIVERIES OR PERFORMANCE 10 X K OTHER STATEMENTS OF OFFERORS 47

X G CONTRACT ADMINISTRATION DATA 11 X L INSTRS., CONDS., AND NOTICES TO OFFERORS 55

X H SPECIAL CONTRACT REQUIREMENTS 19 X M EVALUATION FACTORS FOR AWARD 67

OFFER (Must be fully completed by offeror) NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

12. In compliance with the above, the undersigned agrees, if this offer is accepted within calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No. 52-232-8)

10 CALENDAR DAYS

20 CALENDAR DAYS

30 CALENDAR DAYS

AMENDMENT NO. DATE AMENDMENT NO. DATE

CODE FACILITY 16. NAME AND ADDRESS OF PERSON AUTHORIZED TO SIGN OFFER

15B. TELEPHONE NO.

AREA CODE NUMBER EXT.

15C. CHECK IF REMITTANCE ADDRESS

IS DIFFERENT FROM ABOVE - ENTER

SUCH ADDRESS IN SCHEDULE.

17. SIGNATURE

18. OFFER DATE

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

21. ACCOUNTING AND APPROPRIATION

10 U.S.C. 2304(c)( ) 41 U.S.C. 253(c)( )

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

ITEM

24. ADMINISTERED BY (If other than Item 7) CODE 2543 25. PAYMENT WILL BE MADE BY CODE 434

Centers for Disease Control and Prevention (PGO)

Procurement and Grants Office

2920 Brandywine Rd, RM 3000

Atlanta, GA 30341-5539

Centers for Disease Control and Prevention (FMO)

PO Box 15580 404-498-4050

Atlanta, GA 30329-4018

26. NAME OF CONTRACTING OFFICER (Type or print)

27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

IMPORTANT -- Award will be made on this form, or on Standard Form 26, or by other authorized official written notice.

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 33 (REV. 9-97)

PREVIOUS EDITION IS UNUSABLE Prescribed by GSA

FAR (48 CFR) 53.214©

K

Section B - Supplies Or Services And Prices/Costs

ITEM SUPPLIES / SERVICES QTY / UNIT UNIT PRICE EXTENDED PRICE

0001 Services inclusive of all supervision, labor, materials, equipment, supplies, facilities, travel and per diem necessary to implement a study protocol to assess the association between adherence to Crime Prevention through Environmental Design (CPTED) principles and reports of student fear and violent behaviors on school property - in accordance with the attached Statement of Work for a period of thrity six (36) months.

Contract Type: Cost Plus Fixed Fee

1 Job

Cost Plus Fixed Fee Line Item:

CLIN/SLIN ESTIMATED COST FIXED FEE TOTAL EST. CPFF

Total $

Section C - Description/Specification/Work Statement

Evaluating Crime Prevention through Environmental Design Assessment Tool

C.1. BACKGROUND AND NEED: The Centers for Disease Control and Prevention (CDC) is studying how Crime Prevention through Environmental Design (CPTED) can be applied to school violence prevention. While schools in the United States remain relatively safe, any amount of violence is unacceptable. Approximately 44% of public schools reported to police at least one incident of violence during 2003-2004. Of these public schools, approximately 13% reported at least one serious violent incident during the same time period. A nationwide survey of high school students in the United States found that 6% of students carried a weapon on school property in the 30 days preceding the survey. The same survey found that 6% of students missed school in the 30 days preceding the survey because they feared for their safety.

One of the goals of CDC’s National Center for Injury Prevention and Control is to reduce the prevalence of violence among youth. Several important priorities included in the Center’s published research agenda focus on studying how the physical environment influences behavior and risk for violence (priorities E and N in the youth violence chapter). The CDC has developed a tool to assess the extent to which Crime Prevention through Environmental

Design (CPTED) principles are followed within schools. The goal of this contract is to implement a study to measure the association between scores on this tool and measures of fear and violence-related behaviors on school property. If the tool is shown to measure characteristics of the school environment that are associated with fear and violence-related behaviors then the tool may be used when designing and evaluating CPTED-based interventions for schools.

C.2. PROJECT OBJECTIVE: The objective of the work to be performed under this contract is to implement a study protocol designed to measure the extent to which scores on the CPTED tool are associated with reports of fear and violence related behaviors on school property. Because school is the unit of analysis for this study approximately 50 middle schools will need to be recruited. The CPTED assessments shall be independently conducted in each school by at least two trained project staff. Data on fear and violence related behavior shall be collected directly from a representative sample of approximately 75 students from each school. As designed, the protocol also includes data collection from a school counselor. The Contractor shall also consider the availability and utility of supplemental sources of data that can be used to understand potential confounders as well as fear and violence related behavior on school property.

The goal of Crime Prevention through Environmental Design (CPTED) is to reduce the occurrence of crime and violence by (re)designing physical features of the environment. The principles rely on three basic strategies:

controlling access to potential targets, increasing opportunities for natural and casual surveillance, and promoting territoriality (i.e., signs of caring and ownership that signal to others that the people there care, are vigilant about what happens, and are willing to intervene).

This Statement of Work reflects the Contractor's responsibility to develop and implement innovative approaches and adopt practices to foster continuous improvement in accomplishing the mission of NCIPC. The Contractor shall provide NCIPC with the appropriate resources and support to assure delivery in the most cost effective manner.

Specific tasks to be performed by the Contractor in supporting the Statement of Work objectives will be assigned in accordance with the requirements within this Statement of Work.

C.3. SCOPE OF WORK: The Contractor shall provide all management, training, licensed personnel, labor, permits, equipment, materials, supplies, tools, and all other services and items necessary to perform all functions, operations, and tasks set forth herein in accordance with all applicable industry performance standards, National, State and Local codes and Federal specifications. The Contractor shall plan, schedule, coordinate, manage, supervise, and perform all of the functions required by this Statement of Work.

C.4 TECHNICAL REQUIREMENTS: In order for the Contractor to accomplish the work under this Activity, it shall be necessary for the Contractor to complete the following tasks:

a. Task 1: Planning Meeting: Within one (1) month after award of the contract, an initial planning meeting

(either in person or by teleconference) shall be held at CDC to define roles and responsibilities between CDC and contractor. This meeting is designed to discuss the merits and limitations of potential study and to discuss the project timeline and deliverables.

b. Task 2: Prepare a project plan. Within 2 weeks of the initial planning meeting, the Contractor shall forward to the Project Officer a final project plan for CDC Technical review and comment. This plan shall document the Contractor’s proposed methodology to perform contract requirements within the stated time frames, and management and staffing plans, to accomplish the requirements.

c. Task 3: Prepare a monthly progress report detailing work accomplished during the month, problems encountered and recommendations for solving problems identified in the reporting period, activities planned for the next month, and special items of interest. The purpose of these reports is to keep appropriate Government managers apprised of the current status of significant work activities. These reports shall document the progress of the project.

d. Task 4: Finalize existing drafts of OMB and IRB packages (provided by CDC) for CDC review and comment. Within two (2) months after award of the contract, the Contractor shall submit revised OMB/IRB packages to the Project Officer.

e. Task 5: Recruit the study schools (local to the Atlanta area, if possible) after OMB and IRB approvals are obtained. The Contractor shall provide CDC with a summary report of the school participation rate (including the methods used for calculation participation rate) and potential sources of bias in the school sample. The Contractor shall complete school-related human subjects review processes related to school recruitment as needed.

f. Task 6: Complete CPTED training with the study staff who shall be conducting the school assessments. The training shall include familiarization with the principles of CPTED and the use of the CPTED School Assessment tool (provided by CDC) for conducting school assessments. The training shall be conducted by CPTED practitioners who have experience evaluating the extent to which diverse (e.g., urban and rural) school environments adhere to CPTED principles using the CPTED school assessment tool as provided by CDC. The contractor shall also provide training, as needed, to study staff responsible for collecting / administering existing student and counselor surveys (provided by CDC). This task shall be completed within two (2) months after OMB/IRB approval.

g. Task 7: Conduct the CPTED assessment at each school, using an existing CPTED School Assessment tool (provided by CDC). A team of at least two project staff shall independently complete the CPTED assessment at each school. The assessment requires staff to spend a full day at each school independently completing the tool.

Study staff shall be required to be at the school to observe the drop-off in the morning, class changes, lunch sessions, and the pick-up at the end of the day. In addition, the contractor shall schedule with the schools to collect other study data from students, staff, and school records, as indicated in the study protocol. All data collection shall occur as indicated in the study protocol (provided by CDC). This task shall be completed within four (4) months after OMB/IRB approval.

h. Task 8: Prepare, for CDC review and comment, draft codebooks and data cleaning plans for the following data collection efforts: CPTED assessment; student survey; counselor survey; and school profile. Cleaning the data files should involve checking data for mistakes, outliers, etc., recoding variables as necessary, and creating variable and value labels for all variables.

i. Task 9: Implement the data coding and cleaning plans. This task shall be completed within two (2) months after completing the data collection process.

j. Task 10: Provide CDC with separate clean electronic databases of the CPTED assessment, the student survey, the counselor survey, and the school profile in SAS and SPSS formats.

k. Task 11: Prepare a summary document appropriate for sharing with schools and submit to CDC for review and comment. This document shall provide an aggregate summary of the distribution of scores as well as school-specific information for schools that request this information.

l. Task 12: Disseminate the summary document that incorporates CDC comment, if any, to schools who participated in the project. This task shall be completed within six (6) months after completing the data collection process.

m. Task 13: The Contractor shall prepare a report summarizing all work performed under this Task Order, including a summary of data collection details and methodology (e.g., methods of recruiting school districts, schools, students, and staff; problems that were encountered during data collection; sample sizes; response rates) and basic descriptive analyses of the data (e.g., frequencies, crosstabs).

C.5. REPORTS: Provide NCIPC with monthly progress report describing the progress being made and any obstacles encountered.

C.6 SPECIAL CONSIDERATION:

a. Key Personnel: The Contractor shall provide skilled personnel with expertise to accomplish the various tasks outlined in the Performance Work Statement. The Contractor shall staff all positions required to fulfill this contract within 30 days of award.

b. IRB and Human Subjects: This project involves “intensive study directed toward greater knowledge or understanding of the subject studied” and therefore meets the criteria of research and development as defined in the “Guide for Preparation of Requests and Contract Actions”. Contractor must provide information related to the status of its Assurance and IRB registration. Recipients requesting funds to conduct activities involving human subject’s research are required to have a current Assurance with the U.S. Department of Health and Human Services, Office for Human Research Protections. The Contractor shall deidentify any linked personal data and remove any identifiers that could link the data to individuals before submitting the data to CDC along with the final report. CDC will retain ownership of the anonymous data set.

c. MEETINGS AND REVIEWS: It is anticipated that the Contractor shall attend and/or participate in the following meetings and reviews. Exact date and time of these meetings and reviews shall be scheduled to be mutually agreeable.

1. Planning Meeting: Within thirty (30) days after award of the contract, an initial planning meeting (either in person or by teleconference) shall be held at CDC to define roles and responsibilities between CDC and Contractor.

This meeting is designed to discuss the merits and limitations of the project and to discuss the project timeline and deliverables. Exact date, time and location of this meeting shall be mutually agreeable.

2. Monthly telephonic communications shall be held throughout the period of service to keep CDC updated about the progress of data linkage and provide opportunities for CDC to give input into the project.

d. TRAVEL: It is anticipated that the travel under this contract shall consist of one (1) trip for two (2) people for two (2) days to Atlanta, Georgia to attend the initial planning meeting. Other travel shall include local travel in the Atlanta, Georgia metro area (or applicable local geographic area of participating schools) to conduct the school assessments, etc., for two (2) persons.

Any travel required under this contract shall be used exclusively for the tasks, services, and requirements specified in the Statement of Work. All travel costs shall be proposed at the current rates set forth in the U.S. Government Joint Travel Regulation (JTR) at the time of the execution of the work or at rates approved by the Contracting Officer.

e. Section 508 Compliance: Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) requires Federal agencies to purchase electronic and information technologies (EIT) that meet specific accessibility standards. This law helps to ensure that federal employees with disabilities have access to, and use of, the information and data they need to do their jobs. Furthermore, this law ensures that members of the public with disabilities have the ability to access government information and services.

There are three regulations addressing the requirements detailed in Section 508. The Section 508 technical and functional standards are codified at 36 CFR Part 1194 and may be accessed through the Access Board’s Web site at http://www.access-board.gov. The second regulation issued to implement Section 508 is the Federal Acquisition Regulation (FAR). FAR Part 39.2 requires that agency acquisitions of Electronic and Information Technology (EIT) comply with the Access Board’s standards. The entire FAR is found at Chapter 1 of the Code of Federal Register (CFR) Title 48, located at http://www.acquisition.gov/. The FAR rule implementing Section 508 can be found at http://www.section508.gov/. The third applicable regulation is the HHS Acquisition Regulation (HHSAR).

Regardless of format, all Web content or communications materials produced for publication on or delivery via CDC Web sites - including text, audio or video - 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. All contractors (including subcontractors) or consultants responsible for preparing or posting content intended for use on an CDC-funded or CDC-managed Web site must comply with applicable Section 508 accessibility standards, and where applicable, those set forth in the referenced policy or standards documents below. Remediation of any materials that do not comply with the applicable provisions of 36 CFR Part 1194 as set forth in the SOW or PWS, shall be the responsibility of the contractor or consultant retained to produce the Web-suitable content or communications material.

The following Section 508 provisions apply to the content or communications material identified in this SOW or PWS: 36 CFR 1194.21(a)-(j) Checklists for Acceptance for various document formats are available at http://www.hhs.gov/web/508/index.html. All reports, documents, and other communications materials developed under this contract must meet these guidelines.

References:

HHS Policy for Section 508 Electronic and Information Technology (E&IT) (January 2005):

http://www.hhs.gov/od/Final_Section_508_Policy.html HHS Section 508 Web site: http://508.hhs.gov/ HHS ASPA Web Communications Division Web site:

http://www.hhs.gov/web/policies/index.html US General Services Administration (GSA) Section 508 Web site: http://www.section508.gov/index.cfm

C.7. GOVERNMENT FURNISHED PROPERTY: The Government is responsible for providing the OMB and IRB packages, CPTED school assessment tools and surveys. No other Government furnished equipment or property is anticipated to be necessary to accomplish the work under this Performance Work Statement.

C.8 REFERENCES: N/A

DELIVERABLES: The Contractor shall submit the following deliverables to the CDC Project Officer. The Contractor shall provide all deliverables electronically. All materials submitted electronically will be produced in PC-compatible software that meets CDC standards and is readily available at CDC (i.e., MS Word).

a. One (1) copy of the Project Work Plan as identified in Task 2, shall be due within two (2) weeks after the initial meeting. CDC will review and provide comment, if any, within two (2) weeks and provide to the Contractor.

b. One (1) copy of a Monthly Progress Report as referenced in Task 3, shall be due every thirty (30) days after award of the contract.

c. One (1) copy of the revised OMB/IRB packages as referenced in Task 4, shall be due within two (2) months after award of the contract. CDC will review and provide comment, if any, and return to the Contractor within two

(2) weeks. The Contractor shall be required to go thru this review process and incorporate CDC comment to additional drafts (maximum of 3 drafts each) of the OMB and IRB packages as needed until CDC approves the final versions.

d. One (1) copy of the summary of the school participation rate and potential sources of bias in the school sample as detailed in Task 5, shall be due within four (4) days after receiving OMB/IRB approval.

e. One (1) copy of the codebooks and data cleaning plans as referenced in Task 8, shall be due within four (4) months after receiving IRB/OMB approval. CDC will review and provide comment, if any, within two (2) weeks after receipt of documentation. The Contractor shall be required to go thru this review process and incorporate CDC comment to additional drafts (maximum of 3 drafts each).

f. One (1) copy of the separate clean electronic databases of the CPTED assessment, the student survey, the counselor survey, and the school profile, as detailed in Task 10, shall be due within six (6) months after data collection completion.

g. One (1) copy of the draft summary document appropriate for sharing with schools as referenced in Task 11.

This document shall provide an aggregate summary of the distribution of scores as well as school-specific information for schools that request this information. The draft summary shall be due within four (4) months after completing the data collection. CDC will review and provide comment, if any, and return to the Contractor within two (2) weeks after receipt. (Maximum of 3 drafts)

h. One (1) copy of the final summary document appropriate for sharing with schools as referenced in Task 11, incorporating CDC comment, if any, shall be due within five (5) months after completing the data collection.

i. One (1) copy of a Final Report as referenced in Task 13, inclusive of all work performed under this contract shall be due within thirty six (36) months after award. This report shall incorporate CDC comment, if any.

Section D - Packaging And Marking

There are no clauses/provisions included in this section.

Section E - Inspection And Acceptance

FAR SOURCE TITLE AND DATE

52.246-1 Contractor Inspection Requirements (Apr 1984)

52.246-3 Inspection of Supplies - Cost-Reimbursement (May 2001)

52.246-5 Inspection of Services - Cost-Reimbursement (Apr 1984)

52.246-16 Responsibility for Supplies (Apr 1984)

E.1 Inspection and Acceptance (Jul 1999)

Inspection and acceptance of the articles, services, and documentation called for herein shall be accomplished by the Contracting Officer, or his duly authorized representative (who for the purposes of this contract shall be the Project Officer) at the destination of the articles, services or documentation.

(End of Clause)

Section F - Deliveries Or Performance

52.242-15 Stop-Work Order (Aug 1989)

52.242-15 Alternate I Stop-Work Order - Alternate I (Apr 1984)

F.1 Deliverable(s) Schedule (Jul 1999)

The Contractor shall submit deliverables to the Project Officer in electronic format unless directed by the Project Officer to provide hard copies. The Contractor shall submit deliverables in accordance with Section C - Deliverables. The Contractor shall submit deliverables in Microsoft Word or other agreed upon formats, or as stipulated in Section C. All deliverables shall meet Section 508 of Rehabilitation Act, 28 U.S.C. accessability requirements. All deliverables are subject to review and approval of the Project Officer.

(End of Clause)

F.2 Period of Performance (Jul 1999)

The period of performance shall be for thirty six (36) months after the date of award of the contract.

(End of Clause)

F.3 Place(s) of Performance (Jul 1999)

The Contractor shall perform all work under this contract at the Contractor facilities, and in the field as required.

Section G - Contract Administration Data

G.1 Project Officer (Jul 1999)

Performance of the work hereunder shall be subject to the technical directions of the designated Project Officer for this contract.

As used herein, technical directions are directions to the Contractor which fill in details, suggests possible lines of inquiry, or otherwise completes the general scope of work set forth herein. These technical directions must be within the general scope of work, and may not alter the scope of work or cause changes of such a nature as to justify an adjustment in the stated contract price/cost, or any stated limitation thereof. In the event that the Contractor feels that full implementation of any of these directions may exceed the scope of the contract, he or she shall notify the originator of the technical direction and the Contracting Officer in a letter separate of any required report(s) within two (2) weeks of the date of receipt of the technical direction and no action shall be taken pursuant to the direction.

If the Contractor fails to provide the required notification within the said two (2) week period that any technical direction exceeds the scope of the contract, then it shall be deemed for purposes of this contract that the technical direction was within the scope. No technical direction, nor its fulfillment, shall alter or abrogate the rights and obligations fixed in this contract.

The Government Project Officer is not authorized to change any of the terms and conditions of this contract.

Changes shall be made only by the Contracting Officer by properly written modification(s) to the contract.

The Government will provide the Contractor with a copy of the delegation memorandum for the Project Officer.

Any changes in Project Officer delegation will be made by the Contracting Officer in writing with a copy being furnished to the Contractor.

(End of Clause)

G.2 Reimbursement of Cost (Apr 2000)

(a) For the performance of this contract, the Government shall reimburse the Contractor the cost determined by the Contracting Officer to be allowable (hereinafter referred to as allowable cost) in accordance with the clause entitled Allowable Cost and Payment in Section I, Contract Clauses. Examples of allowable costs include, but are not limited to, the following:

(1) All direct materials and supplies which are used in the performing of the work provided for under the contract, including those purchased for subcontracts and purchase orders.

(2) All direct labor, including supervisory , that is properly chargeable directly to the contract, plus fringe benefits.

(3) All other items of cost budgeted for and accepted in the negotiation of this basic contract or modifications thereto.

(4) Special expenditures which, upon request from the Contractor, the Contracting Officer approves as being an allowable cost under this contract, such as purchase or lease of office furniture or equipment, etc..

(5) All travel costs plus per diem or actual subsistence for personnel while in an actual travel status in direct performance of the work and services required under this contract. These costs will be in accordance with the Contractor’s policy and subject to the following:

(i) Air travel shall be by the most direct route using “air coach” or “air tourist” (less than first class) unless it is clearly unreasonable or impractical (e.g., not available for reasons other than avoidable delay in making reservations, would require circuitous routing or entail additional expense offsetting the savings on fare, or would not make necessary connections).

(ii) Rail travel shall be by the most direct route, first class with lower berth or nearest equivalent.

(iii) Costs incurred for lodging, meals, and incidental expenses shall be considered reasonable and allowable to the extent that they do not exceed on a daily basis the per diem rates set forth in the Federal Travel Regulation (FTR).

(iv) Travel via privately owned automobile shall be reimbursed at not more than the current General Services Administration (GSA) FTR established mileage rate.

(b) Except as stated herein, the Contractor shall not incur costs unless the prior written authorization of the Contracting Officer has been obtained. When costs are incurred without such prior authorization, with the intent of claiming reimbursement as direct costs, it shall be at the contractor’s risk.

G.3 Negotiated Indirect Cost Rates (Feb 2000)

(a) Notwithstanding the provisions of the clause entitled Allowable Cost and Payment in Section I, Contract Clauses, allowable indirect costs under this contract shall be determined by applying the following negotiated indirect rates:

Approved rates in accordance with the Contractor’s current Forward Pricing Rate Recommendation.

(End of Clause)

G.4 Payment of Fixed Fee (Jan 2000)

The fixed fee for each performance period stated in the contract will be paid in equal monthly or bi-monthly amounts up to 85% of the fee for that period. In accordance with FAR 52.216-8, Fixed Fee, incorporated by reference in Section I, the Contracting Officer may withhold the final 15% of the fee for each period, or $100,000 whichever is less, until audited final rates are determined or until a closeout agreement is negotiated.

(End of Clause)

G.5 Evaluation of Contractor Performance (Service) (Jan 2000)

(a) Purpose

In accordance with FAR 42.1502, the Contractor's performance will be periodically evaluated by the Government, in order to provide current information for source selection purposes. These evaluations will therefore be marked “Source Selection Information.”

(b) Performance Evaluation Period

The Contractor's performance will be evaluated at least annually.

(c) Evaluators

The performance evaluation will be completed jointly by the Project officer and the Contracting officer.

(d) Performance Evaluation Factors

The contractor's performance will be evaluated in accordance with the attachment listed in Section J titled Performance Evaluation Report.

(e) Contractor Review

A copy of the evaluation will be provided to the contractor as soon as practicable after completion of the evaluation.

The contractor shall submit comments, rebutting statements, or additional information to the Contracting Officer within 30 calendar days after receipt of the evaluation.

(f) Resolving Disagreements Between the Government and the Contractor

Disagreements between the parties regarding the evaluation will be reviewed at a level above the Contracting Officer. The ultimate conclusion on the performance evaluation is a decision of the contracting agency. Copies of the evaluation, contractor's response, and review comments, if any, will be retained as part of the evaluation.

(g) Release of Contractor Performance Evaluation Information

The completed evaluation will not be released to other than Government personnel and the contractor whose performance is being evaluated. Disclosure of such information could cause harm both to the commercial interest of the Government and to the competitive position of the contractor being evaluated as well as impede the efficiency of Government operations.

(h) Source Selection Information

Departments and agencies may share past performance information with other Government departments and agencies when requested to support future award decisions. The information may be provided through interview and/or by sending the evaluation and comment document to the requesting source selection official.

(i) Retention Period

The agency will retain past performance information for a maximum period of three years after completion of contract performance for the purpose of providing source selection information for future contract awards.

G.6 Contracting Officer (Jul 1999)

(a) The Contracting Officer is the only individual who can legally commit the Government to the expenditure of public funds. No person other than the Contracting Officer can make any changes to the terms, conditions, general provisions, or other stipulations of this contract.

(b) No information, other than that which may be contained in an authorized modification to this contract, duly issued by the Contracting Officer, which may be received from any person employed by the United States Government, or otherwise, shall be considered grounds for deviation from any stipulation of this contract.

G.7 Contract Communications/Correspondence (Jul 1999)

The Contractor shall identify all correspondence, reports, and other data pertinent to this contract by imprinting thereon the contract number from Page 1 of the contract.

G.8 Payment by Electronic Funds Transfer (Dec 2005) (Dec 2005)

(a) The Government shall use electronic funds transfer to the maximum extent possible when making payments under this contract. FAR 52.232-33, Payment by Electronic Funds Transfer – Central Contractor Registration, in Section I, requires the contractor to designate in writing a financial institution for receipt of electronic funds transfer payments.

(b) In addition to Central Contractor Registration, the contractor shall make the designation by submitting the form titled “ACH Vendor/Miscellaneous Payment Enrollment Form” to the address indicated below. Note: The form is either attached to this contract (see Section J, List of Attachments) or may be obtained by contacting the Contracting Officer or the CDC Financial Management Office at (404) 498-4050.

(c) In cases where the contractor has previously provided such designation, i.e., pursuant to a prior contract/order, and been enrolled in the program, the form is not required unless the designated financial institution has changed.

(d) The completed form shall be mailed after award, but no later than 14 calendar days before an invoice is submitted, to the following address:

The Centers for Disease Control and Prevention Financial Management Office (FMO) P.O. Box 15580 Atlanta, GA 30333 Or – Fax copy to: 404-638-5342

G.9 Billing Instructions for Negotiated Cost-Type Contracts (Mar 2006)

Introduction

Reimbursement procedures related to negotiated cost-type contracts require that Contractors submit to the Government adequately prepared claims. The instructions that follow are provided for Contractors’ use in the preparation and submission of invoices or vouchers requesting reimbursement for work performed. The preparation of invoices or vouchers as outlined below will aid in the review and approval of claims and enable prompt payment to the Contractor.

1. Forms to Be Used

In requesting reimbursement, Contractors may use the regular Government voucher form, Standard Form 1034, “Public Voucher for Purchases and Services Other Than Personal,” and Standard Form 1035, “Continuation Sheet,” or the Contractor’s own invoice form. If the Contractor desires to use the Government’s standard forms, a request for the forms should be submitted to the Contracting Officer. If the Contractor uses his own invoice, the billing must conform with the instructions set forth herein.

2. Submission of Invoices or Vouchers

Invoices or vouchers shall be submitted per Section G of the contract. All original invoices or vouchers must be submitted to the Financial Management Office at the address show below:

The Centers for Disease Control and Prevention Financial Management Office (FMO) P.O. Box 15580 Atlanta, GA 30333

Or – The Contractor may submit the original invoice/voucher or progress payment via facsimile or email:

Fax: 404-638-5324

Email: FMOAPINV@CDC.GOV

NOTE: Submit to only one (1) of the above locations.

In addition, the contractor shall submit 2 copies of the invoice/voucher or progress payment to the cognizant contracting office previously identified in this contract. These invoices/voucher copies shall be addressed to the attention of the Contracting Officer.

REMINDER: The original and each copy should be easily identifiable. Vouchers should be collated. Failure to submit vouchers in the proper format will delay your payment.

3. Preparation of Invoices or Vouchers

a. EXHIBIT I – Summary of All Costs

As shown on the attached Standard Form 1034, identified as EXHIBIT I (SAMPLE), a summary of all current costs must be shown. This summary consists of a list identifying the general categories and the amounts incurred during the period covered by the billing, together with the portion of fixed fee (if any) payable for that period. The reimbursable costs incurred and the dates of the period for which the charges are claimed must fall within the period specified in the contract.

b. EXHIBIT II – Details of Costs Claimed

As shown on the attached Standard Form 1035, identified as EXHIBIT II (SAMPLE), a detailed breakdown must be provided to substantiate the categories shown on the summary of costs (see EXHIBIT I). The following describes some of the categories that might appear on your billings:

(1) Direct Labor

Direct Labor costs consist of salaries and wages paid for scientific, technical, and other work performed directly for the contract and pursuant to the contract terms. Labor costs, excluding fringe benefits and overtime premium pay, will be billed as follows:

List the titles and amounts for employees whose salaries or wages, or portions thereof, were charged to the contract; show the rate (or hours) worked, and amount for each individual. The cost of direct labor, which is charged directly to the contract, must be supported by time records maintained in the contractor’s office.

(2) Fringe Benefits

If it is the Contractor’s established practice to treat fringe benefits as a direct cost, such costs should be billed separately as a single item.

NOTE: Fringe benefits, bonuses, etc., are usually treated as indirect costs for inclusion in the overhead pool;

however, they may be treated as direct labor costs or as an “Other Direct Charge” if such treatment is in accordance with the Contractor’s established accounting procedures.

(3) Premium Pay

Premium pay is the difference between the rates and amounts paid for overtime or shift work and amount normally paid on a straight time basis. Generally such pay is not included in the direct labor base and should not be included in the billing for “direct labor” unless the Contractor has consistently followed this practice in the past as a matter of policy. Premium pay of any kind unless provided for in the contract must be authorized by the Contracting Officer in advance. Billings for unauthorized premium pays have caused frequent delays in payment due to suspensions and exchange of correspondence. Citations of authorization for premium pay will avoid delays in payment. Authorized premium pay may be shown as a single item on the summary of costs. However, it must be separately itemized for each position, or job category, showing the amount, and a citation of the Contracting Officer’s letter of authorization on the continuation sheet of the invoice or voucher.

(4) Materials and Supplies

Only those items, which the Contractor normally treats as “direct costs”, should be claimed under this heading.

Major classifications of material only should be billed separately under appropriate classification. Items costing less than $25.00 may be listed by category of materials or supplies. Show the description and dollar amount of individual classifications. All such charges must be supported by the Contractor’s office records.

(5) Travel

When authorized in the contract as a direct cost, travel costs that are directly related to specific contract performance may be billed as a direct cost. Travel cost detail should show:

(a) Name of traveler and official title,

(b) Purpose of trip,

(c) Dates of departure and return to starting point (station or airport),

(d) Transportation costs, identified as to rail, air, private automobile (including mileage and rate) and taxi.

e) If claim for subsistence is on per diem basis, show number of days, rate and amount, as authorized in contract.1 If claim is based on actual cost of subsistence, show, on a daily basis, the amounts claimed for lodging and meals separately.

(f) Reference to Contracting Officer’s letter of authorization if required by contract.

(6) Consultant Fees

Identify the consultant by name, number of days utilized, and amount of fee.

(7) Equipment

Nonexpendable personal property must be specifically approved in writing by the Contracting Officer or authorized by the terms of the contract. Billing data should include a description of item, make model, quantity, unit cost, total cost, and date approved by the Contracting Officer, if applicable. A copy of the vendor’s bill may be submitted in lieu of the identifying information.

(8) Burden

Pending establishment of final contract indirect cost rates for each of the Contractor’s fiscal years, the Contractor will be reimbursed based on his submittal of provisional rates as set forth in the contract. The contract may provide for more than one type indirect cost rate, such as overhead rate, and general and administrative expense rate, in which case the direct cost bases (e.g., direct labor, total direct cost, etc.)

(9) Fixed Fee

Ordinarily the fixed fee is stated in the contract as a lump sum and may be billed in the ratio of incurred costs to total estimated cost as set forth in the contract, with the final 15 percent to be billed on the final invoice or voucher.

Contract terms govern the method of payments.

c. EXHIBIT III – Cumulative Amount Claimed

As shown on the attached Standard Form 1035, identified as EXHIBIT III (SAMPLE), the Contractor must show the cumulative amounts claimed by categories from the contract award date through the date of the current invoice or voucher, as well as the estimated cost to complete per category.

QUICK CHECKLIST FOR INVOICE SUBMISSION:

1 For purposes of computing per diem charges in lieu of actual subsistence charges, unless otherwise provided in the contract, a day is divided into four quarters that begin at 12 midnight, 6:00 AM, 12 noon, and 6:00 PM. For example, at an authorized per diem rate of $35.00 per day, a traveler who departed at 9:15 AM on July 15 and returned at 6:45 PM on July 18 would be entitled to $131.25.

• Standard Forms 1034 and 1035 recommended. If submitting own forms, statement must conform to billing instructions

• Quarterly billing as a minimum

• Invoice or Voucher contain the minimum requirements per Invoice Submission clause per Section G of the contract

• Vouchers should be collated

• Detail of Cost Claimed

G.10 Voucher/Invoice Submission - Cost Contracts (Mar 2006)

Contractor voucher requests for reimbursement shall conform to the form, format, and content requirements of the Billing Instructions for Negotiated Cost Type Contracts, made a part of the contract in G (Clause G.10), as may be supplemented by specific instructions of the Contracting Officer.

(b) The Contractor shall submit the original contract invoice/voucher the address shown below:

The Centers for Disease Control and Prevention Financial Management Office (FMO) P.O. Box 15580 Atlanta, GA 30333

Or – The Contractor may submit the original invoice/voucher or progress payment via facsimile or email:

Fax: 404-638-5324

Email: FMOAPINV@CDC.GOV

NOTE: Submit to only one (1) of the above locations.

(c) The contractor shall submit one copy of the invoice/voucher or progress payment to the cognizant contracting office previously identified in this contract. These invoices/voucher copies shall be provided via email addressed to the attention of the Pam Woodard, Contract Specialist at plw9@cdc.gov.

(d) The Contractor is required to provide a copy of each voucher requests for reimbursement to the Project Officer

(or to the Task Order Project Officer or Technical Monitor if this is a task order contract).

(e) In accordance with 5 CFR part 1315 (Prompt Payment), CDC’s Financial Management Office is the designated billing office for the purpose of determining the payment due date under FAR 32.904.

(f) The Contractor shall include (as a minimum) the following information on each invoice:

(1) Contractor’s Name & Address

(2) Contractor’s Tax Identification Number (TIN)

(3) Purchase Order/Contract Number and Task Order Number, if Appropriate

(4) Invoice Number

(5) Invoice Date

(6) Contract Line Item Number and Description of Item

(7) Quantity

(8) Unit Price & Extended Amount for each line item

(9) Shipping and Payment Terms

(10) Total Amount of Invoice

(11) Name, title and telephone number of person to be notified in the event of a defective invoice

(12) Payment Address, if different from the information above

(13) DUNS + 4 Number

(g) The Contractor shall, in addition to the above requirements, submit a detailed breakout of costs as supporting backup and shall place the following signed Contractor Certification on each invoice/voucher submitted under this contract:

I certify that this voucher reflects (fill in Contractor’s name) request for reimbursement of allowable and allocable costs incurred in specific performance of work authorized under Contract (fill in contract number)/Task (fill-in task order number, if applicable), and that these costs are true and accurate to the best of my knowledge and belief.

(Original Signature of Authorized Official) Typed Name and Title of Signatory

Section H - Special Contract Requirements

H.1 FAR 352.270-5 Key Personnel (Jan 2006)

The key personnel specified in this contract are considered to be essential to work performance. At least 30 days prior to diverting any of the specified individuals to other programs or contracts (or as soon as possible, if an individual must be replaced, for example, as a result of leaving the employ of the Contractor), the Contractor shall notify the Contracting Officer and shall submit comprehensive justification for the diversion or replacement request (including proposed substitutions for key personnel) to permit evaluation by the Government of the impact on performance under this contract. The Contractor shall not divert or otherwise replace any key personnel without the written consent of the Contracting Officer. The Government may modify the contract to add or delete key personnel at the request of the contractor or Government.

(End of clause)

H.2 Prohibition on the Use of Appropriated Funds for Lobbying Activities (Jul 1999)

The contractor is hereby notified of the restrictions on the use of Department of Health and Human Service's funding for lobbying of Federal, State and Local legislative bodies.

Section 1352 of Title 10, United Stated Code (Public Law 101-121, effective 12/23/89), among other things, prohibits a recipient (and their subcontractors) of a Federal contract, grant, loan, or cooperative agreement from using appropriated funds (other than profits from a federal contract) to pay any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with any of the following covered Federal actions; the awarding of any Federal contract; the making of any Federal grant; the making of any Federal loan; the entering into of any cooperative agreement; or the modification of any Federal contract, grant, loan, or cooperative agreement. For additional information of prohibitions against lobbying activities, see FAR Subpart 3.8 and FAR Clause 52.203-12.

In addition, the current Department of Health and Human Services Appropriations Act provides that no part of any appropriation contained in this Act shall be used, other than for normal and recognized executive-legislative relationships, for publicity or propaganda purposes, for the preparation, distribution, or use of any kit, pamphlet, booklet, publication, radio, television, or video presentation designed to support, or defeat legislation pending before the Congress, or any State or Local legislature except in presentation to the Congress, or any State or Local legislative body itself.

The current Department of Health and Human Services Appropriations Act also provides that no part of any appropriation contained in this Act shall be used to pay the salary or expenses of any contract or grant recipient, or agent acting for such recipient, related to any activity designed to influence legislation or appropriations pending before the Congress, or any State or Local legislature.

(End of Clause)

H.3 Smoke Free Environment (Jul 1999)

In compliance with Department of Health and Human Services (DHHS) regulations, all contractor personnel performing work within CDC/ATSDR facilities shall observe the CDC/ATSDR smoke-free working environment policy at all times. This policy prohibits smoking in all CDC/ATSDR buildings and in front of buildings which are open to the public. This policy is also applicable to contractor personnel who do not work full-time within CDC/ATSDR facilities, but are attending meetings within CDC/ATSDR facilities.

H.4 Privacy Act Applicability (Apr 2000)

(a…