RFP 2011-N-13073.doc

SOLICITATION, OFFER AND AWARD

1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 700)

RATING

PAGE OF

2. CONTRACT NO.

3. SOLICITATION NO.

2011-N-13073

4. TYPE OF SOLICITATION

X

NEGOTIATED (RFP)

5. DATE ISSUED

6. REQUISITION/PURCHASE NO.

HCVJB2X3-2011-93611

Centers for Disease Control and Prevention (PGO)

Acquisition and Assistance Branch 1

2920 Brandywine Road, MS E-15

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 6 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 2960 Brandywine Road, Stanford Bldg, Security until 2:00p local time July 21, 2011 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

Jerry W. Outley

B. TELEPHONE (NO COLLECT CALLS)

AREA CODE NUMBER: EXT:

(770) 488-2831

C. E-MAIL ADDRESS

jmo4@cdc.gov

11. TABLE OF CONTENTS

(x)

DESCRIPTION

(x)

DESCRIPTION

X

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 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

CODE

FACILITY

16. NAME AND ADDRESS OF PERSON AUTHORIZED TO SIGN OFFER

15B. TELEPHONE NO.

AREA CODE NUMBER EXT.

15C. CHECK IF REMITTANCE ADDRESS

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

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

ITEM

Centers for Disease Control and Prevention (PGO)

Acquisition and Assistance Branch 1

Atlanta, GA 30341-5539

Centers for Disease Control and Prevention (FMO)

PO Box 15580 404-498-4050

Atlanta, GA 30333-0080

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©

Section B - Supplies Or Services And Prices/Costs

COST

EST. CPFF

National HIV Prevention Program Monitoring and Evaluation Continuing Training and Materials Maintenance Project September 1, 2011 – February 29, 2012

B.2 Option Prices

a. Unless the Government exercises its option pursuant to the optional clause referenced in Section I, Contract Clauses, this contract consists only of CLIN 0001 specified in the Statement of Work as defined in Section C, for the price set forth in CLIN 0001 of this contract.

b. Pursuant to FAR Clause 52.217-9 set forth in Section I, Contract Clauses, of this contract, the Government may, by unilateral contract modification, require the Contactor to perform the Optional Task(s) specified in the Statement of Work as defined in Section C of this contract. If the Government exercises this/these option(s), notice must be given before the expiration date of the contract. Specific information regarding the time frame for this notice is set forth in the Option Clause in Section I, Contract Clauses, of this contract.

c. Upon the delivery and acceptance of the Optional Item(s)/Service(s) described in Section C of the contract and identified in the schedule of charges below, the Government shall pay the Contractor the estimated costs as set forth below:

Option 1 Items:

COST

EST. CPFF

National HIV Prevention Program Monitoring and Evaluation Continuing Training and Materials Maintenance Project February 28, 2012 – February 27, 2013

Option 2 Items:

COST

EST. CPFF

National HIV Prevention Program Monitoring and Evaluation Continuing Training and Materials Maintenance Project February 28, 2013 – February 27, 2014

Option 3 Items:

COST

EST. CPFF

National HIV Prevention Program Monitoring and Evaluation Continuing Training and Materials Maintenance Project February 28, 2014 – February 27, 2015

Option 4 Items:

COST

EST. CPFF

National HIV Prevention Program Monitoring and Evaluation Continuing Training and Materials Maintenance Project February 28, 2015 – February 27, 2016

B.3 FAR 52.216-1 Type of Contract (Apr 1984)

The Government contemplates award of a Cost Reimbursement Contract resulting from this solicitation.

(End of Provision)

Section C - Description/Specification/Work Statement

Title: National HIV Prevention Program Monitoring and Evaluation Continuing Training and Materials Maintenance Project C.1. Background and Need

CDC currently funds approximately 240 community based organizations (CBOs) and health departments (HDs) to provide HIV prevention programs. The Program Evaluation Branch (PEB) within the Division of HIV/AIDS Prevention (DHAP) has promoted the use of the National HIV Prevention Program Monitoring and Evaluation (NHM&E) variables for standardized data collection and reporting for national and local HIV prevention monitoring and evaluation. PEB has also provided an optional web-base software, the HIV Prevention Program Evaluation and Monitoring System (PEMS), to assist grantees. The collection and analysis of standardized HIV prevention evaluation data allows CDC to report on HIV prevention efforts at the national level. Funded agencies are required to report the NHM&E required data and either use PEMS or other CDC-provided software for data submission to CDC or submit data compliant with NHM&E requirements and formats to satisfy the terms of their cooperative agreements. PEB also promotes the use of data for monitoring and evaluation at the local level. The PEMS software provides functionality for grantees to track their program efforts and review their own data for program monitoring and improvement.

Three large-scale software training sessions consisting of 18 meetings, each a week long, to train about 15 people each week, were conducted after each of the first major releases of the PEMS software. One representative from participating health departments and community-based organizations received the software training and related materials in order to train their staff members. Each of the training sessions focused specifically on technical skills required to implement PEMS. In addition to software training activities, CDC conducted training on HIV prevention program data collection strategies and required variables.

A lesson learned from these experiences was that grantees need continuing, integrated training. The training should:

· focus on collecting and using the NHM&E data,

· emphasize how required data can be used for program evaluation and monitoring activities,

· focus on activities necessary for using PEMS or other data collection software,

· assist grantees to improve program planning, management, and delivery of services.

Due to high turn-over rates among these organizations and agencies, many participating HDs and CBOs may currently have no staff trained in NHM&E or to use PEMS software, contributing to great variation in the level of implementation of evaluation and use of the PEMS. Staff may also not have an understanding of CDC’s data requirements and how data can be used for improving HIV prevention programs. Hence, CDC is currently in the process of developing NHM&E training materials and presentations to cover a wide variety of needs. The goal is to develop web-based training materials that can be used by grantee staff on an as-needed, on-demand basis as self-paced learning, materials that can be used in webinars and other electronic training media, materials that can be used electronically or printed by grantees for their own use in conducting training for their own employees or contractors or as reference, and to develop and deliver training in a variety of settings (e.g., in-person, electronically, etc.). The proposed contract includes the development and completion of remaining training modules.

Moreover, since the NHM&E requirements are evolving as the epidemic and program monitoring needs change, and since the PEMS software will also be modified or replaced to accommodate grantee requests, changes in requirements, and improvements in system function, there is also a need to continue developing the NHM&E training and to maintain and improve the components of the training. This is the basis for this NHM&E Continuing Training Development and Maintenance Project contract request.

C.2 Project Objective

The goal for this contract is to complete, maintain, revise, improve, and expand the NHM&E training to continue to provide the appropriate CDC, contracted staff, and staff at health departments and community-based organizations with the training and skills necessary to implement and utilize the NHM&E variables and HIV Prevention Program Evaluation and Monitoring System (PEMS) or other government-provided reporting software for reporting to CDC and for their own monitoring and evaluation needs.

C.3 Scope of Work This project consists of several related aspects. The contractor is to complete, maintain, revise, and improve the existing training materials and keep them available to the grantees electronically and in other appropriate media. As the NHM&E variables, policies, and requirements develop or change, the contractor is to develop new training materials compatible with existing materials and modify existing materials to reflect changes. The contractor is also to develop and deliver training presentations, classes, workshops, webinars and other forms of training or training materials to respond to continuing demands from grantees for training and to provide assistance in the development of materials related to the NHM&E training.

C.4. Technical Requirements :

As an independent organization and not as an agent of the Government, the contractor shall furnish all necessary personnel, facilities, supplies, and equipment, as appropriate, to provide CDC with required scientific, technical, and operational services, within the general work parameters set forth in this Statement of Work.

C.4. 1: Develop Training Plans.

This task shall address the training and technical assistance needs of grantees. The training shall also address the needs of CDC staff and HIV prevention program technical assistance (TA) providers to ensure that the necessary knowledge and skills are provided to enable the staff to provide guidance and technical assistance to grantees on the use of the NHM&E variables and the related software for program evaluation and monitoring activities. All training materials will be written in plain language, with logical flow of information, at a literacy level and complexity level suitable for the intended audience (approximately ninth grade reading level for most materials), with consistent style, and free of grammatical or punctuation errors. Contractor must demonstrate staffing, experience, and organization of work to provide, clear, understandable, appropriate-to-audience materials that meet high standards of both health communication and adult education effectiveness.

The contractor will be required to prepare the following planning materials:

· Ongoing training plan: The contractor shall provide an integrated NHM&E ongoing training plan for the first period of performance (and each optional additional period of performance as exercised) to address the continuing training needs of approximately 240 CBOs and HDs directly funded by the CDC to deliver HIV prevention services, as well as relevant CDC HIV prevention staff and TA providers. This should include a plan for ongoing delivery of training and post-training support and TA.

· Updated curriculum plan: The contractor shall provide an update of the existing training curricula that shall include learning goals and objectives of each recommended additional training component;

· Quality control plan: The contractor shall provide a quality control plan describing the monitoring and evaluation of training effectiveness for all existing and additional lessons The training approach shall be flexible and multi-faceted, providing a variety of training strategies across a number of venues (e.g., on-line courses, teleconferences, webinars, workshops at national conferences, regional trainings, on-site visits, etc.) to meet dynamic training objectives The initial draft and all subsequent versions of the ongoing training plan, updated curriculum, and quality control plan must be prepared and submitted by the contractor to the CDC technical monitor, in Microsoft® Word format. Comments shall be conveyed to the contractor by the technical monitor. The technical monitor will review the draft plans and any subsequent versions and submit recommendations/comments to the contractor within 14 working days after receipt. The contractor shall incorporate the technical monitor’s recommendations and submit one paper and an electronic copy of the plans to the technical monitor within five working days after receipt of the technical monitor’s comments.

C.4. 2: Develop Web-based Training Materials

The contractor shall develop web-based training materials, including on-demand, on-line training modules and recorded webinars, compatible with existing materials that complete or add to the training curriculum and update and improve existing materials. The training shall meet the needs of the targeted audiences (i.e., CDC, TA providers, HDs, and CBOs) that present great variability in terms of current level of use and readiness to implement NHM&E. For example, some grantees are currently implementing PEMS to collect data and may require training only on the changes in the data reporting system or required variables. Other grantees may have extensive staff turnover that may call for more extensive training on the NHM&E variables and PEMS or other software. The training materials shall be developed incorporating adult learning principles through a variety of learning modalities Specific activities will include but are not limited to:

· developing new electronic materials (e.g., web-based training program, etc.) including all documentation of development of the training program, source materials, etc., and learning activities for each additional lesson. Offerors should estimate four additional lessons (on-line courses and accompanying webinars) during the first period of performance and up to eight additional lessons for each optional succeeding period of performance.

· revising the existing web-based training materials to reflect changes in the data collection and reporting software, changes in variables or reporting requirements, etc. Offerors should estimate modifying six existing lessons significantly and making minor modifications to 15 other existing lessons during the first period of performance. During the optional succeeding periods of performance the estimate should be for modifying significantly up to 12 existing lessons and making minor modification to all other existing lessons. developing session materials (e.g., data collection forms, worksheets, etc.) including readiness activities for each additional lesson;

· conducting a course evaluation after the release of each lesson to gage the effectiveness of the lesson in having the intended knowledge change, satisfying the needs of the target audience, and achieving the reach desired.

C.4. 3: Provide Other Training and Technical Assistance (TA)

The contractor will:

· Prepare and deliver other training and TA, as described in the Training Plan and the updated Curriculum, to staff members at participating HDs and CBOs on NHM&E and the use of the related software functionality to maximize program effectiveness. This component should emphasize, but may not be limited to, evaluation and monitoring activities related to the NHM&E variables and supported by related software. Specifically, following the training and technical assistance support, grantee staff members should be able to demonstrate that they are able to utilize NHM&E data and related software to support the program planning, management, and other monitoring and evaluation needs of their agency. This training may include workshops at national conferences, regional training, on-site training, remote training using multiple modes of communication, or other means of delivering training in addition to the main web-based training. Some travel may be required. Offerors should estimate one national conference workshop and one large-group (about 150 people) onsite two-day training during the first period of performance. Requirements for additional option periods would be one national conference workshop, one large-group training, and three remote trainings, or the equivalent, during each period of performance.

· Prepare and deliver training to CDC or CDC-supported TA providers on NHM&E and the use of the related software functionality to maximize program effectiveness. This component should emphasize, but may not be limited to, the evaluation and monitoring activities supported by the NHM&E variables. Offeror should estimate one on-site training at CDC during each period of performance.

· Track integrated training activities to assure quality control, providing monthly report to CDC. This would include tracking and assuring the quality of all existing and added on-line training courses and the accompanying recorded webinars, as well as the conference workshops and on-site trainings, tec.

· Develop and implement marketing materials related to the training opportunities and requirements to be distributed to grantees for each additional lesson, as well as workshops and on-site trainings

· Provide reports on Course Evaluations after trainings are completed.

C4. 4: Maintain Web-based Access

Upon award of this contract, the contractor will coordinate with the previous contractor to expeditiously transfer within 15 business days the training materials, including licenses, access rights, electronic files and software, and all other materials related to the NHM&E Training in such a way as to minimize interruption of grantee and CDC access to the web-based training materials. The existing web-based training materials are developed and made available to grantees using web-authoring and dissemination software (e.g., Adobe® Creative Suite®, Adobe® Connect™, Microsoft® Office) for the development of lessons, graphics, narration, and other elements of the materials. Web access is maintained through SharePoint™ LMS. These materials shall be transferred to the new contractor for operation and maintenance, and additional materials developed using the same or highly compatible software by the new contractor in such a way that maximum access by grantees is maintained.

Once the transfer is complete, the contractor shall maintain grantee and CDC access to the training materials, both the existing training materials and the additional materials developed under the new contract. The contractor shall maintain the password protected access and enroll new users while removing access from users who are no longer associated with CDC-funded agencies or otherwise approved by CDC for use of the training materials.

The contractor shall provide a weekly report on the usage of the training materials, including which lessons are being accessed, how many people are accessing them, how many people are completing each lesson, which agencies these people represent, how many new users are enrolled, and how long each person spends using the training materials.

C.4. 5: Develop Related Materials

The contractor will assist the technical monitor in the development of publications, presentations, or internal materials concerning the development, delivery, or results of the training and technical assistance conducted under this contract. The contractor should estimate one peer-reviewed publication and one national conference presentation, plus one presentation for CDC staff, for each period of performance, at the level of effort of a co-author of the material. In addition, the contractor shall provide for each period of performance a summary report of the usage of the training materials, feedback from users concerning satisfaction with the training and suggestions for improvement, and accomplishments of the preceding period of performance.

C.5 Reporting Schedule –

The contractor shall prepare monthly reports to describe all project-related activities, accomplishments, risks, issues, and costs incurred.

C.6 Special Considerations –

SPECIAL CLEARANCES:

The technical monitor will provide the contractor with the procedures that have been approved for clearing documents (communication products) through the coordinating center. The spreadsheet noted in the link below lists clearance requirements by type of communication product, such as a science-related publication, a presentation, or a fact sheet. All documents should be submitted to the technical monitor who will determine the need to clear them through CIO procedures already in place.

http://intranet.cdc.gov/ccid/_Resources/communications_interim_procedures-1_2_032305.doc

NCHHSTP SECURITY CLEARANCE:

Information Security Plan

The contractor shall prepare and maintain an information security plan which promotes information protection and systems security appropriate to the environment in which it will be executed. This plan should address confidentiality and privacy, integrity and backup of data and systems, access, continuity of operations, and all other relevant considerations. The contractor is responsible for ensuring that the project complies with relevant federal and other jurisdictional regulations. Before developing the security plan, the contractor should review the considerations included in Office of Management and Budget Circular A-130, Appendix III ( MACROBUTTON HtmlResAnchor http://www.whitehouse.gov/omb/circulars/a130/a130appendix_iii.html ), and FISMA ( MACROBUTTON HtmlResAnchor http://csrc.nist.gov/policies/FISMA-final.pdf ), as well as other federal regulations, guidance, and information security standards.

The initial draft and all subsequent versions of the information security plan must be prepared and submitted by the contractor to the CDC contracting officer and to the CDC technical monitor, in Microsoft Word compatible format. The contractor shall be responsible for ensuring that the security plan is acceptable to the CDC technical monitor, as well as any subsequent federal reviewers (e.g., Center and/or CDC information security officers, HHS officials, OMB officials, etc.). Comments shall be conveyed to the contractor by the technical monitor and/or the contracting officer.

The technical monitor and the contracting officer will review the draft security plan and any subsequent versions and submit recommendations/comments to the contractor within 14 working days after receipt. The contractor shall incorporate the technical monitor’s recommendations and submit paper and electronic copies of the security plan to the contracting officer and to the technical monitor within five working days after receipt of the technical monitor's comments.

In addition to developing and maintaining a security plan as described above, the contractor shall be responsible for continuously assessing and assuring information security for the project and for updating the security plan as needed throughout the duration of the task order.

Information Security Training

The contractor shall be responsible for ensuring that all contractor employees receive employment screening and information security training appropriate to their responsibilities, prior to the start of their work on the task order. This would be provided at the contractor's expense and would be the contractor's responsibility to plan and arrange.

CDC is not required to grant the contractor access to CDC information technology resources (e.g., computers, network, email, etc.). If CDC were to agree to grant the contractor, or any of its employees, access to CDC information technology resources at any point in time, it would be the contractor's responsibility to ensure that all of its employees to be granted such access complete any additional required information security courses that CDC specifies prior to gaining or utilizing such access.

It is the contractor's responsibility to ensure that all employees have met CDC and federal requirements, such as, for example, completion of background checks, before gaining or utilizing access to CDC information technology resources.

Certification & Accreditation

The federal government and CDC now require (with rare interim exceptions) that a certification and accreditation (C & A) process be completed before any new information technology systems can go online.

C.7. Government Furnished Property/Materials -

The technical monitor will provide documents to enable the contractor to perform all tasks set forth in this document including, but not limited to, the following items:

· Existing NHM&E training materials

· Draft HIV prevention program performance indicators and Technical Assistance Guidelines for health departments and CBOs

· NHM&E Evaluation Guidance

· PEMS User Manual

· NHM&E data variables and values

· Procedural guidance’s, training, and program manuals related to the Effective Behavioral Interventions (EBIs) and Strategies

· Guidelines and policies on physical and electronic security of data Offerors who wish to examine the existing web-based training materials may obtain access by submitting a request to dad5@cdc.gov

C.8 References – N/A

C.9 CDC Point of Contact

Jerry Outley, Contracting Officer

Centers for Disease Control and Prevention

2920 Brandywine, Road, MS E-15

Atlanta, GA 30341

Telephone No. 770-488-2831

Fax No. 770-488-2868

Email: jmo4@cdc.gov

Section D - Packaging And Marking

All deliverables required under this contract shall be packaged, marked and shipped in accordance with standard commercial best practices. At a minimum, all deliverables shall be marked with the contract number and Contractor name. Deliverables and reports may also be requested to be submitted electronically (unless specified elsewhere in the contract).

Section E - Inspection And Acceptance E.1 FAR 52.252.2, Clauses Incorporated By Reference (Feb 1998)

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

https://www.acquisition.gov/far/ https://farsite.hill.af.mil/

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 F.1 FAR 52.252.2, Clauses Incorporated By Reference (Feb 1998)

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

https://www.acquisition.gov/far/ https://farsite.hill.af.mil/

F.2 Deliverable(s) Schedule (Jul 1999)

The Contractor shall deliver to the Contracting Officer, CDC Project Officer, and/or Contracting Officer Technical Representative (COTR) any reports or deliverables as may be specified within the time frames specified

(End of Clause)

F.3 Period of Performance (Jul 1999)

The period of performance shall be :

One six month base period (September 1, 2011 through February 29, 2012 ) with four, 12-month option periods as follows:

Option Period 1: February 28, 2012 through February 27, 2013

Option period 2: February 28, 2013 through February 27, 2014

Option Period 3: February 28, 2014 through February 27, 2015

Option Period 4: February 28, 2015 through February 27, 2016

F.4 Place(s) of Performance (Jul 1999)

The Contractor shall perform all work under this contract at: Contractor’s facilities.

(End of Clause)

Section G - Contract Administration Data

G.1 HHSAR 352.216-70 Additional Cost Principles (Jan 2006)

(a) Bid and proposal costs.

(1) Bid and proposal costs are the immediate costs of preparing bids, proposals, and applications for potential Federal and non-Federal contracts, grants, and agreements, including the development of scientific, cost, and other data needed to support the bids, proposals, and applications.

(2) Bid and proposal costs of the current accounting period are allowable as indirect costs.

(3) Bid and proposal costs of past accounting periods are unallowable in the current period. However, if the organization's established practice is to treat these costs by some other method, they may be accepted if they are found to be reasonable and equitable.

(4) Bid and proposal costs do not include independent research and development costs covered by the following paragraph, or preaward costs covered by paragraph 36 of Attachment B to OMB Circular A-122.

(b) Independent research and development costs.

(1) Independent research and development is research and development conducted by an organization which is not sponsored by Federal or non-Federal contracts, grants, or other agreements.

(2) Independent research and development shall be allocated its proportionate share of indirect costs on the same basis as the allocation of indirect costs to sponsored research and development.

(3) The cost of independent research and development, including its proportionate share of indirect costs, are unallowable.

(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 to the bases specified below:

Bases:

(1)

(b) The above rates are provisional billing rates only and shall apply from the date of award until such time as the contract is amended. Any modification to change the above rates will also state the effective period covered for the new rates.

G.4 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.5 Payments (Jul 1999)

The cost of the work to be performed by the Contractor under this contract (exclusive of the fixed‑fee) is estimated at $TBD. The Contractor shall receive a fixed‑fee of $TBD for a total estimated Cost‑Plus‑Fixed‑Fee of $TBD. The Contractor shall invoice for his fixed‑fee in accordance with the clause of Section I entitled “Fixed‑Fee” – FAR 52.216‑08. Subject to the provisions of the clause entitled “Allowable Cost and Payment” of Section I, payments shall be made on a monthly basis as work progresses. After payment of 85% of the fixed‑fee, as provided for in the clause entitled “Fixed‑Fee” – FAR 52.216‑08 of Section I, further payment on account of the fixed‑fee shall be withheld until final payment.

(End of Clause)

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)

(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

(End of Clause)

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 to 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.

Two (2) Copies to: Centers for Disease Control and Prevention

PGO Invoice Processing

Attn: Jerry W. Outley, Contracting Officer

Atlanta, GA 30341-3724

Or—Fax One copy to: 770-488-2868 (cite “COPY”)

Or—Email: jmo4@cdc.gov Subject Line: Contract No. and Invoice No.

The Contractor is X, is not required to submit a copy of each invoice directly to the COTR concurrently with submission to the Contracting Officer to:

David Davis

National Center for HIV, STD, and TB Prevention

Division of HIV/AIDS Prevention, Clinical Epidemiology Team

1600 Clifton Road NE, Mailstop E-45

Atlanta, GA 30333

Telephone No.: 404.639.0938

Fax No.: 404.639.0929

Email: DDavis1@cdc.gov

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 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.

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…