RFP_2015N17174.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.

2015-N-17174

4. TYPE OF SOLICITATION

X

NEGOTIATED (RFP)

5. DATE ISSUED

06/17/2015

6. REQUISITION/PURCHASE NO.

000HCPCC-2015-84952

Centers for Disease Control and Prevention (CDC)

Procurement and Grants Office (PGO)

2920 Brandywine Road

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 3 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 the mailroom of the Colgate Building - 1st Floor until 2:00p local time 07/22/2015 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

Natasha Y. Rowland

B. TELEPHONE (NO COLLECT CALLS)

AREA CODE NUMBER: EXT:

(770) 488-2601

C. E-MAIL ADDRESS

nrowland@cdc.gov

11. TABLE OF CONTENTS

(x)

DESCRIPTION

(x)

DESCRIPTION

X

REPRESENTATIONS, CERTIFICATIONS, AND

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 (CDC)

Procurement and Grants Office (PGO)

2920 Brandywine Road

Atlanta, GA 30341-5539

Centers for Disease Control and Prevention (FMO)

PO Box 15580 404-718-8100

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

Period of Performance: September 1, 2015 – May 31, 2017 This is a fixed-price line item. These are non-severable services.

Note: Travel as it pertains to conferences must be entered in the Integrated Conference Approval Portal (ICAP) and approved prior to travel. Contractor shall verify with the project officer that ICAP approval was obtained.

B1. Schedule of Milestones for Performance-Based Payments In accordance with FAR 52.232-32, Performance Based Payments (April 2012), upon successful completion of an event, the contractor may request performance based payments. The determination of eligibility for receipt of payment will be made by the Contracting Officer upon written certification from the COR that the performance milestone has been met. It is anticipated that each milestone payment will approximate the estimated timeline listed below but variation is anticipated and eligibility for payment could occur sooner or later depending upon the time of completion of the designated milestone. Milestone payments are subject to the terms of FAR 52.232-32 incorporated in Section I of this contract.

Deliverable #1

· Attend kickoff meeting and submit formal letter to Contracting Officer and COR 3%

-Kick-off meeting within 10 calendar days from Award Date

-Formal letter within 20 calendar days after kick-off meeting

Deliverable #2

· Technical assistance provided to states---Monthly performance reports 21% (to be 3.0% per quarter for 6 invoices and 3.0% for the 7th and final invoice)

-Within 10 calendar days after the end of each month

Deliverable #3

· Draft report of the critical success factors

· Deliver final report on critical success factors 12% for the draft

10% for the final

-Draft within 200 calendar days from Award Date.

- Final within 320 calendar days from Award Date.

Deliverable #4

· Draft On-line reference manual

· Final on-line reference manual 10% for the draft version

8% for the final version

Draft within 300 calendar days from Award Date.

Final within 550 calendar days after Award date

Deliverable #5

· Directory of coroners and Medical Examiners 21%

Within 350 calendar days from Award Date

Deliverable #6

· Report on technical assistance for “struggling” state #1

· Report on technical assistance for “struggling” state #2

· Report on technical assistance for “struggling” state #3 5% for Report #1

5% for Report #2

5% for Report #3

Within 15 calendar days after each visit.

There are no clauses/provisions included in this section.

Section C - Description/Specification/Work Statement Performance Work Statement Title: Technical Assistance for the Patient-Centered Outcomes Research Project (PCOR #3)

CDC/National Center for Health Statistics/Division of Vital Statistics

I. Background

The National Center for Health Statistics (NCHS) is responsible for monitoring the health of the Nation. The National Vital Statistics System (NVSS) is one of the data systems used for this monitoring activity. NVSS is a legislatively-mandated data program, producing data on births, deaths, and fetal deaths. Over 6.5 million state records are collected annually for processing, coding, analysis, and publication in aggregate form electronically and on paper; of these events, about 2.5 million are death records. The receipt and initial processing of the mortality records and the coding of the cause-of-death literals on them occurs primarily through staff and systems located at the Division of Vital Statistics (DVS) facility in Research Triangle Park, North Carolina. Subsequent editing, processing, analysis, publication and dissemination of the data occur through staff located at the Hyattsville, Maryland facility.

Two goals of the NVSS are to improve the timeliness and quality of the mortality data. Timely reporting of quality death information is critical for detecting and defining pandemic and other calamitous events as well as showing shifts in causes of death by age, race and sex. Yet, timely death reporting has been a major challenge for the vital statistics system, primarily because state death registration systems are essentially paper-based for cause of death reporting. Using federal grant funding, states began implementing EDR systems in 2002 to improve the timeliness of death reporting. Since then, 41 of the 57 registration jurisdictions (50 States, New York City, District of Columbia, and 5 U.S. Territories) have implemented electronic death registration (EDR) systems and an additional 7 are currently developing an EDR. Another 3 states with an EDRS are now in the process of rebuilding/reengineering them.

Despite these successes, many of these 41 jurisdictions have not achieved statewide coverage and/or full participation of the funeral home and physician communities, limiting the potential of EDRs for improving timeliness of death reporting and for near real-time public health surveillance. The reasons for this limitation are many and involve a complex interaction of a lack of funding, split reporting responsibilities (funeral homes and physicians), insufficient experience of state vital registration leaders, outdated state laws and regulations, inability to attract physician participation, and a lack of a clear message from CDC that EDRs are a critical component of public health surveillance systems. These barriers have not only limited the use of the mortality system for public health surveillance purposes, but also limited the timely reporting of quality national mortality statistics and the inclusion of these records in the National Death Index.

Using seed monies from the Office of Public Health Preparedness and Response and the National Center for Health Statistics, NCHS launched in 2013 a 5-Year Road Map for the national implementation of an enhanced network of state-based EDRs with the funding of 7 states. Three key national goals for these states to achieve were to be able to:

· Register at least 80% of the deaths occurring within their jurisdiction electronically through their EDRS;

· Transmit to NCHS death information collected through EDRs to NCHS with 10 or less days from the date of the event (both fact and cause of death); and

· Transmit or make available state-specified causes of death to the State epidemiologists within 1 day of registration or receipt of the cause of death.

In 2014, this initiative was continued with funding from the CDC Office of Public Health Systems and Services and NCHS----5 additional states were awarded funds. In 2015, the NCHS/DVS received a major boost in support from the Secretary of Health and Human Services with the allocation of monies from the Patient-Centered Outcomes Research (PCOR) Trust Fund to improve the mortality data infrastructure. With these funds, the Division is now able to work with an additional 22 states on improving the timeliness of the transmission of mortality records to NCHS. Moreover, it is able to broaden its activities by focusing some attention on improving the quality of these records as well. The CDC Office of the Director and the National Center for Injury Control and Prevention have both provided seed monies to help expand the Division’s efforts from timeliness to quality of the mortality records. Funding from these three sources is the basis for this solicitation.

II. Purpose

The purpose of this contract is fivefold: 1) conduct an analysis of the pre-PCOR funded states and produce a report documenting the critical factors for improving their timeliness and quality of the mortality data and the associated best practices; 2) provide telephonic, internet-based and other services to assist the 2015 PCOR states to achieve the national timeliness goals; 3) provide on-site support to a maximum of 3 PCOR states struggling to meet their national timeliness goals; 4) produce a 508-compliant on-line reference manual of best practices; and 5) develop a directory of the offices of the coroners and medical examiners in order to distribute targeted training and educational materials about improving quality of the causes of death on mortality records. Through limited but complementary quality initiatives, NCHS and others are reaching out to medical examiners and coroners and developing training and other materials for medical death investigators certifying deaths. The directory would facilitate the outreach efforts as well as serve as the basis for the distribution of the resulting materials. It is an integral part of improving the quality of cause-of-death training for coroners and medical examiners.

This solicitation will result in a fixed-priced contract. The period of performance will be up to 25 months, with an estimated start date of September 1, 2015. All work under this contract shall be performed within the 57 registration jurisdictions (50 States, New York City, District of Columbia, and the 5 U.S. territories), and shall be performed at the contractor’s own facilities.

III. Scope of Work

The contractor will be responsible for all activities necessary to plan, conduct, complete, document and deliver the results of the reports and technical assistance requested in this solicitation. The deliverables in this contract are to be completed and submitted to NCHS/DVS no later than April 30, 2017.

In summary, the contractor will perform the following work, with close and continuing oversight from the Contracting Officer’s Representative (COR) and the DVS project staff:

· Plan and complete an evaluation of the 12 EDR funded projects in FY13 and FY14 and develop and complete a report on the critical factors for improving timeliness of mortality data.

· Develop a 508-compliant on-line reference manual of best practices germane to implementing and maintaining high quality electronic death registration systems that is acceptable for posting on the NCHS website.

· Provide telephonic, web-based, and/or other electronic consultation and assistance services to states receiving PCOR funding in 2015 or later. Documentation of assistance provided shall be reported to NCHS/DVS,

· Provide on-site assistance to a maximum of 3 “struggling” states designated by NCHS. A report shall be produce for each engagement and the outcome of that engagement, and

· Produce a directory of office of coroners and medical examiners and provide to NCHS.

IV. Tasks to be Performed

A graphical depiction of the of the Government’s concept of the work required by this project is provided below:

The contractor shall conduct all activities necessary to complete and document the results of the assistance provided to the PCOR states, complete the manual and necessary reports, and complete the directory. The activities shall be completed in accordance with a schedule to be specified (see first paragraph of Section III). The contractor shall furnish all the necessary personnel, materials, services, facilities, and do all other things necessary for or incidental to the performance of the work as described in the following tasks. Further, the contractor shall consult frequently and in-depth with the COR, Technical Lead, and DVS Project staff at all stages of the project including conceptualization, research, writing, and assistance in the completion of the major deliverables.

While the COR and DVS project staff will retain final responsibility for decisions on reports, directory, and assistance provided, the contractor is encouraged to make suggestions at any time that will improve the quality of the deliverables.

Task 1 - Management

Subtask 1.1 – Communicate regularly with NCHS

To facilitate oversight, the contractor shall establish e-mail contact with the COR and all DVS project staff within 5 business days of the contract award, and maintain that contact throughout the contract. The COR and DVS project staff expect to be in frequent e-mail and telephone contact (at least once a month) with contractor’s project team to collaboratively review materials as well as review progress throughout the period of work for this contract.

Subtask 1.2 – Review background materials

Immediately following award, the contractor shall review any detailed materials to enhance familiarity with the background and the basis of the funded PCOR projects. The COR or DVS project staff will provide the relevant materials. The contractor shall remain familiar with the background and basis of each PCOR state throughout the contract.

Subtask 1.3 – Participate in kick-off meeting

Within 10 days of award, at least 2 of the contractor’s key personnel shall meet with the COR and DVS Project personnel to review the tasks and to discuss issues related to the conduct of the work. The initial meeting shall take place at NCHS in Hyattsville, MD. Within 20 calendar days after the initial management meeting, the contractor shall write a formal letter to the COR and Contracting Officer, summarizing the contractor’s understanding of any significant issues needing clarification or further elaboration, including the schedule, staffing, management plans, and other matters.

Note: All meetings shall be conducted at CDC facilities. All meetings will be scheduled based on CDC facility availability. If in fact the room reservation is canceled, teleconferencing will be the alternate method for convening meeting. If either option is not available, the meeting will be rescheduled. This in accordance with the HHS/CDC Conference Approval System (CAS), if meetings are held on federal space there is no need for conference approval. It is the intent of this office that no meetings be held in any non-federal facilities.

Subtask 1.4 – Participate in management meetings

Subsequent management meetings between the selected contractor and government project staff shall be held at least once per month. Most of these shall be by conference call, but some shall be, at the COR’s discretion, in person. The contractor shall assume and budget for 2 meetings in addition to the initial kick-off meeting in person at NCHS or elsewhere in the Washington, DC area. Two key staff from the contractor’s project team shall attend in person, with others connected by telephone or video conference.

Subtask 1.5 – Monthly performance reports

The contractor shall provide monthly status reports on the progress of each of the tasks outlined below. The reports shall be in WORD and provided to the COR with a copy to the DVS Technical Lead and the DVS project staff.

Task #2: Analysis and Reporting on Timeliness and Success Factors

Sub-task 2.1 --- Analysis of EDR system projects and the factors contributing to their success

The Contractor shall conduct an analysis of the 12 previously funded electronic death registration systems (EDRS) projects related to timeliness in CY13 and CY14 and the factors critical to the success or failure of those projects in achieving the timeliness goals. The analyses should cover the following components:

1. The key operational functions critical to the measured progress, the impediments consistently identified, and steps that were taken to circumvent. In addition, the analysis shall include specific recommendations that support the advancement of significant improvement in the timeliness and quality of mortality records submitted to NCHS.

2. The key state and local stakeholders and factors critical to advancing the timely reporting of death events. The assessment should describe the statutory and functional relationship between these entities and the state vital statistic programs, implicit or otherwise. Given the variance in governance, regulations and organizational structure across states, special focus should be given to those areas and factors that are essential to maximizing progress in more timely electronic death reporting, irrespective of jurisdictional differences.

3. The impact of state and local laws, statutes, and/or regulations, if any, that govern death reporting and impacted timeliness. The report should provide illustrations of successful actions taken by these 12 state vital statistics programs and various other government offices, partner organizations, stakeholders, etc. to address challenges codified in outdated statue(s).

Sub-task 2.2 --- Draft report on critical success factors in achieving timelines goals

The contractor shall produce a report on the results of the analyses in sub-task #2.1. The report should end with a blueprint/roadmap for state use in identifying feasible and necessary actions to overcome the impact of outdated regulations, changing technology, and other barriers to improve the timeliness of electronic death reporting.

Sub-task 2.3 --- Final report on critical success factors in achieving timelines goals

The contractor shall submit the draft report to the Government for its review and input. Once its review is completed, the Contractor shall meet in person with the Government to review/evaluate the Government’s comments and then make the appropriate in the final document.

Task #3: On-line Reference Manual

Sub-task 3.1 --- Draft a 508-compliant on-line reference manual

The Contractor shall produce a draft on-line reference manual of best practices for inclusion germane to implementing and maintaining timely, high quality electronic death registration systems able to meet the national timelines goals of providing records. This draft manual shall be provided to the Federal Government for its review and evaluation.

The targeted location of the on-line reference manual is the NCHS website. This manual of practices shall be in concert with advancement of accreditation efforts underway with Public Health Accreditation Board (PHAB), Office for State, Tribal, Local and Territorial Support (OSTLTS) and other entities significantly engaged in this area of work. This work is not to be duplicative or in conflict with any ongoing-synergistic efforts. The reference manual shall be a quick reference for state vital statistic programs to assess their program and technology operations and provide insight into effective and productive practices that have demonstrated a record of success. The reference manual shall be updated periodically with lessons learned throughout the PCOR project, and a final version provided at the conclusion of the project.

Sub-task 3.2 --- Final 508-compliant on-line reference manual

Once the Government’s evaluation of the manual is complete, the contractor shall meet in-person with the Government to discuss the manual, the results of its review, and any changes to be made. The contractor shall make all appropriate changes and then submit a final manual to the Government.

Task #4: Consultation and Assistance to Awarded States

Sub-task 4.1 --- Technical assistance

The Contractor shall provide an array of consultative and assistance services to the states awarded PCOR funding to enable them to meet their timeliness goals within 2 years. Assistance may include but are not limited to facilitating the use of lean strategies to improve business processes, IT project management practices, use of NCHS edits and certificate requirements and other identified best practices, facilitating peer-to-peer and/or other strategies to assist states struggling to meet their goals, arranging and implementing bi-monthly webinars on defined topics to encourage cross project communications, defining effective ways to spread best practices for timeliness improvements. The contractor shall outline how it will target state’s specific needs and specific technical/assistance strategies to better enable project awardees, especially the struggling states, to meet their PCOR goals.

The contractor’s response to this solicitation should include an outline of some specific approaches that it intends to undertake.

Sub-task 4.2 --- Final report on each technical assistance visits to the “struggling states”

The contractor shall produce a final report outlining the assistance provided to each of the “struggling” states and the results of that assistance within 20 days of the completed visit. The “struggling” states will be denoted by NCHS. The contractor shall plan for up to 3 states to be designated by NCHS as “struggling states”.

Task #5: Directory of Medical Examiners and Coroners

Sub-task 5.1 --- Production of a directory

The Contractor shall develop a directory of the offices of coroners and medical examiners in the 57 registration jurisdictions. This directory of medical death investigators was last updated in 2005 with previous versions in 2000, 1995, 1992, 1990, 1987, and 1981 and has been missed by CDC researchers, other federal agencies, and the medical death investigation community itself. Starting with the 2005 version, the contractor shall update and modernize the previous paper-based versions of this directory. The new directory shall be delivered to NCHS in an EXCEL format and shall be compliant with 508 guidelines. Once delivered, the contractor shall not maintain a copy of the directory for its own purposes.

The directory will be used public health purposes to support communication networks including those for training and research. The directory should include but not be limited: geographic boundaries of the medicolegal death investigation jurisdiction that are could be linked to standard GIS boundary files (e.g. counties), chief medicolegal death investigator (e.g., medical examiner, coroner, justice of the peace), name and office contact information of chief medicolegal death investigator, location of the office (e.g. department of health, law enforcement, other), whether the chief medicolegal death investigator position is elected or appointed, and if elected the date and frequency of elections.

This directory will serve many purposes, including

· Facilitating communication among death investigators, CDC and other federal partners interested in death investigation.

· Facilitating distribution of information from CDC including information on emerging public health threats, programs and resources at CDC, and guidelines and protocols from public health

· Facilitating communication among death investigators in the deaths

· Serve as a sampling frame medical legal death investigation systems allowing for efficient public health research in medicolegal death investigation

· Providing the basic information on the structure of the medical legal death investigation systems needed to investigate data quality variations at the sub-state level.

· Providing a framework for what should be included in new coroner training.

V. Estimated Level of Effort

From previous CDC contractual history, the chart below lists two (2) suggested skill labor categories that are likely to be utilized in the performance of this requirement. The attached chart is illustrative and is only an example. Different labor categories are possible and there will be varying numbers of personnel in those labor categories, and those numbers may be different at different points of contract performance.

The following table illustrates one way of indicating available work hours expressed as skill labor categories and number of available hours per annual period of performance. This table is only an example for the purpose of indicating the initial scope of work and the workload expressed as skill labor categories and number of required hours for the 21 month period of performance: This table is not a mandatory requirement. The Skill Categories shown below are examples only.

Estimate of Position Descriptions and Support Hours:

Note: The anticipated performance period of each year encompasses 2,080 hours – 80 hours Federal Government Holidays = 2,000 actual work hours per year. Number of actual work hours available per annum for a full time position may vary based on a specific vendors leave policy. Number of hours needed in a specific labor category will vary in accordance with numerous factors, including proposed technical approach and staffing plan.

Note: The labor categories and the number of hours proposed by the contractor govern and supersede the example outlined above.

VI.

Government Furnished Materials NCHS will provide copies of the following documents:

· Project plan for each of the PCOR awarded states in 2015

· Project plan for each of the states awarded timeliness funding in 2013 and 2014

· The 2005 version of the directory

VII.

Period of Performance The period of performance of this contract shall not exceed 21 months. It is estimated to start September 1, 2015, and it will conclude no later than May 31, 2017, with most deliverables required prior to April 30, 2017.

VIII.

Place of Performance

All work under this contract shall be performed within the 50 United States and the District of Columbia, and shall be performed at the contractor’s own facilities.

XI.

Deliverables During the performance of this contract, the contractor shall deliver to NCHS/DVS:

a. A formal letter summarizing the contractor’s understanding of any significant issues needing clarification or further elaboration as a result of the kick-off meeting.

b. Minutes of subsequent management meetings

c. Draft of the report on the critical success factors for achieving the timeliness goals

d. Final report on the critical success factors

e. On-line reference manual of best practice for timeliness

f. Listing of the type and number of technical assistance consultations provided

g. Report on targeted technical assistance visits conducted for the struggling states

h. Directory of the coroners and medical examiners

The formal letter shall be provided within 20 calendar days after the initial management meeting, which shall occur within 10 days of award. Deadlines for all other deliverables are to be determined. The contractor shall propose a delivery schedule. The contractor shall also propose any additional deliverables that will enhance the contractor’s ability to manage and successfully complete the work and/or facilitate oversight by the COR and DVS project staff.

Documentation of deliverables and all reports shall be submitted through the COR for client approval. All deliverables should be provided to the Government COR for review and acceptance. A copy of all progress reports shall also be submitted to the Contracting Officer. The contractor shall review, approve and sign all draft and final document deliverables. The contractor shall provide all deliverables in media and file formats required by the client.

X.

Travel

The Contractor shall budget for at least 2 meetings in addition to the initial kick-off meeting in person at NCHS in Hyattsville, Maryland. Two key staff from the contractor’s project team shall attend in person, with others connected by telephone or video conference.

Further, at the designation of the Federal Government, the contractor shall budget for: 1) attendance in a national 3-day meeting in Atlanta, Georgia around September/October 2015 timeframe, with selected PCOR and other states, university, governmental and other officials on electronic death registration systems; and 2) providing onsite technical assistance to 3 “struggling” states. For planning purposes, the 3 “struggling” states are Pennsylvania, Michigan and Colorado.

Travel Expenses

· Authorized Travel – All travel expenses must be approved in advance by the COR.

· Contractor personnel shall travel as needed according to the estimated trips to accomplish work as directed and specified by contract.

· All travel must be funded, authorized by CO and pre-approved in writing by the COR and must be in accordance with the Federal Travel Regulations. The Contractor shall not be reimbursed for any unauthorized travel. The Government will reimburse the Contractor only for travel and costs within per-diem in the performance of this contract. Reimbursement will be at cost only and in accordance with Federal Travel Regulations.

· The Government will not reimburse the Contractor for travel costs incurred in the replacement of personnel when such replacement is accomplished for the Contractor’s or employee’s convenience.

· Travel within a 50-mile radius from the Contractor’s facility is Local Travel. Local Travel is considered the cost of doing business and will not be reimbursed. This includes travel, subsistence and associated labor charges for travel time. Travel performed for personal convenience and daily travel to and from work at the Contractor’s facility will not be reimbursed.

XI.

Reference Materials

The contractor shall review the project plans for the 2015 PCOR selected states to become familiar with the activities of each of the states as a way to understand the approach each selected state will be attempting. NCHS will provide the project plans.

XII.

Minimum Contractor Qualifications The contractor shall, at a minimum, have the following qualifications:

a) Experience working with state agencies and their electronic systems, specifically web-based systems and/or web services

b) Experience working with vital statistics agencies and their data at the state and national levels

c) Ability to work with all 57 registration jurisdictions.

d) Knowledge of public health laws and statutes

e) Experience working with public health agencies---the major users of vital statistics data

f) Knowledge of International Classification of Diseases, Version 10 (ICD-10) cause of death classification rules, especially for non-natural deaths handled by medical examiners and/or coroners.

XIII.

Performance-Based Matrix Performance-based Matrix - Support Services to States on behalf of the National Center for Health Statistics, Division of Vital Statistics, Office of the Director

Incentives/Payment-Quality Link

The Contractor shall participate in a Kick-off meeting for the project as described in Section IV (Task #1).

The Contractor shall provide a Monthly Performance Report as described in Section IV (Task #1).

The Contractor shall provide a Final Report on critical timeliness success factors as described in Section IV (Task #2).

The Contractor shall produce an on-line reference manual as described in Section IV (Task #3)

The Contractor shall provide technical assistance to awarded states to improve the flow of records to NCHS as described in Section IV (Task #4).

The Contractor shall produce a directory of medical examiners and coroners as described in Section IV (Task #5) In-person participation in meeting.

Summary report of results of meeting

Timeliness

Timeliness of report

Timeliness of manual

Timeliness of state mortality records submitted to NCHS

Timeliness of directory Kick-off meeting within 10 days of contract award attended by at least 2 members of the contracting team.

Summary of results of meeting within 20 calendar days after kick-off meeting.

On-time within ten (10) days of the end of the month

Draft on-time within 200 calendar days and final on-time within 320 calendar days after the award of the contract

Draft on-time within 300 calendar days and final on-time within 550 calendar days after the award of the contract

Monthly report on services provided within 10 days after the end of the month

On-time within 350 calendar days after the award of the contract

Surveillance system will be customer observations.

Surveillance system will review of kick-off meeting report.

Surveillance system will be primarily customer observations

Surveillance system will be primarily customer observations

Surveillance system will be primarily customer observations

Surveillance system will be primarily customer observations and state timeliness performance

Surveillance system will be primarily customer observations

1. Positive incentives:

a. Payment of contract firm fixed rate for satisfactory service of each task.

b. Contractor performance evaluated using the automated Contractor Performance Assessment Reporting System (CPARS). The evaluation will be considered when future AGENCY contract selections are made.

2. Payment is linked to quality through FAR 52.246-4 Inspection of Services—Fixed-Price.

As prescribed in 46.304, insert the following clause:

Inspection of Services—Fixed-Price (Aug 1996)

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

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

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

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

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

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

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

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

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

(2) Terminate the contract for default.

(End of clause)

Section D - Packaging And Marking There are no clauses/provisions included in this section.

Section E - Inspection And Acceptance

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 COR) at the destination of the articles, services or documentation.

Section F - Deliveries Or Performance

F.1 Period of Performance (Jul 1999)

The period of performance shall not exceed 21 months, commencing on or about September 1, 2015 through May 31, 2017, with most deliverables required prior to April 30, 2017.

(End of Clause)

F.2 Place(s) of Performance (Jul 1999)

Unless otherwise specified in the performance requirements, work will be performed off-site at contractor provided location within the 50 United States and the District of Columbia.

(End of Clause)

F.3 Deliverables Performance Work Statement in Section XI provides a description and a summary of deliverables.

(End of Clause)

Section G - Contract Administration Data

G.1 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 may be obtained by contacting 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.2 Invoice Submission - Part 1 (Mar 2006)

(a) The Contractor shall submit the original contract invoice/voucher to the CDC Finance Management Office (FMO) via one (1) of three (3) methods.

(1) Via Post to the following address:

The Centers for Disease Control and Prevention, Financial Management Office (FMO), P.O. Box 15580, Atlanta, GA 30329-4018

Or (2) Via Facsimile to: Fax: 404-638-5324

Or (3) Via Email to: Email: FMOAPINV@CDC.GOV NOTE: Submit using only one (1) method to only one (1) of the above locations.

(a) The Contractor shall simultaneously submit an invoice/voucher via email to the cognizant contracting office (Attn: Natasha Rowland) and to the cognizant CDC Project officer/COR that will be identified after award.

(b) 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.

(c) 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 in (c) (1).

(13) DUNS + 4 Number

(End of Clause)

G.3 Contracting Officer (Jul 1999)

(a) The Contracting Officer is the only individual who can legally commit the Government to the expenditures 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.

(End of Clause)

G.4 Contracting Officers Representative (COR) Technical Guidance (Sep 2009)

Performance of the work hereunder shall be subject to the technical directions of the designated COR for this Task Order.

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

(End of Clause)

Section H - Special Contract Requirements H.1 Minimum Qualifications for Personnel

The contractor shall, at a minimum, have the following qualifications:

g) Experience working with state agencies and their electronic systems, specifically web-based systems and/or web services

h) Experience working with vital statistics agencies and their data at the state and national levels

i) Ability to work with all 57 registration jurisdictions.

j) Knowledge of public health laws and statutes

k) Experience working with public health agencies---the major users of vital statistics data

l) Knowledge of ICD-10 cause of death classification rules, especially for non-natural deaths handled by medical examiners and/or coroners.

H.2 Government Rights in Data

All data, software and supporting materials acquired under this contract become the property of the U.S. Government. Under no circumstances shall an offeror place a copyright that will in any way limit the Government’s use of any of the materials for which the vendor develops, provides and/or receives payment under this contract.

The Contractor shall not provide any government documents, information, or licensed material in any form to sources not authorized by NCHS without written approval during the period of performance of this requirement and any time afterwards. Execution of non-disclosure statements will be required.

H.3 Non-Personal Services (April 2013)

(a) Personal services shall not be performed under this contract. Although the Government may provide sporadic or occasional instructions within the scope of the contract, the Contractor is responsible for control and supervision of its employees. If the Contractor (including its employees) believes any Government action or communication has been given that would create a personal services relationship between the Government and any Contractor employee, the Contractor shall promptly notify the Contracting Officer of this communication or action.

(b) The contractor shall comply with, and ensure their employees and subcontractors comply with, CDC Policy titled “Identification of Contractors' Employees and Safeguarding Government Information.” No Contractor employee shall hold him or herself out to be a Government employee, agent, or representative. No Contractor employee shall state orally or in writing at any time that he or she is acting on behalf of the Government. In all communications with third parties in connection with this contract, Contractor employees shall identify themselves as Contractor employees and specify the name of the company for which they work. . The contractor is limited to performing the services identified in the contract statement of work and shall not interpret any communication with anyone as a permissible change in contract scope or as authorization to perform work not described in the contract. All contract changes will be incorporated by a modification signed by the Contracting Officer.

(c) The Contractor shall ensure that all of its employees and subcontractor employees working on this contract are informed of the substance of this clause. The Contractor agrees that this is a non-personal services contract; and that for all the purposes of the contract, the Contractor is not, nor shall it hold itself out to be an agent or partner of, or joint venture with, the Government. The Contractor shall notify its employees that they shall neither supervise nor accept supervision from Government employees. The substance of this clause shall be included in all subcontracts at any tier.

(d) Nothing in this clause shall limit the Government's rights in any way under any other provision of the contract, including those related to the Government's right to inspect and accept or reject the services performed under this contract.

(End of Clause)

H.4 Smoke Free Working Environment (May 2009)

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.

(End of Clause)

H.5 Dissemination of Information (May 2010)

No information related to data obtained under this contract shall be released or publicized without the prior written consent of the COR.

(End of Clause)

H.6 Systems Security and Safeguards

Contractor performance and resulting deliverables must adhere to all federal, HHS, and/or CDC IT security policies and procedures. Based upon the scope of this contract, the SOW must include the following HHSAR IT Security clauses: 352.239-70 Standard for Security Configurations; 352.239-71 Standard for Encryption Language; 352.239-72 Security requirements for Federal Information Technology Resources.

The Federal Information Systems Management Act (FISMA) of 2002 (P.L. 107-347) requires each agency to develop, document, and implement an agency-wide information security program to safeguard information and information systems that support the operations and assets of the agency, including those provided or managed by another agency,…