URBAN_PROGRAM_JUNE_2018_2.docx

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

SOLICITATION

Sealed offers in original and copies for furnishings the supplies or services in the Schedule will be received at the place specified in item 8, or if hand carried, in the depository located in until local time

(Hour) (Date) 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.

TABLE OF CONTENTS

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.

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

AWARD (To be completed by Government)

IMPORTANT – Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice. AUTHORIZED FOR LOCAL REPRODUCTION.

Previous edition is unusable STANDARD FORM 33 (REV. 6/2014) Prescribed by GSA - FAR (48 CFR) 53

BB.1 SERVICES

The Contractor shall provide community-based substance abuse prevention, intervention, and care-coordination services, as set forth below in Section C, to all eligible Urban Indians, as defined in Section C.1.2 (see also below), within an Urban Center, as defined at 25 USC 1603(27), 42 C.F.R. 136.351, served by the Nashville Area Indian Health Service, which is inclusive of the following states: Maine, Massachusetts, New Hampshire, Rhode Island, Vermont, New York, New Jersey, Delaware, Maryland, Pennsylvania, Alabama, Florida, Georgia, Kentucky, Louisiana, Mississippi, North Carolina, South Carolina, Tennessee, Texas, Virginia, West Virginia, Indiana, Illinois, and Ohio. The period of performance shall be August 1, 2018 to September 30, 2019 with four (4) option years, in accordance with the Indian Health Care Improvement Act(IHCIA), P.L. 94-437, as amended, codified at 25 U.S.C. §§ 1651-1660h.

The Contractor shall provide services, as set forth in Section C, to all eligible Urban Indians, as defined in Section C.1.2, within the [specify geographic area] for the period of [specify start date] to [specify end date], in accordance with the Indian Health Care Improvement Act, P.L. 94-437, as amended, codified at 25 U.S.C. §§ 1651–1660h.

B.2 PRICE OR COST

A. The price for the first year of the contract is: $__________. OR

Estimated Cost: The estimated cost of this contract is [specify amount], subject to the Limitation of Cost Clause or Limitation of Funds Clause found in Section I.1.38.

B. Option to Extend the Term of the Contract:

1. If the Government exercises its options pursuant to Section I.3.2 Option to Extend the Term of the Contract, the price or estimated cost will be increased as follows:

Option Year Price or Estimated Cost

One $

Two $

Three $

Four $

2. Before any extension of the term goes into effect, the Contractor and the Indian Health Service (particularly the Contracting Officer) must bilaterally agree and change the existing contract to that effect.

END OF SECTION B

C.1 SCOPE OF WORK

SECTIONS C.1.1, C.1.2, AND C.2 THROUGH C.11 SHOULD BE INCLUDED IN EVERY CONTRACT. THE REMAINDER OF THE SCOPE OF WORK (C.1.3 – C.1.4) SHOULD BE TAILORED TO EACH CONTRACT INCLUDING ONLY THOSE SERVICES TO BE PERFORMED BY THAT CONTRACTOR UNDER ITS PARTICULAR CONTRACT AND SELECTING PROVISIONS, AS APPROPRIATE, BASED ON WHETHER THE CONTRACTOR WILL BE PROVIDING THE SERVICES EITHER DIRECTLY OR THROUGH A SUBCONTRACTOR.

C.1.1 Provision of Services

A. The overall goal of this contract is to fund the urban Indian organization (UIO) for the provision of health care and referral services for Urban Indian beneficiaries residing within the urban center, which services meet the requirements of the Indian Health Care Improvement Act (IHCIA) and will continue to elevate the health status of eligible Urban Indians to the highest level possible.

B. To ensure the availability of the services and procedures stated herein in the [state geographic area], the Contractor shall provide the services either:

1. On-site, pursuant to written policies and procedures that conform to the standards of care and practice applicable to each service and, where appropriate; or

2. Through a subcontractor(s) with whom the Contractor has a written agreement. The agreements shall identify, for example, services, fees, response time, performance standards, and other requirements.

C. Medical and other health services provided by the Contractor or through its subcontractors shall identify and be guided by the standards of care and practice applicable to those services, current [specify state] State law, and, to the extent applicable, other guidance such as Centers for Medicare & Medicaid Services standards, the Joint Commission (TJC) standards, the Accreditation Association for Ambulatory Health Care (AAAHC) standards, the Commission on Accreditation of Rehabilitation Facilities (CARF) standards, and the Healthcare Facilities Accreditation Program (HFAP) standards.

D. If carrying out a program to provide comprehensive public-health oriented services, the Contractor shall utilize standards of care and practice regarding electronic data collection and documentation of beneficiary use, including current [specify state] State law, and shall use a health information technology (HIT) system, e.g., the Resource and Patient Management System (RPMS).

E. UIOs shall utilize a HIT software for collection and data entry of IHS requirements for patient demographics, clinical data, behavioral health data, diabetes data, public health nursing data, immunization data, referrals, dental data, laboratory and radiology data and shall submit data to the IHS data center on a monthly basis.

G. The Contractor shall ensure the fair and uniform provision to Urban Indians of services and assistance under this contract. (See Section H.2)

C.1.2 Urban Indian Beneficiaries

Pursuant to the IHCIA, 25 U.S.C. § 1603(13), (27), (28), the beneficiaries of the services to be provided under this contract are “Urban Indians,” defined as any individual who:

A. Resides in an urban center, which is any community that has a sufficient Urban Indian population with unmet health needs to warrant assistance under the IHCIA, as determined by the Secretary of the Department of Health and Human Services (“HHS”); and

B. Meets one or more of the following criteria:

1. Irrespective of whether he or she lives on or near a reservation, is a member of a tribe, band, or other organized group of Indians, including: (a) those tribes, bands, or groups terminated since 1940; and (b) those recognized now or in the future by the State in which the tribe is located; or

2. Is a descendant, in the first or second degree, of any such member described in (B)(1); or

3. Is an Eskimo or Aleut or other Alaska Native; or

4. Is a California Indian;[footnoteRef:2] or [2:

5. Is considered by the Secretary of the Department of the Interior to be an Indian for any purpose; or

6. Is determined to be an Indian under regulations pertaining to the Urban Indian Health Program that are promulgated by the Secretary of HHS.

C.1.3 Services

The purpose of this contract is to provide a community-based outpatient substance abuse program for eligible Indians, through a continuum of care, treatment, and services, as clinically indicated and appropriate. Said services shall be directed at penetrating addictions and improving the overall health of the client-population served – mentally, physically, socially, and spiritually.

C.1.3.1 Services

A. The provision of care shall consist of the following core elements: screening and assessment, mental health and substance abuse prevention, treatment and case management services, recovery support, health promotion and disease prevention education and activities and services, community outreach and referrals as well as transportation services( as needed).

B. The Contractor shall provide these services, in the geographic area stated herein (see Section B.1) either:

1. On-site; and/or

2. Through a formal referral system to local community provider(s) with whom the Contractor has a written agreement. The agreements shall identify, for example, services, fees, response time, performance standards, and other requirements.

C. The Contractor shall maintain any minimum productivity standards stated in this contract.

D. The Contractor is committed and shall provide quality services which will at all times meet applicable standards of care and practice applicable to each service and, where appropriate, to guidance of the Indian Health Service. Services provided by the Contractor or through its sub-contractors shall be guided by the standards of care and practice applicable to those services, current State law, and, to the extent applicable, other guidance such as IHS Standards, the Joint Commission Standards, and the Accreditation Association for Ambulatory Health Care (AAAHC) Standards.

C.1.3.2 Behavioral Health – Outpatient Alcohol/Substance Abuse Services

A. The Contractor shall provide an alcohol/substance abuse program and provide professional services that are culturally appropriate and enable beneficiaries to prevent and/or recover from alcohol/substance abuse.

B. The program shall meet the standards of care and practice and, if applicable, relevant IHS guidance.

C. The Contractor shall provide outpatient services to beneficiaries and provide for a comprehensive evaluation that includes, but is not limited to: substance abuse history and social history. This may include a standardized assessment tool such as the Addiction Severity Index (ASI). The outpatient services to be provided by the Contractor shall include, but are not limited to:

1. Screening for depression (and suicide risk), alcohol and other drug use/abuse (including tobacco), and domestic violence. The Contractor shall use IHS-recommended assessment tools, such as the PHQ-2/9.

2. Urine screening and drug testing.

3. A comprehensive biopsychosocial assessment on all admitted clients.

4. A diagnosis using the Diagnostic and Statistical Manual of Mental Disorders (DSM-5).

5. A treatment plan appropriate to each admitted client’s individual needs (including aftercare), strengths, and limitations

6. Individual, group and family counseling/therapy, psychoeducation, health education, recovery and support groups, and recreational and cultural groups, according to individual clients’ need. The Contractor shall utilize a variety of clinically accepted/preferred and culturally appropriate behavioral health methods and techniques Emphasis shall be placed on the use of evidence-based and/or practice-based strategies and programs.

7. Referral of clients for medical and dental care, pharmacologic abstinence support, detoxification services, and emergency psychiatric or medical evaluation.

8. Transportation of clients to and from agency appointments and community referrals as scheduled, if clients cannot find means of transportation on their own.

9. Coordination of services with local substance abuse, mental health, and medical and social service providers to ensure clients are accessing available resources.

D. The Contractor shall develop Preventive Services and follow a written community prevention plan with goals and objectives. This plan shall identify and target groups at risk for substance abuse.

1. The program shall provide a minimum of 10 hours - annually of education sessions to elementary, middle and/or high school students.

2. The program shall offer at least 4 educational sessions annually to the community, which shall include any high risk groups identified. A minimum of one session each shall be education on Fetal Alcohol Spectrum Disorders and HIV/AIDS/STIs.

3. The program shall educate clients about the consequences of addiction on physical health, psychological, social and vocational functioning.

4. The program shall teach clients healthy coping skills, effective decision-making skills, and ways to reduce self-medicating incidences

5. The program shall provide parenting skills training as an integral part of client education and skill development.

6. The program shall provide a variety of activities appropriate to and in support of clients’ social, recreational, and cultural needs, at least monthly.

E. The Contractor shall Plan Care and Treatment and provide Case Management for all beneficiaries.

1. The treatment plan shall include measurable goals and objectives, and address the client’s discharge/aftercare needs.

2. Every treatment plan shall be developed in consultation with and fully explained to the client. Each client will sign the plan to formalize his/her approval.

3. A treatment planning conference shall occur at least monthly and shall include all of the clinical staff.

4. Treatment plans for each client shall be reviewed and updated at least once every 3- months.

5. The clinician shall provide clients with the necessary case management support to engage in the appropriate mix of care and services available in their communities of residence.

6. The Contractor shall develop a Referral Resource Network, including written referral agreements, to provide a mechanism for maximizing client access to all local, state, federal and private health care and substance abuse resources for which the client-population served is eligible.

7. The Contractor shall have a written policy and tracking system in place for missed appointments; abnormal laboratory values, x-ray, and other test results; and referrals to other providers/hospitals.

8. The clinician shall coordinate with community partners to provide workshops and trainings on topics related /designed to improve the care and services provided to urban Indians.

F. Administration of the Behavioral Health Program

1. Administrative management shall document and implement a business plan that identifies the goals and mission of the program, and a marketing plan that explains how the program will achieve, if not exceed, the program’s stated goals.

2. Administrative management shall develop and operate under comprehensive policies and procedures that will cover; patient eligibility, program management, care and treatment services, preventive services, outreach services, case management, personnel, patient rights and responsibilities, and clinic safety (including procedures for handling agitated patients).

3. The Contractor shall have an organizational chart that clearly delineates lines of authority within the program and the program’s relationship with the health program.

4.

5. The program coordinator will meet quarterly with the executive director, other executive staff, and the Board, regarding the mission and operation of the program. The program coordinator will meet monthly if requested.

6. The program will have, at least, monthly staff meetings to discuss program operations.

7. The program will utilize a budget formulation process that takes into account patient and community needs as well as available funds.

G. The Contractor shall document, assess and monitor all client care services provided for outcome, appropriateness, and effectiveness.

1. The program shall utilize the IHS RPMS Behavioral Health System Module for clinical documentation.

2. The Contractor shall ensure that entries in a client’s record for each visit shall follow the SOAP (Subjective, Objective, Assessment, Plan) format.

3. The program shall utilize the RPMS Suicide Reporting Form (included in the Behavioral Health System Module) for each serious suicidal ideation, suicide attempt, and suicide.

4. Records shall be filed in a manner that maintains utmost confidentiality for behavioral health and alcohol/substance abuse records and abides by the following: HIPAA, 42 CFR Part 2, and applicable state regulations. All files shall be kept in a locking file cabinet that is kept in a record room that is secured at all times.

5. The Contractor shall ensure that all staff members who have access to client records shall have completed a HIPAA training within the last year, and CFR 42, Chapter 1, Part 2 training within the last 3-years.

H. The Contractor shall employ qualified staff and have at least one half of their alcohol/substance abuse counselors that is appropriately certified. Uncertified counselors operating under this contract should receive at least one hour of clinical supervision per week from a licensed counselor. All uncertified counselors operating under this contract must become certified within two years of beginning employment to continue providing services pursuant to this contract.

1. The Contractor shall raise the quality of alcohol and substance abuse services with the additional funds provided for that purpose.

2.

3. The Contractor shall ensure that its alcohol/substance counselors and other behavioral health staff adhere to State laws and rules and, to the extent not inconsistent, to ethical guidelines established by IHS.

[The scope of work should be tailored to each contract including only those services to be performed by that Contractor under its particular contract and selecting provisions, as appropriate, based on whether the Contractor will be providing the services either directly or through a subcontractor(s) with whom the Contractor has written agreements.

C.1.4 Ancillary Services [Delete section if ancillary services are not included in scope of work.]

[If ancillary services are included in scope of work, specify ancillary services to be performed by that Contractor under its particular contract and selecting provisions, as appropriate, based on whether the Contractor will be providing the ancillary services either directly or through a subcontractor(s) with whom the Contractor has written agreements.]

C.2 CLINICAL RECORDS

A. The Contractor maintains the clinical records as required by Federal and State law governing such records, in the normal course of business as a provider of health care and/or referral services. Such records are not developed or maintained for IHS or to accomplish an IHS function.

B. Consistent with the requirements of applicable Federal and State law, the Contractor shall provide a clinical records system for collecting, processing, maintaining, promptly retrieving, releasing, and safeguarding of patient records according to established policies and procedures.

C. The Contractor shall ensure the confidentiality, security, and safety of clinical records entrusted to the designated person responsible for the clinical records department, and shall comply with the requirements of the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and implementing regulations at 42 C.F.R. Parts 160-164. To the extent it is Program as defined by 42 C.F.R. § 2.11, the Contractor shall maintain behavioral health and alcohol/substance abuse records in accordance with 42 C.F.R. Part 2 and applicable State laws and regulations.

D. The Contractor shall assign a person qualified by education, training, and/or experience to be in charge of clinical records, whose responsibilities are consistent with the Federal and State law requirements and may include:

1. The confidentiality, security, and physical safety of patient records, which the Contractor shall secure away from public access behind at least two locks;

2. The timely retrieval of individuals’ records upon request;

3. The unique identification of each patient record;

4. The supervision of the collecting, processing, maintaining, storing, retrieving, and releasing clinical records and health information; and

5. The maintenance of the clinical records in a recognized uniform format.

E. Consistent with Federal and State law requirements, the Contractor shall maintain adequate space, facilities, and equipment for the clinical records, including:

1. Properly maintaining work and storage space that is adequate in layout and size.

2. Securing the records in a satisfactory manner, such as in a locking cabinet or a room that can be locked or otherwise secured, and limiting physical access to the records.

3. Following adequate equipment and supplies procedure.

F. Consistent with Federal and State law, the Contractor shall establish and implement a Policies and Procedures Manual concerning the clinical records department.

1. The Policies and Procedures Manual shall include and address issues such as, but not limited to, the following:

a. Retention of active records;

b. Retirement of inactive records;

c. Content of records;

d. Obtaining records from other providers who have treated a patient;

e. Timely entry of data in the records;

f. Release of information contained in the records;

g. Destruction and/or disposal of records; and

h. Disposition of clinical records when a facility or service closes, consistent with applicable federal and state laws and regulations.

2. The Policy and Procedures Manual shall be reviewed, updated, and signed annually.

G. The Contractor shall have the responsibility for the proper transfer and/or destruction of clinical records, consistent with applicable Federal and State law, should the Contractor cease its healthcare operations.

C.3 PATIENT BILL OF RIGHTS

A. The Contractor shall maintain patient relationships, in part by providing information to each patient including any information that may be required by Federal or State law, such as:

1. A patient Bill of Rights and Responsibilities, which shall be posted in the waiting area and be visible to patients;

2. A grievance policy and procedures for recommending changes in policies and services to the UIO staff and governing body, which shall be available to patients upon request;

3. A description of types and scheduling of services available in the UIO, which shall be provided to all patients;

4. A list of staff with their professional titles, which shall be available to the patients upon request;

5. The policies and procedures covering eligibility, referral and consultation services, billing, and other patient care services, which shall be provided to the patient at the time of registration;

6. Where and how to obtain care during non-service hours and for urgent problems, as well as emergencies.

B. The patient shall be given an opportunity in private to be a partner in his/her evaluation, treatment, and diagnosis.

C.4 QUALITY MANAGEMENT

The Contractor shall provide an environment to promote and to strive toward improved quality of care.

A. Operating License: The Contractor shall meet generally applicable State or other requirements for operation as a provider of health care or referral services in the State of [insert State]. The Contractor shall meet all the applicable standards for State licensure or recognition, regardless of whether the Contractor obtains a license or other documentation under such State or local law.

B. Health Care Providers: The Contractor shall ensure that all providers, whether employed by the Contractor or by a subcontractor, are appropriately licensed and certified, and shall, among other things:

1. Provide training for all employees to perform their jobs adequately, including training in: alcohol and substance abuse topics (annually), managing medical and other emergencies, and emergency preparedness;

2. Ensure adequate supervision of all employees;

3. Support a peer review program with written by-laws in which all of the health care professionals participate; and

4. Maintain current Basic Life Support (BLS) and Automated External Defibrillator (AED) certifications for all staff. Health care providers must complete courses specifically for health care providers.

C. Accreditation: The Contractor shall maintain accreditation and/or certification from [insert name of accrediting entity, such as AAAHC, TJC, CARF, HFAP, or certification as a Federally Qualified Health Center (FQHC)]. The Contractor shall inform IHS if it intends to seek accreditation.

D. Malpractice Insurance: The Contractor shall obtain professional liability insurance that provides coverage for all employees, Contractors, and volunteers, consistent with the minimum levels of professional liability insurance mandated by the laws of the State of [insert State where the Contractor is providing services]. The professional liability insurance policy must provide for extended reporting endorsement coverage for claims-made policies, also known as “tail coverage”. Regardless of any required state minimal malpractice coverage levels, the Contractor must maintain professional liability insurance coverage of at least $10,000,000 per claim and an annual aggregate of $20,000,000, with indefinite tail coverage if a claims made policy is purchased.

1. The Contractor must provide documentary proof of the insurance coverage to the Contracting Officer prior to executing this contract.

2. The Contractor shall notify the Contracting Officer immediately of any material changes in coverage that could negatively impact the Contractor’s ability to carry out the scope of work of this contract.

E. Quality Assurance/Continuous Quality Improvement Plan: Consistent with Federal and State law, as well as any other applicable standards, the Contractor shall develop and implement a written Quality Assurance/Continuous Quality Improvement (QA/CI) plan that may include (among other things):

1. Describing the objectives, organization, scope, and mechanisms for overseeing the effectiveness of the monitoring, evaluation, and problem-solving activities.

2. Creating a QA/CI committee that is responsible for the implementation of the plan and reporting information to the Governing Body.

3. Appointing an appropriate individual as responsible for planning and completing those QA/CI activities assigned as applicable.

4. Holding regular performance improvement meetings with all staff.

5. Developing written documentation of these activities and evaluating any interventions implemented.

6. Maintaining confidentiality of medical and clinical quality assurance records and testimony, consistent with [insert update to 25 U.S.C. § 1675] and any implementing regulations.

F. Risk Management Program: The Contractor shall develop and implement a Risk Management program, including periodic review of clinical records, consistent with Federal and State law requirements.

C.5 DISASTER PLANNING

The Contractor shall establish an emergency preparedness plan for the organization and participate in emergency preparedness planning for the community, consistent with Federal and State law requirements.

C.6 FACILITIES

The Contractor shall provide a safe and sanitary environment for the delivery of health care services, including compliance with federal and state laws.

The Contractor shall maintain a lease and/or ownership of the facility. Policies and procedures shall address facility needs when a facility or service closes and shall be consistent with federal and state laws and regulations.

C.7 INCORPORATION BY REFERENCE OF THE CONTRACTOR’S TECHNICAL PROPOSAL

The Contractor shall perform the work and services required in this contract in accordance with the Contractor’s technical proposal, submitted to the [list Area]Nashville Area Office, IHS on [date proposal received], provided, however, that this contract is controlling and shall supersede the proposal in the event of any conflict.

C.8 Additional Standard Requirements

As required by 25 U.S.C. § 1653(a)(1)-12), the urban Indian organization shall successfully undertake to:

(1) estimate the population of Urban Indians residing in the urban center in which such organization is situated who are or could be recipients of health care or referral services;

(2) estimate the current health status of Urban Indians residing in the urban center;

(3) estimate the current health care needs of Urban Indians residing in the urban center;

(4) identify all public and private health services resources within such urban center which are or may be available to Urban Indians;

(5) determine the use of public and private health services resources by the Urban Indians residing in such urban center;

(6) assist such health services resources in providing services to Urban Indians;

(7) assist Urban Indians in becoming familiar with and utilizing such health services resources;

(8) provide basic health education, including health promotion and disease prevention education, to Urban Indians;

(9) establish and implement training programs to accomplish the referral and education tasks set forth in paragraphs (6) through (8);

(10) identify gaps between unmet health needs of Urban Indians and the resources available to meet such needs;

(11) make recommendations to the Secretary and Federal, State, local, and other resource agencies on methods of improving health service programs to meet the needs of Urban Indians; and

(12) where necessary, provide, or enter into contracts for the provision of, health care services for Urban Indians.

END OF SECTION C

PART I – THE SCHEDULE

SECTION C – DESCRIPTION/SPECS./SCOPE OF WORK STATEMENT

FOR THIS CONTRACT, THERE ARE NO SPECIFIC PACKAGING AND MARKING REQUIREMENTS

SECTION D – PACKAGING AND MARKING

E.1 INSPECTION OF SERVICES – COST REIMBURSEMENT (APR 1984) (FAR 52.246-5)

A. Definition. “Services,” as used in this clause, includes services performed, workmanship, and material furnished or used in performing services.

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

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

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

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

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

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

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

2. Terminate the contract for default.

END OF SECTION E

SECTION E – INSPECTION AND ACCEPTANCE

F.1 PERIOD OF PERFORMANCE

As noted in B.1 above, the contract period of performance is from [insert start date]September 1, 2018 to September 30, 2019 to [insert completion date], unless the period is extended via FAR 52.217- 9, Option to Extend the Term of the Contract (see I.3.1).

F.2 REPORTING REQUIREMENTS

The Contractor shall submit to the Contracting Officer the following reports.

F.2.1 Financial Reports

A. The Contractor shall complete and submit monthly financial reports, including vouchers (Government Standard Form (SF) 1034, “Public Voucher for Purchase and Services Other Than Personal,” and SF 1035, “Continuation Sheet, Public Voucher for Purchase and Services Other Than Personal”), by the 15th of each month, beginning with the first full calendar month following the effective date on the contract.

B. A monthly summary statement of program income/revenues and expenditures that relate to the contract should be included with the SF 1034 and SF 1035 required by paragraph A of this subsection.

C. The Contractor shall maintain records of the receipt and disposition of program income in the same manner as that required for the contract funds that gave rise to program income, showing the source of the income, the purposes for which it was expended, and any other information required by the Contracting Officer. This report shall be included with the SF 1034 and SF 1035 required by paragraph A of this subsection.

D. If the final payment of this contract is to be made on the basis of a desk audit, the Contracting Officer may require the Contractor to submit detailed support for costs contained in one or more interim financial reports.

F.2.2 Audit Reports

A. The Contractor shall complete and submit an annual audit report that complies with the requirements of the Single Audit Act of 1984, P.L. 98-502, as amended, and Federal regulations at 45 C.F.R. Part 45, within the earlier of 30 days after receipt of the auditor’s report or nine months after the end of the Contractor’s fiscal year.

B. The Contractor shall submit the audit reports to:

2. Department of Health and Human Services Office of Inspector General Office of Audit Services National External Audit Review Center 1100 Walnut Street, Suite 850 Kansas City, Missouri 64106-2197

(800) 732-0679

(816) 426-7725

3. Division of Acquisition Policy Indian Health Service 5600 Fishers Lane, Mail Stop: 09E45 Rockville, Maryland 20857

(301) 443-4872 or (240) 994-0732

C. Audit by Secretary and Comptroller General

The reports and records of the Urban Indian Organization with respect to this contract shall be subject to audit by the Secretary and the Comptroller General of the United States.

D. Cost of Annual Private Audit

The cost of an annual private audit conducted by a certified public accountant, as required under this section, is an allowable cost of the contract. 25 U.S.C. § 1657(c).

F.2.3 Report on Expenditure of Funds

A. The contractor shall submit quarterly a report on the amounts and purposes for which funding under the contract is expended, including:

1. The number of eligible Urban Indians to whom services were provided; and

2. The number and type of services provided to those eligible Urban Indians.

B. In determining whether to include a particular individual on the report, the Contractor may consider documents including, but not limited to: Certificate of Degree of Indian Blood (CDIB); Bureau of Indian Affairs Form 4432; Tribal membership card; Tribal correspondence; official birth certificate(s) that establish first or second degree descendancy; family documents (e.g. family bible); and self-certification.

F.2.4 Report of Accountable Personal Property

Government-owned contractor-held property is defined as property that is required for the performance of work and acquired or provided by the contractor while under contract to the IHS. Alternately, the property may be government furnished equipment, property is acquired by the IHS and subsequently made available for use by the contractor.

The [insert Area] Nashville Area, Property Management Office must maintain effective controls and accountability for all personal property furnished by the IHS or acquired with IHS funds in accordance with FAR Part 45. For further guidance regarding Contractor-Held Property, refer to the HHS LMM Appendix Q, HHS Contracting Guide.

The accountable property (assets with bar code tag) is to be recorded on the IHS property system and inventoried annually. For any property transactions, the use of the Request for Property Action form (HHS-22) is to be used. This form can also be used to document transactions of personal property that is considered “non-accountable” such as furniture items, etc.

For closures, work closely with the respective Area Property Management Officer to close out the inventory and make arrangements for return of property.

F.2.5 Program Reports

A. Quarterly Program Report

The Contractor shall, consistent with 25 U.S.C. §§ 1655 and 1657, submit quarterly reports demonstrating compliance with the contract, including an explanation of activities conducted pursuant to the contract, information gathered, an accounting for the amounts and purposes for which Federal funds were expended, and such other information as the Government may request.

B. Quarterly Unmet Needs Report

The Contractor shall, consistent with 25 U.S.C. §§ 1653(a), 1655, and 1657(a), submit an unmet needs report quarterly. The report includes information gathered by the contractor to: (1) identify gaps between unmet health needs of Urban Indians and the resources available to meet such needs; and (2) make recommendations to the Secretary and Federal, State, local, and other resource agencies on methods of improving health services to meet the needs of Urban Indians.

C. Annual On-Site Review of the Program

The Contractor shall, consistent with 25 U.S.C. § 1655(b), cooperate with the IHS’s annual onsite evaluation, to be conducted in accordance with the IHS Urban Indian Organization On-Site Review Manual.

D. Scope of Work

The Contractor shall complete and submit the following at the specified time(s), if applicable based on the scope of work set out in Section C. [Insert reporting requirement for specified service].

1. Program Utilization (client census)

2. Program Activities (Prevention & Intervention)

3. Evidence-Based Practices, Special Activities

4. Meetings, Training, Challenges

5. Incidents, Staffing Issues

6. Future Plans.

E. Data Reporting

The Contractor shall follow the reporting guidelines and timelines for Government Reporting and Results Act (GPRA) and the Uniform Data System (UDS).

A. GPRA Reporting

1. GPRA data shall be submitted electronically to the National Data Warehouse.

2. All GPRA data submitted shall be verifiable and based upon criteria set forth for each GPRA performance standard.

3. The GPRA data period shall be the federal fiscal year of October 1 through September 30.

4. Monthly registration and workload data shall be exported to the National Data Warehouse (NDW). All data for the entire fiscal year shall be exported by the cutoff date for that fiscal year.

5. A GPRA Developmental Report shall be run at the end of the 2nd and 4th quarters and sent to the National GPRA Support Team by the required due dates.

6. Quarterly Immunization Reports shall be submitted two weeks following the end of each quarter (December 31, March 31, June 30, and September 30) to the Area Nurse Consultant.

B. UDS Reporting

1. UDS reporting period shall be by calendar year.

2. UDS reports shall be due in January for the previous calendar year.

F.3 NONCOMPLIANCE OR UNSATISFACTORY PERFORMANCE

A. If, at any time during the effective period of this contract, the Contracting Officer, along with the Director of the Office of Urban Indian Health Programs (OUIHP), determines that the Contractor has not complied with the requirements of the contract or of the IHCIA, as amended, or other applicable Federal law, the Contracting Officer shall attempt to resolve any areas of noncompliance or unsatisfactory performance. If the Contracting Officer determines that such noncompliance or unsatisfactory performance cannot be resolved or prevented in the future, after consultation with the Director of OUIHP, the Contracting Officer shall not renew the contract and may, also after consultation with the Director of OUIHP, terminate the contract before the end of the contract term if deemed necessary.

B. Evaluation Procedures

1. The Contracting Officer shall develop procedures to evaluate compliance with, and performance of this contract. Such procedures shall include provisions for carrying out the contract requirements.

2. In determining whether to renew the contract, the Contracting Officer shall review the records of the Contractor, the reports submitted under the Contractor, and the results of the onsite evaluations.

C. Annual onsite evaluation

The [insert Area Office]Nashville Area Office shall conduct an annual onsite evaluation of the Contractor for purposes of determining the compliance with and performance under the contract.

END OF SECTION F

SECTION F – DELIVERIES OR PERFORMANCE

G.1 FINANCIAL PROVISIONS

A. The [insert Area] Nashville Area, Finance Office shall reimburse costs under this contract by advance payments (see Section I.3.2 (FAR 52.232-12)) or cost reimbursement, utilizing a schedule approved by the Contracting Officer. The Contracting Officer will provide a copy of the schedule to the Contractor. The schedule will reflect the date payment will be processed by the payment office, with actual receipt of funds to be expected within five working days thereafter. The Contracting Officer may adjust the schedule at any time to insure compliance with the terms of this contract.

B. Payment will be made by the:

C. The source of funds and estimated amounts are as follows:

Source of Funds Amount

[provide accounting data] $[insert amount]

G.2 COMPENSATION

A. Estimated Cost: See B.2(A) above.

B. Allowable Costs: The allowable costs under this contract include those costs incurred by the Contractor in connection with the services covered by this contract during the effective period of this contract.

1. Payment:

a. Consistent with the schedule referenced in Section G.1(A), the Contractor shall request payment by submitting SF 1034 to the Contracting Officer or his/her authorized representative. The request shall itemize expenditures on forms “Computation of Amount Requested” and “Major Elements of Cost,” or comparable computerized forms, and explain how the claimed allowable costs qualify as performance under this contract. The Contractor will certify the vouchers with the following statement:

“I certify that all payments requested are for appropriate purposes and in accordance with the contract.”

b. Upon receipt, the Contracting Officer shall determine the amounts to be allowable, in accordance with Subpart 31.2 of the Federal Acquisition Regulation; FAR Contract Clause 52.216-7, “Allowable Cost and Payment;” HHSAR Contract Clause 352.216-72, “Additional Cost Principles;” and the provisions of this contract. The Government shall make payments to the Contractor for the allowable amounts requested, but such payments shall not be made more often than once every two weeks (except for small business concerns).

2. Reimbursing Costs:

a. For the purpose of reimbursing allowable costs (except as provided in subparagraph (B)(2)(b) of this subsection), the term “costs” includes only:

i. Recorded costs for items or services purchased directly for the contract and for which, at the time of the request for reimbursement, the Contractor has paid by cash, check, or other form of actual payment;

ii. Costs incurred in the ordinary course of business, but for which the Contractor has not necessarily paid, but only if the Contractor is not delinquent in paying costs of contract performance in the ordinary course of business, including:

A. Materials issued from the Contractor’s inventory and placed in the production process for use on the contract;

B. Direct labor;

C. Direct travel;

D. Other direct in-house costs; and

E. Properly allocable and allowable indirect costs, as shown in the records maintained by the Contractor for purposes of obtaining reimbursement under Government contracts.

iii. Progress payments that the Contractor has paid under similar cost standards to its subcontractors.

b. For the purpose of reimbursing allowable costs, the term “costs” includes contributions to pension, profit sharing, or employee stock ownership plan funds only as follows:

i. For plans paid quarterly or more often, and the Contractor pays the contribution to the fund within 30 days after the close of the period covered. The Contractor may include such contributions as indirect costs for payment purposes.

ii. For plans paid quarterly or more often, and the Contractor pays the contribution to the fund 30 days or more after the close of a period. For payment purposes, the Contractor shall exclude such contributions from the indirect costs until the Contractor actually makes the payment.

iii. For plans paid less often than quarterly. For payment purposes, the Contractor shall exclude the accrued costs such contributions from the indirect costs until the Contractor actually makes the payment.

3. Limitation of Cost: Subject to the provisions of the FAR Clause 52.232-20, “Limitation of Cost,” the total cost to the Government, including all direct costs and indirect costs, for the performance of this contract shall not exceed the estimated amount stated in Section B.2(A), unless and until the Contracting Officer notifies the Contractor in writing that this ceiling amount has been increased.

4. Direct Costs: The Contractor will be reimbursed for the following costs that the Contractor claims, and the Contracting Officer accepts, as having been incurred directly and specifically in the performance of this contract. As provided in Section G.2(B)(5), some direct costs may require prior, written approval by the Contracting Officer.

a. Salaries and wages, including fringe benefits but excluding employees’ Federal Income Tax Withholdings, of the Contractor’s employees who are directly employed in performing the work required by this contract. Fringe benefits shall be reimbursed at actual cost.

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

c. Consultant fees or other payments to consultants required in the performance of this contract, provided that such fees or payments shall not exceed the daily rate, excluding travel costs, without prior written approval of the Contract Officer.

d. Travel and subsistence expenses incurred by the Contractor exclusively in direct performance of this contract, or other travel approved by the Contracting Officer. Reimbursements for travel shall not exceed the rate established for Civil Service employees by the Federal Travel Regulations in effect at the time travel is performed.

e. Communication expenses, including telegraph, telephone, and internet connectivity.

f. Office space rental, including the expense of janitorial service.

g. Board of Directors and Board Committee Meetings.

h. Expense of meeting facilities.

i. Expense of training workshops and seminars, as authorized in the contract budget.

j. Insurance expenses. The Contractor must obtain prior written approval of the Contracting Officer before purchases any insurance plan or policy for whatever purpose.

k. Periodicals, publications, and brochures.

l. Printing and duplication.

m. Vehicle rental/leasing and maintenance.

n. Office supplies.

o. Payroll processing.

p. Advertising/recruitment.

q. Such other costs not expressly excluded by this contract may be reimbursed as an allowable cost only upon written approval by the Contracting Officer.

5. 6. Unallowable Direct Costs: Unless otherwise expressly provided elsewhere in this contract, in any contract amendment, or by specific written authorization from the Contracting Officer, any items identified as unallowable in 45 C.F.R. Part 75, Subpart E, “Cost Principles,” shall not be allowable costs under this contract.

7. Indirect Costs: Indirect costs are not applicable to this contract. All costs shall be billed as direct costs.