AMENDMENT 0001 - RFP 70FB8021R00000001 (REVISED 3.1.21).pdf

SEE ADDENDUMIS CHECKED

CODE 18a. PAYMENT WILL BE MADE BY

CODE

FACILITYCODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

OFFEROR

70FA20

3DR FLOOR

500 C STREET SW

FEDERAL EMERGENCY MANAGEMENT AGENCY

FEMA-PREPAREDNESS SECTION

CODE 16. ADMINISTERED BYCODE

X

X

541990

SIZE STANDARD:

% FOR:SET ASIDE:UNRESTRICTED OR70FH10

RFPIFB

10. THIS ACQUISITION ISCODE

RFQ

14. METHOD OF SOLICITATION

13b. RATING

NAICS:

SMALL BUSINESS

02/23/2021

Sharon Edwards (No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIME

03/05/2021 1400 ES

b. TELEPHONE NUMBER

(202)714-4838

a. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

70FB8021R00000001

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 103OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

WASHINGTON DC 20472

TELEPHONE NO.

17a. CONTRACTOR/

15. DELIVER TO

WASHINGTON DC 20472

3RD FLOOR

500 C STREET SW

OFFICE OF CHIEF PROCUREMENT OFFICE

FEDERAL EMERGENCY MANAGEMENT AGENCY

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

$16.50

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW

ISSUE DATE

DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

11.

SEE SCHEDULE

12. DISCOUNT TERMS

THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

8(A)

FEMA HQ

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

The purpose of this solicitation is to obtain quotes for Contractor-managed medical professionals for COVID-19 vaccine administration in support of Federal assistance to state, local, tribal, and territorial (SLTT) partners in response to all Major Disaster Declarations for the COVID-19 Pandemic, in accordance with section 403 of the Robert T. Stafford Act, the public health emergency declared on January 31, 2020 pursuant to section 319 of the Public Health Service Act, 42 U.S.C. 247d, and the Public

(Use Reverse and/or Attach Additional Sheets as Necessary)

HEREIN, IS ACCEPTED AS TO ITEMS:

X

XX

DATED

Sharon D. Edwards

. YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

OFFER

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

30b. NAME AND TITLE OF SIGNER (Type or print)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT:

REF.

AMENDMENT 0001

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32c. DATE 32b. SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

40. PAID BY39. S/R VOUCHER NUMBER38. S/R ACCOUNT NUMBER

37. CHECK NUMBER

FINALPARTIAL

36. PAYMENT

FINALPARTIAL

35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER33. SHIP NUMBER

COMPLETE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

42d. TOTAL CONTAINERS42c. DATE REC'D (YY/MM/DD)

42b. RECEIVED AT (Location)

42a. RECEIVED BY (Print)

41c. DATE41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 2/2012) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

Readiness and Emergency Preparedness Act (PREP

Act) Declaration issued on February 4, 2020 and all subsequent amendments.

FEMA intends to issue two (2) single award, IDIQ contracts for the required services. The

Government estimates a need for up to 5,000

(2,500 per contractor) licensed healthcare professionals to be deployed to various SLTT vaccination sites in support of COVID-19 vaccination efforts. Each contract will cover a distinct geographic zone to facilitate rapid response to states’ requests anywhere within the

Unites States and its territories. One contract will be awarded for each Zone. It is anticipated that Indefinite Delivery-Indefinite Quantity

(IDIQ) contracts will utilize Time and Material

(T&M) task orders with Fixed labor rates. Further details are included in the attached SOW.

This competition will be conducted in two (2) phases, Phase I and Phase II. Questions are due on February 26, 2021 and Phase I proposals are due on March 5, 2021 with an estimated award date of April 1, 2021. See Section L of the solicitation for additional proposal instructions.

Please be advised, funds are not presently available for this requirement. The Government’s

Continued ...

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

103 2 of

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

3 103

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

70FB8021R00000001

obligation under this request is contingent upon the availability of appropriated funds from which payment for contract purposes can be made to an awardee(s). No legal liability on the part of the

Government for any payment may arise until funds are made available to the Contracting Officer for this requirement and until the awardee(s) receives notice of such availability, to be confirmed in writing by the Contracting Officer.

Period of Performance: 04/01/2021 to 09/30/2021

0001 Project Management Labor (T&M)

Product/Service Code: Q201

Product/Service Description: MEDICAL- GENERAL

HEALTH CARE

Delivery: 04/01/2021

0002 Medical Personnel Labor (T&M)

Product/Service Code: Q201

Product/Service Description: MEDICAL- GENERAL

HEALTH CARE

Delivery: 04/01/2021

0003 Other Direct Costs - Travel (T&M ODC) (Only expenses related to travel in accordance with the

Federal Travel Regulation are to be billed to this CLIN)

Product/Service Code: Q201

Product/Service Description: MEDICAL- GENERAL

HEALTH CARE

Delivery: 04/01/2021

0004 Other Direct Costs - Miscellaneous (T&M ODC)

(Miscellaneous costs are associated with the provision of services not included on any other

CLIN)

Product/Service Code: Q201

Product/Service Description: MEDICAL- GENERAL

HEALTH CARE

Delivery: 04/01/2021

Continued ...

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

4 4

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

70FB8021R00000001

1001 Project Management Labor (T&M)

(Option Line Item)

Date Option to be Exercised10/01/2021

Product/Service Code: Q201

Product/Service Description: MEDICAL- GENERAL

HEALTH CARE

Delivery: 10/01/2021

1002 Medical Personnel Labor (T&M)

(Option Line Item)

Date Option to be Exercised10/01/2021

Product/Service Code: Q201

Product/Service Description: MEDICAL- GENERAL

HEALTH CARE

Delivery: 10/01/2021

1003 Other Direct Costs - Travel (T&M ODC) (Only expenses related to travel in accordance with the

Federal Travel Regulation are to be billed to this CLIN)

(Option Line Item)

Date Option to be Exercised10/01/2021

Product/Service Code: Q201

Product/Service Description: MEDICAL- GENERAL

HEALTH CARE

Delivery: 10/01/2021

1004 Other Direct Costs - Miscellaneous (T&M ODC)

(Miscellaneous costs are associated with the provision of services not included on any other

CLIN)

(Option Line Item)

Date Option to be Exercised10/01/2021

Product/Service Code: Q201

Product/Service Description: MEDICAL- GENERAL

HEALTH CARE

Delivery: 10/01/2021

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

RFP # 70FB8021R00000001

Table of Contents

EXECUTIVE SUMMARY

SECTION B - Supplies or Services/Prices

B.1 BRIEF DESCRIPTION OF SUPPLIES OR SERVICES

B.2 CONTRACT TYPE

B.3 PRICE SCHEDULE

SECTION C - Description/Specifications

SECTION D – Packaging and Marking

SECTION E - Inspection and Acceptance

E.1 INSPECTION AND ACCEPTANCE

SECTION F - Deliveries or Performance

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

F.2 PERIOD OF PERFORMANCE IDIQ

F.3 PERIOD OF PERFORMANCE TASK ORDER LEVEL

F.4 PRINCIPAL PLACE OF PERFORMANCE

SECTION G - Contract Administration Data

G.1 IDENTIFICATION OF GOVERNMENT OFFICIALS (AUG 2014)

G.2 MINIMUM DOLLAR AND MAXIMUM CONTRACT LIMITATION

G.3 BILLING INSTRUCTIONS (JUN 2014)

G.4 DEFECTIVE OR IMPROPER INVOICES (JUN 2014)

G.5 INVOICE APPROVAL (JUN 2014)

G.6 INVOICE INSTRUCTIONS (JUN 2014)

G.7 INVOICE INSTRUCTIONS (OTHER THAN FIXED PRICE)

G.8 TECHNICAL DIRECTION AND SURVEILLANCE

SECTION H - Special Contract Requirements

H.1 REPRODUCTION OF REPORTS

H.2 WAGE DETERMINATION

H.3 NON-PERSONAL SERVICES

H.4 WELFARE TO WORK

H.5 HOURS OF OPERATION

H.6 IDENTIFICATION OF CONTRACTOR EMPLOYEES

H.7 IDENTIFICATION OF CONTRACTOR EMPLOYEES WORKING IN GOVERNMENT SPACES IN E-

MAIL AND OTHER FORMS OR ORAL AND WRITTEN COMMUNICATIONS (DEC 2008)

H.8 IDENTIFICATION OF CONTRACTOR VEHICLES

H.9 ELECTRONIC AND INFORMATION TECHNOLOGY (EIT)

H.10 LIABILITY CLAIMS

H.11 CONTRACTOR PERFORMANCE ASSESSEMENT REPORTING SYSTEM (CPARS)

H.12 ENVIRONMENTAL PROTECTION

H.13 SALVAGE .......................................................................................................................................... 52.2125

H.14 SMALL BUSINESS SUBCONTRACTING PLAN

H.15 HAZARDOUS EVENTS

SECTION I - Contract Clauses

I.1 NOTICE OF HYBRID CONTRACT

I.2 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

I.3 CONTRACT CLAUSES INCORPORATED BY FULL TEXT

I.4 LOCAL CLAUSES

SECTION J - List of Documents, Exhibits and Other Attachments

SECTION K - Representations, Certifications, and Other Statements of Bidders

K.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

K.2 SOLICITATION PROVISIONS INCORPORATED BY FULL TEXT

SECTION L - Instructions, Conditions, and Notices to Bidders

L.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

L.2 SOLICITATION PROVISIONS INCORPORATED BY FULL TEXT

L.3 PROPOSAL PREPARATION INSTRUCTIONS

SECTION M - Evaluation Factors for Award

M.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

M.2 EVALUATION -- GENERAL

M.3 EVALUATION AND AWARD

M.4 PROPOSAL EVALUATION CRITERIA

M.5 AWARD

RFP # 70FA2021R00000001

EXECUTIVE SUMMARY

The Department of Homeland Security (DHS) – Federal Emergency Management Agency (FEMA) is very hopeful that no protests are received in response to either this solicitation or the subsequent awards, considering that this requirement is in response to a pandemic that is wreaking havoc on the people of the United States and the world, and given that the speed of award and implementation of this requirement is vitally important to ensuring continued national security, supporting the national economy, and increasing the general health of the nation’s population.

To date, the ongoing COVID-19 pandemic has claimed the lives of more than 430,000 Americans. While mitigation measures such as social distancing and the wearing of masks are effective tools in preventing the spread of COVID-19, an additional way to protect people and reduce the spread of this disease is with the widespread administration of COVID-19 vaccines.

As part of a national effort to speed the pace of COVID-19 vaccination campaigns, the President has directed the federal government to establish new federally supported COVID-19 Vaccine Centers. As stated in the National Strategy for COVID-19 Response and Pandemic Preparedness, FEMA is charged with supporting the set-up and operations of Community Vaccination Centers (CVCs).

SECTION B - Supplies or Services/Prices

B.1 BRIEF DESCRIPTION OF SUPPLIES OR SERVICES

The COVID-19 Vaccination Medical Staffing Services IDIQ contract requires contractor-managed medical professionals for COVID-19 vaccine administration in support of Federal assistance to state, local, tribal, and territorial (SLTT) partners in response to all Major Disaster Declarations for the COVID-19 Pandemic, in accordance with section 403 of the Robert T.

Stafford Act, the public health emergency declared on January 31, 2020 pursuant to section 319 of the Public Health Service Act, 42 U.S.C. 247d, and the Public Readiness and Emergency Preparedness Act (PREP Act) Declaration issued on February 4, 2020 and all subsequent amendments.

The federal government will support SLTT vaccination programs by providing resources for pre-existing facilities and/or establishing new federally operated facilities. Appropriate matrix of medical staff will be deployed to various vaccine centers as requested by each SLTT.

B.2 CONTRACT TYPE

FEMA intends to award two (2) hybrid Indefinite Delivery-Indefinite Quantity (IDIQ) contracts with Time and Material (T&M), Firm-Fixed-Price (FFP) labor rates, Travel and ODC CLINs.

This requirement will consist of two geographical zones, and the intent is to award one IDIQ contract per geographical zone. This requirement will support the issuance of task orders for the required services. The COVID-19 Vaccination Medical Staffing IDIQ has a shared ceiling value of $3.2 billion ($1.6B ceiling for each contract).

All costs shall be reviewed and approved by the Contracting Officer (CO) or Contracting Officer’s Representative (COR).

B.3 PRICE SCHEDULE

See Attachment 2: Pricing Template

SECTION C - Description/Specifications

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

The Statement of Work is provided under Attachment 1 of Section J.

SECTION D – Packaging and Marking

Section D – This requirement has no known requirements for Packaging, Marking and Shipping;

however, the Contracting Officer reserves the right to incorporate Packaging, Marking and Shipping at the task order level should the need arise.

SECTION E - Inspection and Acceptance

Inspection and Acceptance clauses are included in 52.212-4

E.1 INSPECTION AND ACCEPTANCE

Inspection and acceptance shall be by the Contracting Officer or his/her duly authorized representative using email correspondence for approval/acceptance of work product submissions or an evaluation record, conducted at the location that services are performed.

For the purpose of this clause, the Contracting Officer’s Representative (COR) named in the Identification of Government Officials clause in this contract is the representative of the Contracting Officer. The Contracting Officer reserves the right to unilaterally designate other Government agents as authorized representatives. Should such occur, the Contractor will be notified by a written notice.

SECTION F - Deliveries or Performance

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

In accordance with FAR 52.252.2, this contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

FAR | Acquisition.GOV (https://www.acquisition.gov/browse/index/far)

52.242-15 Stop-Work Order. (AUG 1989) 52.247-34 F.o.b. Destination. (NOV 1991) 52.247-48 F.o.b. Destination - Evidence of Shipment. (FEB 1999) 3052.247-72 F.o.b. destination only. (DEC 2003)

F.2 PERIOD OF PERFORMANCE IDIQ

Each IDIQ contract period of performance will consist of a six-month base period of performance and one six-month option period. If the Government exercises the option, the total period of performance shall not exceed 12 months (Ref. FAR 52.217-9).

However, the total period of performance may be extended for a cumulative period not to exceed six months under the Option to Extend Services clause (Ref. FAR 52.217-8).

The period of performance of the contract is anticipated as follows:

Performance Period

Estimated Performance Period Dates

Duration

Base Period 04/01/2021 to 9/30/2021 6 Months Option Period 1 10/01/2021 to 03/31/2022 6 Months

F.3 PERIOD OF PERFORMANCE TASK ORDER LEVEL

Each Task Order Proposal Request (TOPR) will specify a period of performance.

F.4 PRINCIPAL PLACE OF PERFORMANCE

The effort required under this contract shall be performed at CONUS and OCONUS locations in the United States and its’ territories as indicated by the task order issued.

The geographical zone is as follows:

https://www.acquisition.gov/browse/index/far

* May include Republic of Marshall Islands, Federal States of Micronesia

The specific place of performance will be specified at the task order level.

Zones FEMA Regions

States and Territories (including federally recognized tribes within)

EAST

1 Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island and Vermont

2 New Jersey, New York, the Commonwealth of Puerto Rico, the U.S.

Virgin Islands

3 District of Columbia, Delaware, Maryland, Pennsylvania, Virginia, West Virginia

4 Alabama, Florida, Georgia, Kentucky, Mississippi, North Carolina, South Carolina and Tennessee

5 Illinois, Indiana, Michigan, Minnesota, Ohio and Wisconsin

WEST*

6 Arkansas, Louisiana, New Mexico, Oklahoma and Texas 7 Iowa, Kansas, Missouri and Nebraska 8 Colorado, Montana, North Dakota, South Dakota, Utah and Wyoming

9 Arizona, California, Hawaii, Nevada, the territories of Guam, the Commonwealth of the Northern Mariana Islands, and American Samoa

10 Alaska, Idaho, Oregon, Washington

SECTION G - Contract Administration Data

G.1 IDENTIFICATION OF GOVERNMENT OFFICIALS (AUG 2014)

The Government Officials assigned to this contract are as follows:

Administrative Contracting Officer:

Name: Sharon Edwards Phone: 202-714-4838 Email: sharon.edwards3@fema.dhs.gov

Contract Specialist:

Name: Erich Ducote Phone: 504-715-6072 Email: erich.ducoter@fema.dhs.gov erich.ducote@fema.dhs.gov

Contracting Officer’s Representative:

Name: TBD Phone: TBD Email: TBD

Alternate Contracting Officer’s Representative:

Name: TBD Phone: TBD Email: TBD

G.2 MINIMUM DOLLAR AND MAXIMUM CONTRACT LIMITATION

(a) Minimum. The minimum guaranteed award amount for this IDIQ contract is $5,000 per contractor. Orders beyond the minimum will be determined by user needs. The exercise of the option period does not re-establish the contract minimum.

(b) Maximum. The maximum cumulative dollar ceiling value of all contracts for this procurement is established at $3.2 billion (approximately $1.6 billion per contractor)

(c) The Government has no obligation to issue task orders to the contractor beyond the amount specified in subparagraph (a) of this clause. Once the conditions of subparagraph (a) have been met, the contractor will continue to have the opportunity to be issued task order(s) if services is needed.

G.3 BILLING INSTRUCTIONS (JUN 2014)

Contractors shall use Standard Form 1034 (Public Voucher for Purchases and Services Other Than Personal) located at http://www.gsa.gov/portal/forms/type/SF when submitting a payment request. A payment request means any invoice or request for contract financing payment mailto:sharon.edwards3@fema.dhs.gov mailto:erich.ducoter@fema.dhs.gov http://www.gsa.gov/portal/forms/type/SF requesting reimbursement for supplies or services rendered. The Contractor shall not be paid more frequently than on a twice monthly basis.

Contractors shall submit vouchers electronically in pdf format to the FEMA Finance Center at:

FEMA-Finance-Vendor-Payments@fema.dhs.gov.

A copy of the voucher shall be submitted electronically to the Contracting Officer Representative (COR) identified within this contract. The submission of vouchers electronically will reduce correspondence and other causes for delay to a minimum and will facilitate prompt payment to the Contractor. Paper vouchers mailed to the finance center will not be processed for payment. If the Contractor is unable to submit a payment request in electronic form, the contractor shall submit the payment request using a method mutually agreed to by the Contractor, the Contracting Officer Representative, and the payment office.

G.4 DEFECTIVE OR IMPROPER INVOICES (JUN 2014)

Name, title, phone number, and email of officials of the business concern who are to be notified when the Government receives an improper invoice.

To be provided by the successful offeror. ________________________________________

G.5 INVOICE APPROVAL (JUN 2014)

The following FEMA individual (in addition to the Contracting Officer) is hereby delegated authority to accept goods and services and to review and approve invoices for this contract:

Authorized Invoice

Approver will be named at the Task order level

Approver Name: TBD Title: TBD Phone: TBD Email: TBD

G.6 INVOICE INSTRUCTIONS (JUN 2014)

Invoices shall be submitted as follows:

Contractors will use Standard Form 1034 (Public Voucher for Purchases and Services Other Than Personal) and SF 1035 Continuation sheet when requesting payment for supplies or services rendered. The voucher must provide a description of the supplies or services, by line item (if applicable), quantity, unit price, and total amount. The item description, unit of measure, and unit price must match those specified in the contract. Invoices that do not match the line item pricing in the contract will be considered improper and will be returned to the Contractor.

SF 1034 and 1035 instructions:

mailto:FEMA-Finance-Vendor-Payments@fema.dhs.gov

SF 1034--Fixed Price

The information which a contractor is required to submit in its Standard Form 1034 is set forth as follows:

(1) U.S. Department, Bureau, or establishment and location insert the names and address of the servicing finance office unless the contract specifically provides otherwise.

(2) Date Voucher Prepared - insert date on which the public voucher is prepared and submitted.

(3) Contract/Delivery Order Number and Date - insert the number and date of the contract and delivery order, if applicable, under which reimbursement is claimed.

(4) Requisition Number and Date - leave blank.

(5) Voucher Number - insert the appropriate serial number of the voucher. A separate series of consecutive numbers, beginning with Number 1, shall be used by the contractor for each new contract. When an original voucher was submitted, but not paid in full because of suspended costs, resubmission vouchers should be submitted in a separate invoice showing the original voucher number and designated with the letter "R" as the last character of the number. If there is more than one resubmission, use the appropriate suffix (R2, R3, etc.) The last voucher of every contract or task order should be marked with the next sequential number, with the words "FINAL" (e.g. Invoice No. 1234-FINAL).

(6) Schedule Number; Paid By; Date Invoice Received - leave blank.

(7) Discount Terms - enter terms of discount, if applicable.

(8) Payee's Account Number - this space may be used by the contractor to record the account or job number(s) assigned to the contract or may be left blank.

(9) Payee's Name and Address - show the name of the contractor exactly as it appears in the contract and its correct address, except when an assignment has been made by the contractor, or the right to receive payment has been restricted, as in the case of an advance account. When the right to receive payment is restricted, the type of information to be shown in this space shall be furnished by the Contracting Officer.

(10) Shipped From; To; Weight Government B/L Number - insert for supply contracts.

(11) Date of Delivery or Service - show the month, day and year, beginning and ending dates of supplies or services delivered.

(12) Articles and Services - insert the following: "For detail, see Standard Form 1035 total amount claimed transferred from Page of Standard Form 1035." Type the following certification, signed by an authorized official, on the face of the Standard Form 1034.

"I certify that all payments requested are for appropriate purposes and in accordance with the agreements set forth in the contract."

(Name of Official) (Title)

(13) Quantity; Unit Price - insert for supply contracts.

(14) Amount - insert the amount claimed for the period indicated in (11) above. This amount should be transferred from the total per the SF 1035 Continuation Sheet.

SF 1035

The SF 1035 will be used to identify the specific item description, quantities, unit of measure, and prices for each category of deliverable item or service. Suitable self-designed forms may be submitted instead of the SF 1035 as long as they contain the information required.

The information which a contractor is required to submit in its Standard Form 1035 is set forth as follows:

U.S. Department, Bureau, or Establishment - insert the name and address of the servicing finance office.

Voucher Number - insert the voucher number as shown on the Standard Form 1034. Schedule Number - leave blank.

Sheet Number - insert the sheet number if more than one sheet is used in numerical sequence.

Use as many sheets as necessary to show the information required.

Number and Date of Order - insert payee's name and address as in the Standard Form 1034.

Articles or Services - insert the contract number as in the Standard Form 1034.

Amount - insert the total quantities contract value, and amount and type of fee payable (as applicable).

A summary of claimed current and cumulative goods and services delivered and accepted to date. - Invoices shall include an itemization of all goods and services delivered and accepted for the period by item and by CLIN. Each invoice shall include sufficient detail to identify goods and services as compared to and in accordance with contract terms and conditions. Invoices that do not match the line item pricing in the contract will be considered improper and returned to the contractor. In addition, each invoice shall detail the total charges by showing current and cumulative goods and services both currently invoiced and cumulative to date.

G.7 INVOICE INSTRUCTIONS (OTHER THAN FIXED PRICE)

Billing Instructions for Provisional Invoices under Flexibly Priced Contracts:

Contractors will use Standard Form 1034 (Public Voucher for Purchases and Services Other than Personal) and the Standard Form 1035 Continuation Sheet. The voucher must include a statement of cost and supporting documentation for services rendered. This statement should include, as a minimum, a breakout by cost or price element of all services actually provided by the Contractor, both for the current billing period and cumulatively for the entire contract.

(1) Statement of Cost: The following instructions are provided for use by the Contractor in the preparation and submission of the Statement of Cost:

(i) Statement of Cost must be completed in accordance with the Contractor's cost accounting system.

(ii) Costs claimed must be only those recorded costs authorized for billing by the payment provisions of the contract.

(iii) Indirect costs claimed must reflect the rates approved for provisional billing purposes by the Contracting Officer in accordance with FAR Part 42.7.

(iv) The total fee billed, retainage amount, and available fee must be shown.

(v) The Contractor must prepare a Statement of Cost for each Contract Line Item

(CLIN) and a summary for the total invoiced cost.

(2) Supporting Documentation:

(i) Direct costs (e.g., labor, travel, supplies, miscellaneous.) claimed for reimbursement on the Statement of Cost must be adequately supported. The level of detail provided must clearly indicate where the funds were expended.

For example, support for T&M labor costs must include the labor category (e.g., program manager, senior engineer, technician, etc.) the hourly rate, the labor cost per category, and any claimed overtime; equipment costs must be supported by a list of the equipment purchased, along with the item's cost;

supporting data for travel must include the destination of the trip, number and labor category of travelers, transportation costs, per diem costs, and purpose of the trip; and supplies should be categorized by the nature of the items (e.g., office, lab, computer, etc.) and the dollar amount per category.

(ii) Indirect rates used for billings must be clearly indicated, as well as their basis of application. When the cognizant Contracting Officer approves a change in the billing rates, include a copy of the approval.

(iii) All claimed subcontractor costs must be supported by submitting the same detail as outlined herein.

(iv) Payments of invoices or vouchers shall be subject to the withholding provisions (if any) of the contract. In the event that amounts are withheld from payment in accordance with provisions of this contract, a separate invoice for the amount withheld will be required before payment for that amount may be made.

SF 1034 and 1035 instructions:

SF 1034 – Provisional/Interim Payment instructions

The information which a contractor is required to submit in its Standard Form 1034 is set forth as

(1) U.S. Department, Bureau, or establishment and location insert the names and address of the servicing finance office unless the contract specifically provides otherwise.

(2) Date Voucher Prepared - insert date on which the public voucher is prepared and submitted.

(3) Contract/Delivery Order Number and Date - insert the number and date of the contract and delivery order, if applicable, under which reimbursement is claimed.

(4) Requisition Number and Date - leave blank.

(5) Voucher Number - insert the appropriate serial number of the voucher. A separate series of consecutive numbers, beginning with Number 1, shall be used by the contractor for each new contract. When an original voucher was submitted, but not paid in full because of suspended costs, resubmission vouchers should be submitted in a separate invoice showing the original voucher number and designated with the letter "R" as the last character of the number. If there is more than one resubmission, use the appropriate suffix (R2, R3, etc.)

(6) Schedule Number; Paid By; Date Invoice Received - leave blank.

(7) Discount Terms - enter terms of discount, if applicable.

(8) Payee's Account Number - this space may be used by the contractor to record the account or job number(s) assigned to the contract or may be left blank.

(9) Payee's Name and Address - show the name of the contractor exactly as it appears in the contract and its correct address, except when an assignment has been made by the contractor, or the right to receive payment has been restricted, as in the case of an advance account. When the right to receive payment is restricted, the type of information to be shown in this space shall be furnished by the Contracting Officer.

(10) Shipped From; To; Weight Government B/L Number - insert for supply contracts.

(11) Date of Delivery or Service - show the month, day and year, beginning and ending dates of incurrence of costs claimed for reimbursement. Adjustments to costs for prior periods should identify the period applicable to their incurrence, e.g., revised provisional or final indirect cost rates, award fee, etc.

(12) Articles and Services - insert the following: "For detail, see Standard Form 1035 total amount claimed transferred from Page Fillin 1: [Insert TotalAmt here] of Standard Form 1035." Type "COST REIMBURSABLE-PROVISIONAL PAYMENT" or

"INDEFINITE QUANTITY/INDEFINITE DELIVERY-PROVISIONAL

PAYMENT" on the Interim public vouchers. Type "COST REIMBURSABLE- COMPLETION VOUCHER" or "INDEFINITE QUANTITY/INDEFINITE DELIVERY- COMPLETION VOUCHER" on the Completion public voucher. Type the following certification, signed by an authorized official, on the face of the Standard Form 1034.

"I certify that all payments requested are for appropriate purposes and in accordance with the agreements set forth in the contract."

(Name of Official) (Title)

(13) Quantity; Unit Price - insert for supply contracts.

(14) Amount - insert the amount claimed for the period indicated in (11) above. This amount should be transferred from the total per the SF 1035 Continuation Sheet.

INVOICE PREPARATION - INSTRUCTIONS SF 1035

The SF 1035 will be used for additional information required by the Contracting Officer and should be submitted as a continuation sheet to the SF 1034. Suitable self-designed forms may be submitted instead of the SF 1035 as long as they contain the information required. The information required on the SF 1035 may differ in format and content depending on the type of cost reimbursable contract (cost plus fixed fee, cost plus incentive fee, time and materials, etc.)

Amounts claimed on vouchers must be based on records maintained by the contractor to show by major cost element the amounts claimed for reimbursement for each applicable contract. The records must be maintained based on the contractor's fiscal year and should include reconciliations of any differences between the costs incurred per books and amounts claimed for reimbursement.

The information which a contractor is required to submit in its Standard Form 1035 is set forth as

(1) Show, as applicable, the target or estimated costs, target or fixed-fee, and total contract value, as adjusted by any modifications to the contract or order. The FAR permits the contracting officer to withhold a percentage of fixed fee until a reserve is set aside in an amount that is considered necessary to protect the Government's interest.

(2) Each invoice or voucher for reimbursement shall include sufficient detail to identify costs properly chargeable to the contract. In addition, each invoice or voucher for reimbursement of costs shall detail the total vouchered charges by showing current and cumulative costs by cost element as follows:

(v) Direct Labor. For cost type contracts, list each total labor costs by indirect allocation base separately. For T&M contracts, list each labor category, rate per labor hour, hours worked, and extended total labor dollars per labor category.

(vi) Premium Pay/Overtime. List each labor category, rate per labor hour, hours worked, and the extended total labor dollars per labor category. Note:

Advance written authorization must be received from the contracting officer to work overtime or to pay premium rates; therefore, identify the contracting officer's written authorization to the contractor.

(vii) Fringe Benefits. If fringe benefits are included in the overhead pool, no entry is required. If the contract allows for a separate fringe benefit pool, cite the rate, base, and extended amount.

(viii) Materials, Supplies, Equipment. Show those items normally treated as direct costs. Expendable items need not be itemized and may be grouped into major classifications such as office supplies. However, items valued at $5,000 or more must be itemized. See (FAR) 48 CFR part 45, Government Property, for reporting of property.

(ix) Travel. List the name and title of traveler, place of travel, and travel dates.

Show the amount for the mode of travel (i.e., airline, private auto, taxi, etc.), lodging, meals, and other incidental expenses separately, on a daily basis.

Travel costs for consultants must be shown separately and also supported.

(x) Other Direct Costs. Itemize those costs that cannot be placed in categories (1) through (5) above. Categorize these costs to the extent possible.

(xi) Total Direct Costs. Cite the sum of categories (i) through (vi) above.

(xii) Overhead. Cite the rate, base, and extended amount.

(xiii) G&A Expense. Cite the rate, base, and extended amount.

(xiv) Total Costs. Cite the sum of categories (7) through (9) above.

(xv) Fee. Cite the rate, base, and extended amount.

(xvi) Total Cost and Fee Claimed. Enter this amount on the SF 1034.

G.8 TECHNICAL DIRECTION AND SURVEILLANCE

(a) Performance of the work under this contract shall be subject to the surveillance and written technical direction of the Contracting Officer's Representative (COR) who shall be specifically appointed by the Contracting Officer in writing. Technical direction is defined as a directive to the Contractor which approves approaches, solutions, designs, or refinements; fills in details or otherwise completes the general description of work of documentation items; shifts emphasis among work areas or tasks; or otherwise furnishes guidance to the Contractor.

Technical direction includes the process of conducting inquiries, requesting studies, or transmitting information or advice by the COR, regarding matters within the general tasks and requirements in the statement of work for this contract.

(b) The COR does not have the authority to, and shall not, issue any technical direction which:

(1) Constitutes an assignment of additional work outside the Statement of Work;

(2) Constitutes a change as defined in the contract clause entitled "Changes";

(3) In any manner causes an increase or decrease in the total estimated contract cost, the fixed fee (if any), or the time required for contract performance;

(4) Changes any of the expressed terms, conditions, or specifications of the contract; or

(5) Interferes with the Contractor's right to perform the specifications of the contract.

(c) All technical directions shall be issued in writing by the COR.

(d) The Contractor shall proceed promptly with the performance of technical directions duly issued by the COR in the manner prescribed by this clause and within his/her authority under the provisions of this clause. Any instruction or direction by the COR which falls within one, or more, of the categories defined in (b)(1) through (5) above, shall cause the Contractor to notify the Contracting Officer in writing within five (5) working days after receipt of any such instruction or direction and shall request the Contracting Officer to modify the contract accordingly. Upon receiving the notification from the Contractor, the Contracting Officer shall either issue an appropriate contract modification within a reasonable time or advise the Contractor in writing within thirty (30) days after receipt of the Contractor's Letter that:

(1) the technical direction is rescinded in its entirety

(2) the technical direction is within the scope of the contract, does not constitute a change under the "Changes" clause of the contract and that the Contractor should continue with the performance of the technical direction.

(e) A failure of the Contractor and Contracting Officer to agree that the technical direction is within scope of the contract, or a failure to agree upon the contract action to be taken with respect thereto shall be subject to the provisions of the "Disputes" clause of this contract.

(f) Any action(s) taken by the Contractor in response to any direction given by any person other than the Contracting Officer or the COR shall be at the Contractor's risk.

SECTION H - Special Contract Requirements

H.1 REPRODUCTION OF REPORTS

Reproduction of reports, data, or other written material, if required herein, is authorized provided that the material produced does not exceed 5,000 production units of any page and that items consisting of multiple pages do not exceed 25,000 production units in aggregate. The aggregate number of production units is to be determined by multiplying pages times number of copies. A production unit is one sheet, size 8 1/2x11 inches or less, printed on one side only, and in one color. All copy preparation to produce camera-ready copy for reproduction must be set by methods other than hot metal typesetting. The reports should be produced by methods employing stencils, masters, and plates which are to be used on single-unit duplicating equipment no larger than 11 by 17 inches with a maximum image of 10 3/4 by 14 1/4 inches and are prepared by methods or devices that do not utilize reusable contact negatives and/or positives prepared with a camera requiring a darkroom. All reproducible (camera-ready copies for reproduction by photo offset methods) shall become the property of the Government and shall be delivered to the Government with the report, data, or other written material.

H.2 WAGE DETERMINATION

In the performance of this contract the Contractor shall comply with the requirements of the Department of Labor Service Contract Act Wage Determination(s) for the jurisdiction in which services are performed.

H.3 NON-PERSONAL SERVICES

A non-personal services contract is defined as "a contract under which the personnel rendering the services are not subject, either by the contract's terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees." This is a non-personal services contract.

H.4 WELFARE TO WORK

The Department of Homeland Security/FEMA is committed to hiring and retaining welfare recipients, including food stamp participants, into its workforce. DHS/FEMA encourages its contractors to contribute to this initiative by actively seeking welfare recipients for entry level, or other appropriate positions to the maximum extent possible. The individuals recruited through this program will have the opportunity to learn marketable skills, develop good work habits, and receive on-the-job training.

H.5 HOURS OF OPERATION

The contractor is responsible for conducting business based upon the hours of operation specified in each task order. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this contract when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that stability and continuity of the workforce are essential.

H.6 IDENTIFICATION OF CONTRACTOR EMPLOYEES

All Contractor/Subcontractor employees working under this contract shall be identified by a distinctive corporate/company name plate, emblem, or patch attached in a prominent place on an outer garment.

H.7 IDENTIFICATION OF CONTRACTOR EMPLOYEES WORKING IN

GOVERNMENT SPACES IN E-MAIL AND OTHER FORMS OR ORAL AND

WRITTEN COMMUNICATIONS (DEC 2008)

Contractor personnel performing under the terms of this contract shall identify themselves as a Contractor in all communications, oral or written, while performing services under this contract.

At no time shall the Contractor personnel assigned to this contract represent themselves as a FEMA employee or an official representative of FEMA. Additionally, reference to or use of the Contractor personnel’s affiliation with FEMA for reasons not associated with specific performance under this contract is strictly prohibited. Contractor personnel shall not include DHS/FEMA logos, emblems, project/program nomenclature, or contact information on their business cards; rather, the employee’s corporate business cards shall be used. The following is the required signature block template to be used by Contractor personnel assigned a FEMA e-mail account:

Employee Name Employee Company, Employee Title Contractor Support to [Name of FEMA Office or Program] Phone Number E-mail address

H.8 IDENTIFICATION OF CONTRACTOR VEHICLES

Each Contractor provided vehicle shall show the Contractor's name so that it is clearly visible and shall at all times display a valid state license plate and safety inspection sticker, if applicable.

Contractor vehicles operated on Government property shall be maintained in good repair.

H.9 ELECTRONIC AND INFORMATION TECHNOLOGY (EIT)

The Federal Emergency Management Agency (FEMA) considers universal accessibility to information a priority for all its employees and external customers, including individuals with disabilities. Pursuant to the Workforce Investment Act of 1998, 29 U.S.C. §§794d, FEMA must ensure the accessibility of its programs and activities to all current and potential users, specifically its obligation to acquire and use accessible Electronic and Information Technology (EIT) including web pages, software, telecommunications, kiosks and other information transaction machines, and fax machines, copiers, printers, and other information technology office equipment. To comply with the provisions of this clause, the contractor shall provide EIT that meets the intent of the Workforce Investment Act of 1998 which requires, regardless of medium, --individuals with disabilities who are Federal employees to have access to and use of information and data that is comparable to the access to and use of the information and data by Federal employees who are not individuals with disabilities; and individuals with disabilities who are members of the public seeking information or services from FEMA to have access to and use of information and data that is comparable to the access to and use of the information and data by such members of the public who are not individuals with disabilities.

Furthermore, the contractor shall comply with the applicable accessibility standards issued by the Architectural and Transportation Barriers Compliance Board at 36 CFR 1194 and http://www.section508.gov.

H.10 LIABILITY CLAIMS

The Contractor shall be responsible for all civil claims and liabilities associated with actions taken under this contract. The Government shall not indemnify the Contractor.”

By acceptance of this contract, the Contractor shall save and hold harmless and indemnify the Government against any and all liability claims, and cost of whatsoever kind and nature for injury to any person or persons occurring in connection with or in any way incident to or arising out of performance of work under the terms of this contract, resulting in whole or in part from the acts or omissions of the Contractor, any subcontractor, or any employee, agent or representative of the Contractor or subcontractor.

In accordance with FAR 52.228-5, the contractor shall purchase and provide evidence of liability insurance coverage to the Contracting Officer.

H.11 CONTRACTOR PERFORMANCE ASSESSEMENT REPORTING SYSTEM

(CPARS)

In accordance with FAR 42.15, the Contractor shall be subject to performance review in the Contractor Performance Assessment Reporting System (CPARS), found at https://www.cpars.gov/. Contractors shall provide responses to reviews as required in CPARS.

Contractor shall designate a Point of Contact for CPARS reviews and responses, and provide the name, phone number and email address of the designated contractor POC to the Contracting Officer within 30 days of the contract effective date.

H.12 ENVIRONMENTAL PROTECTION

All contractor operations shall be planned, initiated and carried out in such a manner as to avoid adverse effects upon the quality of the environment. The contractor and/or their personnel are expressly prohibited from littering, polluting, disturbing and destroying the flora, fauna, soil, air and water which exist at the Center for Domestic Preparedness. Specifically, the contractor shall not introduce or dispense trash, litter, pollutants, or garbage of any kind into or onto this station http://www.section508.gov/ http://www.cpars.gov/ and shall ensure that oily wastes and other hazardous substances are not disposed of in drains, ditches, sewer, or trash receptacles.

Materials may be introduced into the complex that are required for the performance of any awarded contract. The contractor is responsible for determining whether any waste generated is hazardous. All hazardous wastes must be disposed of by the contractor in accordance with all governing directives defined in the Statement of Work. No waste shall be disposed of or discharged in such a manner as could result in the pollution of ground water or the endangerment of the health or welfare of the public.

If it is determined that any material used in the execution of this contract does not comply with the environmental /pollution control abatement requirements established by this agency or higher authority, the Contracting Officer and COR may direct that the use of such material be discontinued. All such designations made by the Contracting Officer and COR shall be in writing and will recommend a substitute material which will be acceptable. Any such changes shall be at no additional cost to the Government. The Contractor shall not hunt, trap, fish, bag, or otherwise remove wildlife of any description from this area. Enforcement of the above regulations will be accomplished by the Contracting Officer, or his designated representative, assisted by the CDP security force.

H.13 SALVAGE

All material and equipment removed or disconnected that are sound and of value shall remain the property of the Government. The Contractor shall deliver this material and equipment at the Government’s expense to the location specified by the Contracting Officer’s Representative. The Contracting Officer’s Representative will designate any material or equipment which may be reused for the performance of work under this contract. The contractor shall remove all unusable material, equipment, and debris resulting from work under this contract from Government property at the Government’s expense. The Contractor shall reimburse the Government for any material or equipment removed or disconnected from Government property without Contracting Officer’s Representative’s consent which (1) is disposed of but is determined by the Contracting Officer’s

H.14 SMALL BUSINESS SUBCONTRACTING PLAN

In accordance with FAR 19.702, Offerors must submit to the Contracting Officer a Small Business Subcontracting Plan within seven (7) thirty (30) calendar days after award. The Small Business Subcontracting Plan will include, at a minimum, the goals set forth below for each socio-economic grouping listed (if higher subcontracting goals are proposed in the Offeror’s Small Business Subcontracting Plan, the higher goals will be incorporated into this section). The goals will be applied to the total value of the subcontracting plan. For example, if a contract is awarded for $100 Million, and of which $10 Million is planned to be subcontracted, the subcontracting goal for all small business for the contract is $4 Million.