RFP No. 75D301-20-R-67876 - ESSENCE O&M 2020.doc

SOLICITATION, OFFER AND AWARD

1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 700)

RATING

PAGE OF

2. CONTRACT NO.

3. SOLICITATION NO.

75D301-20-R-67876

4. TYPE OF SOLICITATION

X

NEGOTIATED (RFP)

5. DATE ISSUED

4/2/2020

6. REQUISITION/PURCHASE NO.

00HCPNEB-2020-42054

Centers for Disease Control and Prevention (CDC)

Office of Acquisition Services (OAS)

2900 Woodcock Blvd, MS TCU-4

Atlanta, GA 30341-4004

Approved as to Form and Legality: _____________________________

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

SOLICITATION

9. Sealed offers in original and one copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if handcarried, in the depository located in See Instructions for submission of offers in Sect. L until 2:00 p.m.

local time May 5th, 2020 CAUTION -- LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

10. FOR INFORMATION

CALL:

A. NAME

Berta Alldredge

B. TELEPHONE (NO COLLECT CALLS)

AREA CODE NUMBER: EXT:

C. E-MAIL ADDRESS

Boh9@cdc.gov

11. TABLE OF CONTENTS

(x)

DESCRIPTION

(x)

DESCRIPTION

X

REPRESENTATIONS, CERTIFICATIONS, AND

OFFER (Must be fully completed by offeror)

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

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

13. DISCOUNT FOR PROMPT PAYMENT

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

10 CALENDAR DAYS

20 CALENDAR DAYS

30 CALENDAR DAYS

CODE

FACILITY

16. NAME AND ADDRESS OF PERSON AUTHORIZED TO SIGN OFFER

15B. TELEPHONE NO.

AREA CODE NUMBER EXT.

15C. CHECK IF REMITTANCE ADDRESS

SUCH ADDRESS IN SCHEDULE.

17. SIGNATURE

18. OFFER DATE

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED

20. AMOUNT

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

21. ACCOUNTING AND APPROPRIATION

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

ITEM

Centers for Disease Control and Prevention (CDC)

Office of Acquisition Services (OAS)

2900 Woodcock Blvd, MS TCU-4

Atlanta, GA 30341-4004

Centers for Disease Control and Prevention (FMO)

PO Box 15580 404-718-8100

Atlanta, GA 30333-0080

26. NAME OF CONTRACTING OFFICER (Type or print)

27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

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

AUTHORIZED FOR LOCAL REPRODUCTION

STANDARD FORM 33 (REV. 9-97)

PREVIOUS EDITION IS UNUSABLE

Prescribed by GSA

FAR (48 CFR) 53.214©

Section B - Supplies or Services and Prices/Costs

Base Period – Year 1:

Work shall be performed in accordance with Section C – Statement of Work, Tasks C.4.1 – C.4.4.

Period of Performance (PoP): 9/25/2020-9/24/2021 1 Job

NOT TO EXCEED:

Option 1 – Year 1:

Work shall be performed in accordance with Section C – Statement of Work, Task C.4.5.

PoP: Within 9/25/2020-9/24/2021 1 Job

NOT TO EXCEED:

Option 2 - Year 2:

Work shall be performed in accordance with Section C – Statement of Work, Tasks C.4.1 – C.4.4.

PoP: 9/25/2021-9/24/2022 1 Job

NOT TO EXCEED:

Work shall be performed in accordance with Section C – Statement of Work, Task C.4.5.

PoP: Within 9/25/2021-9/24/2022 1 Job

NOT TO EXCEED:

Cost Plus Fixed Fee Line Items. Base Period – Year 1.

000101

$ 0.00

Cost Plus Fixed Fee Line Items. Option 1 - Year 1 Items.

000101

$ 0.00

Cost Plus Fixed Fee Line Items. Option 2 - Year 2 Items.

000201

$ 0.00

000202

$ 0.00

Notes:

1. Award will be made IAW/FAR 16.306 Cost-plus-fixed-fee contracts, term form.

2. To ensure payment, invoice must reference the Contract No. _______________ DUNS, and Tax ID Number. For billing instructions, please refer to G.6, in Section G below. Please email a copy of the invoice to the COR in addition to the Office of Financial Resources.

3. Invoice/Payment information: for inquiring about payment status contact ocfoservicedesk@cdc.gov or call 678-475-4510.

4. Send Invoices to FAX: 404-638-5324 or Email at fmoapinv@cdc.gov.

5. The Government has identified several contract line item numbers (CLINs) above as options. Exercise of optional CLINs will be made by written unilateral modification to the contract IAW/Option Clauses included in Section I below.

6. Vendor Point of Contact (POC) :

7. Government (POC): The government point of contact or Contracting Officer Representative (COR) will provide general instructions on limitations and deadlines, and is responsible for administration of the contract to include inspection and acceptance of deliverables.

CDC COR:

Section C - Description/Specification/Work Statement Title of Project: Electronic Surveillance System for the Early Notification of Community-based Epidemics (ESSENCE) Operations and Maintenance Support for the CDC National Syndromic Surveillance Program (NSSP)

C.1 Background and Need The Centers for Disease Control and Prevention’s (CDC), Division of Health Informatics and Surveillance (DHIS), Information Systems Branch (ISB) is seeking contractor support to provide operations and maintenance support for the Electronic Surveillance System for the Early Notification of Community-based Epidemics (ESSENCE) in support of the National Syndromic Surveillance Program (NSSP). The NSSP promotes and advances development of a syndromic surveillance system for the timely exchange of syndromic data. These data are used to improve nationwide situational awareness and enhance responsiveness to hazardous events and disease outbreaks to protect America’s health, safety, and security. NSSP functions through collaboration among individuals and organizations at local, state, and federal levels of public health; federal agencies including the Department of Defense (DoD) and the Department of Veterans Affairs (VA); public health partner organizations; and hospitals and health professionals.

The NSSP includes two components: 1) a Community of Practice in which participants collaborate to advance the science and practice of syndromic surveillance; and 2) the cloud- based Bio Sense Platform, a secure integrated electronic health information system with standardized analytic tools and processes. These tools enable users to rapidly collect, evaluate, share, and store syndromic surveillance data. By using the Bio Sense Platform, health officials can analyze syndromic data to improve their common awareness of health threats over time and across regional boundaries. The Bio Sense Platform provides health departments a common electronic platform for collecting, storing, and sharing syndromic surveillance data.

ESSENCE is a web-based syndromic surveillance system designed for the early detection of disease outbreaks, suspicious patterns of illness, and public health emergencies. ESSENCE collects, processes, and analyzes non-traditional data sources (i.e. chief complaints from hospital emergency departments, poison control center calls, over-the-counter pharmaceutical sales, etc.) to identify anomalous disease activity in a community. The data can be queried, analyzed, and visualized both temporally and spatially by the end user. CDC has identified a need to procure ongoing contractor maintenance support of ESSENCE that will be available on the Bio Sense Platform.

C.2 Purpose:

The purpose of this project is to provide enhancements, operations and maintenance support, update training courses and update end-user documentation tools for ESSENCE to ensure that jurisdictions can use ESSENCE effectively.

C.3 Scope of Work Independent and not as an agent of the Government, the Contractor shall provide operational and maintenance support to CDC, updated online training, updated end-user documentation, and the Contractor must be capable of developing and delivering the following enhancements to ESSENCE:

· Create a tool that can identify hospitals that have disruptions in their data feed

· Create a tool to better track data quality measures for states

· Making alerting system more actionable at the local level

· Explore machine learning

· Develop a “US_Census_Region” filter

· Explore innovation and improvements to the architecture and data flow of ESSENCE

· Explore Natural Language Processing Improvements

· Explore user interface improvements

C.4 Technical Requirements C.4.0 Work Breakdown Structure (WBS)

None of these tasks will involve direct technical support to end users of Bio Sense.

C.4.1 Task Area 01: Operations and Maintenance The Contractor shall:

a. Provide technical assistance, consultation, advice, and programming assistance to CDC as needed to keep ESSENCE running.

b. Attend weekly scheduled meetings.

C.4.2 Task Area 02: Enhancements The Contractor shall:

a. Create a tool that can identify hospitals that have disruptions in their data feed and one that identifies hospitals that have consistently submitted data.

· Will have a flag for this: “has been consistent” (yes/no); “has disruptions” (yes/no)

b. Create a tool to better track data quality measures for states.

· % completeness CC, DD, etc.

c. Making alerting system more actionable at the local level based on local priorities and ranking algorithms.

d. Explore machine learning – specifically build ability for users to tag records within ESSENCE to assist exploration of these methods.

e. Develop a “US_Census_Region” filter.

f. Perform necessary testing of Cloud scalable services like relational database services, column-oriented DBMS services, and other scalable modern services that were recommended in the architectural assessments done on the BioSense Platform.

a. Special attention should be given to controlling costs associated with these new services, while gaining the maximum performance and efficient use of these services. These tests should consider at least two major cloud service providers (i.e., Amazon Web Services and Microsfot Azure) in order to determine if there are advantages or disadvantages associated with different providers or if in general the services provided across vendors are essentially offering equivalent options that could be deployed in any major provider environment.

b. Explore Natural Language Processing Improvements – Research and develop faster / better techniques for NLP categorization. Specifically transition CCP from Java to SQL.

c. Explore user interface improvements.

1. Determine which areas of ESSENCE can be enhanced

2. Determine if interactive visualization improvements can be implemented

3. Conduct a formal user interface review for improvements

C.4.3 Task Area 03: Updated End-user Documentation The Contractor shall:

a. Update the end-user documentation such as the user guide, navigation panes and help screens within the ESSENCE software application.

b. Provide updated downloadable (pdf) end-user documentation tools such as Frequently Asked Questions (FAQs), user guide, and quick reference guide.

c. Update the tools in accordance with web usability best practices such as the use of clear concise language, step-by-step procedures, examples, illustrations and screenshots.

d. Coordinate with the COR and CDC staff to post the downloadable documents on the designated CDC server(s) and CDC website(s) (e.g. syndromicsurveillance.org, CDC TRAIN).

C.4.4 Task Area 04: Updated Online Training Course

The Contractor shall:

a. Update the course content and learning objectives for a self-paced online ESSENCE training course that provides instruction on using the ESSENCE application functions available on the Bio Sense Platform such as logging on, queries, saving work, time series, reports, importing from files, permissions, adding users, access controls, sharing data, and other content as required by CDC.

b. Provide the updated ESSENCE training course content in accordance with e-learning best practices such as those on the CDC Learning Connection (http://www.cdc.gov/learning/quality/elearning-design.html).

c. Coordinate with the COR and CDC staff to post the downloadable documents on the designated CDC server(s) and CDC website(s) (e.g. syndromicsurveillance.org, CDC TRAIN).

C.4.5 Task Area 05: Optional Task - Module Development/Modification

The contractor shall develop new or modify existing modules to support new data sources (i.e., Lab and Mortality Data) C.5 Disposition and Use of Data

All materials developed resulting from work being performed under this contract shall not be submitted for the first publication without the prior review and written approval of the COR. Nothing in this clause precludes Contractor from releasing to any federal, state or local agency and affiliated organizations, the ESSENCE training courses (online, webinars, classroom) and end-user documentation materials. However, new training materials (first publication) funded by the Government under this contract must have content cleared prior to dissemination.

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

Section E - Inspection and Acceptance

Section F - Deliveries or Performance

The contractor shall deliver, within the time frames specified, the identified deliverables to the COR and to the Contracting Specialist. The documents shall be provided in an electronic format to the Government for ease of storage, retrieval and management repository. All documentation deliverables shall have a cover sheet with a version block and signature block to the government specification. The response shall include all requested deliverables and the proposed schedule for the proposed deliverables within the anticipated Period of Performance.

The contractor shall submit their deliverables to the Contracting Officer Representative (COR) for acceptance. If the deliverable is rejected, the COR will provide comments to the contractor to correct the deliverable.

Deliverable Schedule

Milestone Chart for Tasks

ESSENCE occurs

In conducting these tasks, JHU/APL shall act under the guidance and at the behest of the government, and make technical recommendations to the government who makes the acceptance on the contract deliverables and subsequent procurement decisions. JHU/APL shall have a continuing obligation to inform the government of known problems in supporting these tasks and make disclosure of known risks with any of the other activities to be conducted under this task. Deliverables and recommendations shall be provided for government review and approval and provided only for the environments and specified conditions for which they were intended and/or tested. All efforts under this program shall be conducted in accordance with established Laboratory quality assurance procedures.

Quality Assurance Surveillance Plan (QASP) An ISB/NSSP Management Team, including but not limited to Contracting Officer’s Representative (COR), NSSP Program Manager, DHIS Associate Director for Science, DHIS Senior Advisor for Partnerships and other staff as identified by CDC, will be responsible for technical direction of this project. Note that this list will be confirmed and detailed by the kick- off meeting. The vendor will deliver interim and final work products to the CDC Management Team and COR within the time frame agreed upon when the proposed project schedule is accepted by the government. The individual work products must be deemed to be acceptable to the government before being consolidated into the final deliverable.

Since this is a Performance Based Services contract, CDC must effectively validate in a timely manner the performance of the Contractor in meeting the services required. This QASP provides a systematic surveillance method for the services and describes the methodology by which the contractor’s performance will be monitored.

The contractor is responsible for management and quality control actions necessary to meet the quality standards set forth by this contract. The below listed Performance Standards and Surveillance Methods shall be used by the COR in the technical administration of this QASP. The Government will evaluate the contractor’s performance at least annually, if not more frequently, in the Contractor’s Assessment Performance Reporting System (CPARS), www.cpars.gov.

Task 1. Operations and Maintenance

Desired Outcomes

SLA

Performance Standard (completeness, cost, reliability, accuracy, timeliness, quality)

C.4.1.1 (b)

Task 2. Enhancements

Desired Outcomes

SLA

Performance Standard (completeness, cost, reliability, accuracy, timeliness, quality)

In accordance with Section

C.4.2.1 (a)

In accordance with Section

C.4.2.1 (b)

In accordance with Section

C.4.2.1 (c)

C.4.2.1 (d)

In accordance with Section

C.4.2.1 (e)

C.4.2.1 (f)

Task 3. End User Documentation

C. 4.3 (a)

4.3.1 (a) As needed when updates to ESSENCE occurs Management will review all deliverables and documentation to confirm progress and/or completion

4.3.1 (b) As needed when updates to ESSENCE occurs Management will review all deliverables and documentation to confirm progress and/or completion

4.3.1 (c) As needed when updates to ESSENCE occurs Management will review all deliverables and documentation to confirm progress and/or completion

4.3.1 (d) As needed when updates to ESSENCE occurs Management will review all deliverables and documentation to confirm progress and/or completion

Task 4. Online Training Course

4.4.1 (a) As needed when updates to ESSENCE occurs Management will review all deliverables and documentation to confirm progress and/or completion

C.4.4.1 (b) As needed when updates to ESSENCE occurs Management will review all deliverables and documentation to confirm progress and/or completion

C.4.4.1 (c) As needed when updates to ESSENCE occurs Management will review all deliverables and documentation to confirm progress and/or completion

Task 5. Optional Task Module Development/Modification

Period of Performance The period of performance shall be:

· Base Year: September 25, 2020 to September 24, 2021

· Option Year 1: September 25, 2021 to September 24, 2022 Place(s) of Performance: Contractor’s facility.

Section G - Contract Administration Data G.1 CDCP_G009 Contracting Officer (Jul 1999)

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

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

(End of Clause)

G.2 Contracting Officer’s Representative (COR) (Jul 2017)

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

As used herein, technical directions are directions to the Contractor which fill in details, suggests possible lines of inquiry, or otherwise completes the general scope of work set forth herein. These technical directions must be within the general scope of work and may not alter the scope of work or cause changes of such a nature as to justify an adjustment in the stated contract price/cost, or any stated limitation thereof. In the event that the Contractor believes full implementation of any of these directions may exceed the scope of the contract, he or she shall notify the originator of the technical direction and the Contracting Officer, immediately or as soon as possible, in a letter or e-mail separate of any required report(s). No technical direction, nor its fulfillment, shall alter or abrogate the rights and obligations fixed in this contract.

The Government COR is not authorized to change any of the terms and conditions of this contract. Contract changes shall be made only by the Contracting Officer by properly written modification(s) to the contract.

The Government will provide the Contractor with a copy of the COR delegation memorandum upon request.

(End of Clause)

G.3 Contract Communications/Correspondence (July 2017) The Contractor shall identify all correspondence, reports, and other data pertinent to this contract by imprinting thereon the contract number from Page 1 of the contract.

(End of Clause)

G.4 CDC42.0002 Evaluation of Contractor Performance Utilizing CPARS (April 2013)

In accordance with FAR 42.15, the Centers for Disease Control and Prevention (CDC) will review and evaluate contract performance. FAR 42.1502 and 42.1503 requires agencies to prepare evaluations of contractor performance and submit them to the Past Performance Information Retrieval System (PPIRS). The CDC utilizes the Department of Defense (DOD) web-based Contractor Performance Assessment Reporting System (CPARS) to prepare and report these contractor performance evaluations. All information contained in these assessments may be used by the Government, within the limitations of FAR 42.15, for future source selections in accordance with FAR 15.304 where past performance is an evaluation factor.

The CPARS system requires a contractor representative to be assigned so that the contractor has appropriate input into the performance evaluation process. The CPARS contractor representative will be given access to CPARS and will be given the opportunity to concur or not-concur with performance evaluations before the evaluations are complete. The CPARS contractor representative will also have the opportunity to add comments to performance evaluations.

The assessment is not subject to the Disputes clause of the contract, nor is it subject to appeal beyond the review and comment procedures described in the guides on the CPARS website. Refer to: www.cpars.gov for details and additional information related to CPARS, CPARS user access, how contract performance assessments are conducted, and how Contractors participate. Access and training for all persons responsible for the preparation and review of performance assessments is also available at the CPARS website.

The contractor must provide the CDC contracting office with the name, e-mail address, and phone number of their designated CPARS representative who will be responsible for logging into CPARS and reviewing and commenting on performance evaluations. The contractor must maintain a current representative to serve as the contractor representative in CPARS. It is the contractor’s responsibility to notify the CDC contracting office, in writing (letter or email), when their CPARS representative information needs to be changed or updated. Failure to maintain current CPARS contractor representative information will result in the loss of an opportunity to review and comment on performance evaluations.

(End of Clause)

G.5 Research Records, Inspection and Consultation (Jul 1999)

(a) The Contractor agrees to maintain books, records, and supporting documentation in such detail as will properly reflect all work done and results achieved in the performance of this contract, and agrees to retain and preserve the same until three (3) years after final payment, together with all research notes, charts, graphs, comments, computations, analysis, and other graphic or written data generated in connection with performance hereunder and agrees to permit the Contracting Officer or his authorized representatives to examine and review the same at all reasonable times during said period.

(b) The Contracting Officer or any of his authorized representatives shall have the right to inspect the work of the Contractor and subcontractors, if any, and the plant, laboratories, shops, offices, or other premises where the work is being performed, and the Contractor shall provide and shall require his subcontractors to provide all reasonable facilities and assistance for the safety and convenience of such representatives in the performance of their duties. Personnel engaged in the performance of the contract shall be available at all reasonable times for consultation with such representatives. All inspections and review shall be performed in such a manner as will not unduly delay or interfere with the work.

(End of Clause)

G.6 Billing Instructions for Negotiated Cost-Type Contracts (Mar 2006)

Introduction

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

1. Forms to Be Used

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

2. Submission of Invoices or Vouchers

Invoices or vouchers shall be submitted per Section G of the contract. All original invoices or vouchers must be submitted via email to following addresses:

Financial Management Office (FMO): FMOAPINV@CDC.GOV Contracting Officer Representative (COR): kvh6@cdc.gov

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

3. Preparation of Invoices or Vouchers

a. EXHIBIT I – Summary of All Costs

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

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

(1) Direct Labor

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

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

(2) Fringe Benefits

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

NOTE: Fringe benefits, bonuses, etc., are usually treated as indirect costs for inclusion in the overhead pool; however, they may be treated as direct labor costs or as an “Other Direct Charge” if such treatment is in accordance with the Contractor’s established accounting procedures.

(3) Premium Pay

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

(4) Materials and Supplies

Only those items, which the Contractor normally treats as “direct costs”, should be claimed under this heading. Major classifications of material only should be billed separately under appropriate classification. Items costing less than $25.00 may be listed by category of materials or supplies. Show the description and dollar amount of individual classifications. All such charges must be supported by the Contractor’s office records. Materials shall be clearly annotated within the contractor’s monthly reporting should the contractor’s billing system not support a specific Material/Supply breakout.

(5) Travel

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

(a) Name of traveler and official title,

(b) Purpose of trip,

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

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

e) If claim for subsistence is on per diem basis, show number of days, rate and amount, as authorized in contract.

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

(6) Consultant Fees

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

(7) Equipment

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

(8) Burden

The Contractor will be reimbursed based on its DCMA approved provisional billing rates as set forth in the contract. The contract may provide for more than one type indirect cost rate, such as overhead rate, and general and administrative expense rate, in which case the direct cost bases (e.g., direct labor, total direct cost, etc.)

(9) Fixed Fee

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

c. EXHIBIT III – Cumulative Amount Claimed

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

QUICK CHECKLIST FOR INVOICE SUBMISSION:

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

· Quarterly billing as a minimum

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

· Vouchers should be collated

· Detail of Cost Claimed

G.7 Voucher/Invoice Submission – Cost Plus Fixed Price Contracts (Mar 2006)

(a) Contractor voucher requests for reimbursement shall conform to the form, format, and content requirements of the Billing Instructions for Cost Plus Fixed Fee Type Contracts, as may be supplemented by specific instructions of the Contracting Officer.

(b) The Contractor shall submit the contract invoice/voucher to the email addresses shown below:

Financial Management Office (FMO): FMOAPINV@CDC.GOV

COR: to be determined

(c) The contractor shall submit copies of the invoice/voucher or progress payment to the cognizant contracting office previously identified in this contract. These invoices/voucher copies shall be addressed to the attention of the Contracting Officer.

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

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

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

(1) Contractor’s Name & Address

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

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

(4) Invoice Number

(5) Invoice Date

(6) Contract Line Item Number and Description of Item

(7) Quantity

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

(9) Shipping and Payment Terms

(10) Total Amount of Invoice

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

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

(13) DUNS + 4 Number

(g) Submit a separate invoice for each task order.

(End of Clause)

G.7 Reimbursement of Cost (Apr 2000)

(a) For the performance of this contract, the Government shall reimburse the Contractor the cost determined by the Contracting Officer to be allowable (hereinafter referred to as allowable cost) in accordance with the clause entitled FAR 52.216-7 “Allowable Cost and Payment” in Section I of the contract.

G.8 Standard for Security Configurations

(a) The Contractor shall configure its computers that contain HHS data with the applicable Federal Desktop Core Configuration (FDCC) (see http://nvd.nist.gov/fdcc/index.cfm) and ensure that its computers have and maintain the latest operating system patch level and anti-virus software level. Note: FDCC is applicable to all computing systems using Windows XPTM and Windows 7TM, including desktops and laptops—regardless of function—but not including servers.

(b) The Contractor shall apply approved security configurations to information technology (IT) that is used to process information on behalf of HHS. The following security configuration requirements apply:

Note: The Contracting Officer shall specify applicable security configuration requirements in solicitations and contracts based on information provided by the Project Officer, who shall consult with the OPDIV/STAFFDIV Chief Information Security Officer.

(c) The Contractor shall ensure IT applications operated on behalf of HHS are fully functional and operate correctly on systems configured in accordance with the above configuration requirements. The Contractor shall use Security Content Automation Protocol (SCAP)-validated tools with FDCC Scanner capability to ensure its products operate correctly with FDCC configurations and do not alter FDCC settings—see http://nvd.nist.gov/validation.cfm. The Contractor shall test applicable product versions with all relevant and current updates and patches installed. The Contractor shall ensure currently supported versions of information technology products meet the latest FDCC major version and subsequent major versions.

(d) The Contractor shall ensure IT applications designed for end users run in the standard user context without requiring elevated administrative privileges.

(e) The Contractor shall ensure hardware and software installation, operation, maintenance, update, and patching will not alter the configuration settings or requirements specified above.

(f) The Contractor shall (1) include Federal Information Processing Standard (FIPS) 201-compliant (see http://csrc.nist.gov/publications/fips/fips201-1/FIPS-201-1-chng1.pdf), Homeland Security Presidential Directive 12 (HSPD-12) card readers with the purchase of servers, desktops, and laptops; and (2) comply with FAR Subpart 4.13, Personal Identity Verification.

(g) The Contractor shall ensure that its subcontractors (at all tiers) which perform work under this contract comply with the requirements contained in this clause.

G.8 Standard for Encryption Language

(a) The Contractor shall use Federal Information Processing Standard (FIPS) 140-2-compliant encryption (Security Requirements for Cryptographic Module, as amended) to protect all instances of HHS sensitive information during storage and transmission. (Note: The Government has determined that HHS information under this contract is considered “sensitive” in accordance with FIPS 199, Standards for Security Categorization of Federal Information and Information Systems, dated February 2004.)

(b) The Contractor shall verify that the selected encryption product has been validated under the Cryptographic Module Validation Program (see http://csrc.nist.gov/cryptval/) to confirm compliance with FIPS 140-2 (as amended). The Contractor shall provide a written copy of the validation documentation to the Contracting Officer and the Contracting Officer's Technical Representative.

(c) The Contractor shall use the Key Management Key (see FIPS 201, Chapter 4, as amended) on the HHS personal identification verification (PIV) card; or alternatively, the Contractor shall establish and use a key recovery mechanism to ensure the ability for authorized personnel to decrypt and recover all encrypted information (see http://csrc.nist.gov/drivers/documents/ombencryption-guidance.pdf). The Contractor shall notify the Contracting Officer and the Contracting Officer's Technical Representative of personnel authorized to decrypt and recover all encrypted information. Code of Federal Regulations / Title 48 - Federal Acquisition Regulations System / Vol. 4 / 2011-10-01117

(d) The Contractor shall securely generate and manage encryption keys to prevent unauthorized decryption of information in accordance with FIPS 140-2 (as amended).(e) The Contractor shall ensure that this standard is incorporated into the Contractor's property management/control system or establish a separate procedure to account for all laptop computers, desktop computers, and other mobile devices and portable media that store or process sensitive HHS information.(f) The Contractor shall ensure that its subcontractors (at all tiers) which perform work under this contract comply with the requirements contained in this clause.

G.9 Security Requirements for Federal Information Technology Resources

(a) Applicability. This clause applies whether the entire contract or order (hereafter “contract”), or portion thereof, includes information technology resources or services in which the Contractor has physical or logical (electronic) access to, or operates a Department of Health and Human Services (HHS) system containing, information that directly supports HHS' mission. The term “information technology (IT)”, as used in this clause, includes computers, ancillary equipment (including imaging peripherals, input, output, and storage devices necessary for security and surveillance), peripheral equipment designed to be controlled by the central processing unit of a computer, software, firmware and similar procedures, services (including support services) and related resources. This clause does not apply to national security systems as defined in FISMA.

(b) Contractor responsibilities. The Contractor is responsible for the following:

(1) Protecting Federal information and Federal information systems in order to ensure their—

(i) Integrity, which means guarding against improper information modification or destruction, and includes ensuring information non-repudiation and authenticity;

(ii) Confidentiality, which means preserving authorized restrictions on access and disclosure, including means for protecting personal privacy and proprietary information; and.

(iii) Availability, which means ensuring timely and reliable access to and use of information.

(2) Providing security of any Contractor systems, and information contained therein, connected to an HHS network or operated by the Contractor, regardless of location, on behalf of HHS.

(3) Adopting, and implementing, at a minimum, the policies, procedures, controls, and standards of the HHS Information Security Program to ensure the integrity, confidentiality, and availability of Federal information and Federal information systems for which the Contractor is responsible under this contract or to which it may otherwise have access under this contract. The HHS Information Security Program is outlined in the HHS Information Security Program Policy, which is available on the HHS Office of the Chief Information Officer's (OCIO) Web site.

(c) Contractor security deliverables. In accordance with the timeframes specified, the Contractor shall prepare and submit the following security documents to the Contracting Officer for review, comment, and acceptance:

(1) IT Security Plan (IT-SP)—due within 30 days after contract award. The IT-SP shall be consistent with, and further detail the approach to, IT security contained in the Contractor's bid or proposal that resulted in the award of this contract. The IT-SP shall describe the processes and procedures that the Contractor will follow to ensure appropriate security of IT resources that are developed, processed, or used under this contract. If the IT-SP only applies to a portion of the contract, the Contractor shall specify those parts of the contract to which the IT-SP applies.

(i) The Contractor's IT-SP shall comply with applicable Federal laws that include, but are not limited to, the Federal Information Security Management Act (FISMA) of 2002 (Title III of the E-Government Act of 2002, Public Law 107-347), and the following Federal and HHS policies and procedures:

(A) Office of Management and Budget (OMB) Circular A-130, Management of Federal Information Resources, Appendix III, Security of Federal Automated Information Resources.

(B) National Institute of Standards and Technology (NIST) Special Publication (SP) 800-18, Guide for Developing Security Plans for Federal Information Systems, in form and content, and with any pertinent contract Statement of Work/Performance Work Statement (SOW/PWS) requirements. The IT-SP shall identify and document appropriate IT security controls consistent with the sensitivity of the information and the requirements of Federal Information Processing Standard (FIPS) 200, Recommended Security Controls for Federal Information Systems. The Contractor shall review and update the IT-SP in accordance with NIST SP 800-26, Security Self-Assessment Guide for Information Technology Systems and FIPS 200, on an annual basis.

(C) HHS-OCIO Information Systems Security and Privacy Policy.

(ii) After resolution of any comments provided by the Government on the draft IT-SP, the Contracting Officer shall accept the IT-SP and incorporate the Contractor's final version into the contract for Contractor implementation and maintenance. On an annual basis, the Contractor shall provide to the Contracting Officer verification that the IT-SP remains valid.

(2) IT Risk Assessment (IT-RA)—due within 30 days after contract award. The IT-RA shall be consistent, in form and content, with NIST SP 800-30, Risk Management Guide for Information Technology Systems, and any additions or augmentations described in the HHS-OCIO Information Systems…