Additional_Terms_and_Conditions_-_HIV_Epidemiologist_FBO.doc

Solicitation Number: 75H70419R00036

HIV Epidemiologist

Section B – Products or Services and Prices/Costs

B.1.

TYPE OF CONTRACT (FAR 52.216-1 (APR 1984))

The Government contemplates award of a Labor Hour contract resulting from this solicitation.

B.2.

CONSIDERATION AND PAYMENT

The Contractor shall provide the services described in Section C, Description/ Specifications/Performance Work Statement (PWS).

B.3.

CONTRACT PRICE

*CLIN – Contract Line Item; HR – Hours; and NTE – Not to Exceed

Unit

Quantity

Hourly Rate ($)

Total Price ($)

· Travel

· Materials / Supplies

· Printing

· Etc.

· Travel

· Materials / Supplies

· Travel

· Materials / Supplies

· Travel

· Materials / Supplies

· Printing

· Etc.

· Travel

· Materials / Supplies

*Billing process against ODC CLINs shall be handled in the following manner. The Contractor will notify the COR of the requirement at least 30 business days prior to the necessary items to be delivered or reserved. Upon COR’s approval, the Contractor shall prepare a quotation reflecting the actual cost of the items and submit it to the COTR within 5 business days. The pricing for the quotation shall be based on the commercial catalog pricing and receipts of the all items over $300 shall be included with the invoice.

Section C – Description/SpecificationS/PERFORMANCE WORK STATEMENT

HIV Epidemiologist

1.1. BACKGROUND INFORMATION

1.1.1 History. The Indian Health Service (IHS) Division of Epidemiology and Disease Prevention (DEDP) provides epidemiological services such as the development and maintenance of disease surveillance systems, the dissemination of health-related data and associated analyses, detection and response to disease outbreaks, infectious and chronic disease control interventions, and completion of special applied research projects pertaining to American Indians and Alaska Natives throughout the United States.

The DEDP is also the national coordinating center for and collaborates with the 12 Tribal Epidemiology Centers (TECs) to enhance regional public health capacities and to collect, analyze, interpret, and disseminate health information. Partnering with the TECs is critical to identifying and prioritizing public health threats, determining strategies for successful public health intervention, and evaluating the effectiveness of implemented health interventions.

1.1.2 Mission. Epidemiology provides fundamental health status information that provides a foundation for a majority of public health activities. Tribal governments and health facilities as well as federal IHS direct-service sites already deliver a variety of public health services including immunization and cancer prevention and control programs to American Indian and Alaska Native communities throughout the country. Sufficient epidemiologic awareness of the causes of illness and mortality inform more efficient service delivery and the development of enhanced interventions to further improve population health.

1.1.3 HIV Epidemiologist. Contractor is needed to provide DEDP staff with assistance in the surveillance, detection, research, and prevention of diseases among American Indians and Alaska Natives with an emphasis on Human Immunodeficiency Virus (HIV). No staff are currently available within DEDP to undertake this new activity.

1.2

QUALITY ASSURANCE. According to the Inspection of Service clause, the Government will evaluate the Contractor’s performance under this contract. For those tasks listed on the Performance Requirements Summary (PRS) (Technical Exhibit 1), the Contracting Officer’s Representative (COR) will follow the methods for surveillance observations. When an observation indicates defective performance, the COR will require the Contractor or alternative(s) to initial the observation. The initialing of the observations does not necessarily constitute concurrence with the observation, only acknowledgement that he or she has been made aware of the defective performance. Government surveillance of tasks not listed in the PRS or by methods other than those listed in the PRS (such as provided for by the Inspection of Services clause) may occur during the performance period of this contract. Such surveillance will be done according to standard inspection procedures or other contract provisions. Any action taken by the COR as a result of surveillance will be in accordance with the terms of the contract.

1.3

RECORDS. The Contractor must be responsible for creating, maintaining, and disposing of only those government-required records that are specifically cited in this PWS or required by the provisions of a mandatory directive listed in section 6, Applicable Publications and Forms. If requested by the government, the Contractor must provide the original record, or a reproducible copy of any such record within five (5) working days of receipt of the request. The Contractor shall not keep any records or make use of any data derived from the performance under this contract and shall be available for inspection by the Government upon request at any time during the performance period.

Prior approval shall be obtained from the COR for the release or dissemination of information related to this contract. Information includes, but is not limited to: news releases, articles, manuscripts, reports, advertisements, still and motion pictures, speeches, trade association meetings, symposia, brochures, etc. Requests for approval should be forwarded three months in advance of desired release to permit sufficient time for review, evaluation, and clearance. The COTR will be responsible for obtaining Departmental clearances and technical assistance from the IHS Public Affairs Office.

1.3.1

Final Disposition of Records, Reports, Charts, Logs, and Maps. All reports, charts, logs, and maps shall become the property of the Government upon completion or termination of the contract and shall be available for inspection by the Government upon request at any time during the performance period. Any Government publications provided to the Contractor during its performance under this contract shall be returned to the Government. Disposition of all records shall be the responsibility of the Government.

2.1

CONTRACTOR RESPONSIBILITIES

Contractor shall provide one (1) HIV Epidemiologist to assist the Indian Health Service Division of Epidemiology and Disease Prevention staff in the surveillance, detection, research, and prevention of diseases among American Indians and Alaska Natives with an emphasis on Human Immunodeficiency Virus (HIV).

2.1.1 Contractor’s Work and responsibility shall be comprised of, but not be limited to planning, administration, and management necessary to assure all services, functions and operations are conducted in accordance with the terms and conditions of this PWS.

2.1.2.

Contractor shall not be relieved of any performance requirements because of waiting for approvals.

2.1.3.

The Contractor shall comply with all Federal, State and local applicable laws, regulations, and any changes or revisions thereto.

2.1.2.

The Contractor shall adhere to such laws and regulations including when they are changed or revised during the performance of this PWS.

2.1.5.

The Contractor shall ensure that all work meets or exceeds the specifications in this PWS and all applicable regulations.

2.1.6.

The Contractor shall perform its own administrative services necessary to accomplish the work, i.e., internal payroll documents, internal administrative document handling.

2.1.7.

Must have full authority to act for the contractor on all contract matters relating to daily operations of this contract.

2.1.8.

Must be available during normal duty hours within 120 minutes by phone to discuss with government personnel any problem areas.

2.1.9.

The Contractor must not employ persons for work on this contract if such employee is considered by the contracting officer to be a potential threat to the health, safety, security, general well-being, or operational mission of the office and its population.

2.1.10.

No substitutes of personnel without notification and approval by the Contracting Officer’s Representative (COR). The Contractor shall notify the COR, in writing, of any addition, deletion, or change within 5 working days of such change. This list shall include each employee's name, work assignment, certification, qualifications, and experience.

2.1.11.

The Contractor must not employ any person who is an employee of the U.S. Government if employing that person would create a conflict of interest. Additionally, the Contractor must not employ any person who is an employee of the Indian Health Service, unless such person seeks and receives approval according to IHS regulations.

2.1.12.

Must maintain satisfactory standards of competence, conduct, appearance, integrity, and ethics. The Contractor shall maintain cooperative and businesslike relations with IHS staff and other I/T/U health facilities and personnel with whom it comes in contact. Any difficulties or disagreements shall be brought to the attention of the Contracting Officer (CO).

3.1.

THE TASKS WILL APPLY TO BASE YEAR AND SUBSEQUENT OPTION YEARS.

3.2.

Meet with DEDP staff to discuss PWS and outline tentative minimum requirements of HIV Epidemiologist activities

3.3.

Raise knowledge and awareness of priority acute and chronic health conditions impacting AI/ANs, with emphasis on HIV

3.3.1.

Oversee and conduct advanced-level HIV epidemiologic investigations by developing and designing methods of collecting, analyzing, and disseminating data and related analyses, and performing appropriate public health research in areas important to the public health of AI/ANs; disseminates relevant findings via presentation at national conferences, publication in peer-reviewed literature, and other mechanisms

3.3.2.

Collaborate with the IHS Tribal Epidemiology Centers Program and Tribal Epidemiology Center partners to provide consultation, technical assistance, and participation supporting relevant HIV public health activities and data surveillance

3.3.3.

Consult with I/T/U staff and partners to develop and implement scalable approaches, or recommend modification to existing approaches, for effective HIV disease prevention interventions for AI/AN populations at greatest risk

3.3.4.

Coordinate and contribute to the development and distribution of AI/AN-specific disease reports and informational materials, including HIV reports

3.3.5.

Conducts and oversees HIV literature reviews for design of programs, preparation of publications, planning and evaluation, and general understanding of public health topics

3.3.6.

Serves as technical lead for complex and specialized HIV epidemiologic projects; conducts limited scientific oversight of others’ contributions to collaborative efforts by providing guidance and coaching on epidemiologic methods and practices

3.3.7.

Mentors and contributes to the professional development of hosted students, interns, and fellows working on related scientific activities

3.4.

Designs and manages surveillance systems for HIV disease of public health importance for AI/ANs

3.4.1.

Support and strengthen disease surveillance systems to monitor trends in HIV disease prevalence, incidence, and risk factors, including geographic distribution

3.4.2.

Designs and implements instruments for the collection of HIV surveillance information and data. Develops methods for, and conducts advanced descriptive and comprehensive analyses of, surveillance data for multiple purposes

3.4.3.

Optimize utilization of HIV health-related data sources both internal and external to IHS, including development or acquisition of supplemental data sources where possible to address information gaps

3.4.4.

Provides technical assistance to communities and outside partners with respect to HIV surveillance, epidemiologic data, and evaluation. Works as a liaison to outside data-generating entities to develop and maintain partnerships for sharing and using data

3.4.5.

In coordination with appropriate IHS staff, develop, implement, and maintain suitable clinical performance measures relevant for HIV disease prevention programs; analyze resulting performance measures data and disseminate findings to stakeholders

3.5.

Support HIV disease outbreak response efforts

3.5.1.

Plans, conducts, and participates in timely HIV epidemiologic studies and activities supporting outbreak investigations or urgent public health problems.

3.6.

Increase awareness among I/T/U providers and other staff regarding HIV health conditions of public health importance to AI/AN populations

3.6.1.

Using varied formats such as electronic (e.g., email, webinars), static guidance, and in-person engagement, provide or support training and outreach to I/T/U clinical and other staff to convey relevant data, treatment guidelines, and additional public health context for HIV health conditions

3.7.

Support improvement of I/T/U, state, and local public health programs for AI/ANs with HIV

3.7.1.

Develop partnerships with public, private, and federal agencies involved in the delivery of public health services for AI/ANs with HIV

2.7.2.

Participate on IHS and national work groups addressing HIV public health topics 3.8.

Monthly Reports and Summary Report

3.8.1 Monthly report on activities to-date for review and approval by COR

3.8.2.

Summary report for year’s activities for review and approval by COR

4.1

WORKLOAD ESTIMATES – HIV EPIDEMIOLOGICAL TASKS

The tasks will apply to Base Year and subsequent Option Years

% of Time

TASKS

8%

Task 4.2.

Meet with DEDP staff to discuss PWS and outline tentative minimum or to clarify requirements of programmatic activities

40%

Task 4.3.

Raise knowledge and awareness of priority acute and chronic health conditions impacting AI/ANs, with emphasis on HIV

20%

Task 4.4.

Designs and manages surveillance systems for HIV disease of public health importance for AI/ANs

7%

Task 4.5.

Support HIV disease outbreak response efforts

10%

Task 4.6.

Increase awareness among I/T/U providers and other staff regarding HIV health conditions of public health importance to AI/AN populations

10%

Task 4.7.

Support improvement of I/T/U, state, and local public health programs for AI/ANs with HIV

5%

Task 4.8.

Monthly Reports and Summary Report

5.1

REQUIRED REPORTS AND DELIVERABLES

This is applicable to Base Year and Subsequent Option Years

SECTION D – PACKAGING AND MARKING

N/A

SECTION E – INSPECTION AND ACCEPTANCE

E.1.

INSPECTION AND ACCEPTANCE

All work under this contract is subject to inspection and final acceptance by the Contracting Officer (COR) or the duly authorized representative of the government. The Contracting Officer’s Representative (COR), as a duly authorized representative of the Contracting Officer, shall assume the responsibilities for monitoring the Contractor’s performance, evaluating the quality of services provided by the Contractor, and performing final inspection and acceptance of all deliverables and services called for by the contract.

E.2.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Purpose:

The purpose of this quality assurance surveillance plan (QASP) is to provide a government-developed and applied system to assure the use of quality assurance methods in the administration of the performance based acquisition standards. The intent is to ensure that the program services are provided in accordance with performance requirements set forth in the contract documents, that the government receives the quality of services called for in the contract and that the government only pays for the acceptable level of services received.

This plan provides the basis for the COR to evaluate the quality of the contractor’s performance. The oversight provided for in the contract and in this plan will help ensure that service levels reach and maintain the required levels throughout the contract term. Further, this plan provides the COR with a proactive way to avoid unacceptable or deficient performance and provides verifiable input for the required annual past performance evaluations.

Authority:

Authority to issue this QASP is provided under Section E.2. – Inspection and Acceptance, which provide for inspection and acceptance of the articles, services, and documentation called for in task orders to be accomplished by the CO or COR.

Scope:

The Contractor is responsible for management and quality control actions necessary to meet the quality standards set forth by the contract. The Contractor develops and submits its quality control plan (QCP) for government approval in compliance with its contract deliverables.

The Contractor must provide a quality control plan that contains, at a minimum, the items listed below to the contracting officer for acceptance not later than the post-award conference. The CO will notify the Contractor of acceptance or required modifications to the plan before the contract start date. The Contractor must make appropriate modifications and obtain acceptance of the plan for the CO before the contract start date. The plan must include:

A description of the inspection system to cover all services listed on the performance requirements summary. The description must include specifics as to the areas to be inspected on both a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspectors.

A description of the methods to be used for identifying and preventing defects in the quality of service performed.

The plan must ensure that no patient personally identifiable information is disclosed to the contractor in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), Public Law 102-191.

Once accepted, the Contractor then used the QCP to guide and rigorously document the implementation of the required management and quality control actions to achieve the specified results.

The QASP is put in place by the COR to provide government surveillance oversight of the Contractor’s quality control efforts to assure that they are timely, effective and delivering the results specified in the contract or task order. The QASP is not a part of the contract, nor is it intended to duplicate the Contractor’s QCP.

Government Resources

Contracting Officer (CO): Paul Premoe Contracting Officer’s Representative (COR): To be disclosed upon award.

Responsibilities

CO: Manage overall contract to assure that the Contractor receives fair and equitable treatment under the contract, as well as, determine whether the Contractor’s performance is adequate.

COR: Provide technical administration of the project and assure government surveillance of the Contractor’s performance. Inform the CO and the PM about Contractor performance and recommend payment of invoices. Participate in conference calls with the Contractor and attend occasional face-to-face meetings. Purpose of communications is to review project progress, discuss issues or problems, and develop recommendations.

Methods of Surveillance

The methods of surveillance listed below shall be used in the administration of this QASP. In addition to specific instructions that may be mentioned, the appropriate and standardized form that is to be used for documentation for QA surveillance is the surveillance activity checklist. Government staff will use these surveillance methods:

A. COR/PM Feedback - Government staff will use this method to inspect and approve: The PM will review and recommend approval or corrections as appropriate to the COR, who will then approve after due consideration of performance standards. The COR/PM Feedback Form will be used each time the Contractor sends curriculum or reports to COR and PM. Procedures to be used for materials:

1. Visual inspection, reading for content, layout, visual appeal, organization, and cultural acceptability of the curriculum, lessons, lessons plans, teaching tools and Evaluation Reports by the PM and then recommendation to the COR for Approval or for corrective actions to be taken if needed.

B. Evaluation Summaries - This method of government method of monitoring relies on the evaluation summaries that is related to actual requirements of the contract. The evaluation summaries will be used each time the Contractor hosts a training at the pilot sites. The Contract Discrepancy Report (see Performance Evaluation below) will be used when the contractor does not meet the standards when evaluated by the COR and/or Program Manager.

Identified QA Surveillance Tasks (QASP) – Acceptable Quality Levels (AQL)

Performance Evaluation

If the Contractor fails to perform required services at the acceptable quality level, payment may be withheld until the contractor makes corrections. In the event that the contractor is failing to perform any required services, the COR will provide written notice of such to the PM, the Contracting Office and the contractor. The Contracting Office will issue the contractor a Contractor Discrepancy Report (CDR). The contractor shall have 12 calendar days to provide the Contracting Office with contractor’s response to the CDR. Upon evaluation of the Contractor’s response to the CDR for tasks surveilled, the contractor’s payment for the month in which the performance in question occurred will be calculated. For this example, assume the following:

a. progress reports at the 90% compliance level to IHS COR and PM as specified;

b. progress report is not provided in timeframe identified; and

c. billing.

The maximum payment percentage to be withheld for not meeting the AQL would be 20%.

Documentation

The Program Manager will, in addition to providing documentation to the Contracting Officer, maintain a complete quality assurance file. The will contain copies of all reports, evaluations, recommendations, and any actions related to the government’s performance of the quality assurance function, including the originals of all surveillance activity checklist. All such records will be retained for the life of this contract. The Program Manager shall forward these records to the Contracting Officer upon termination or completion of the contract. Forms to be used are:

Contract Discrepancy Report (CDR)

Contractor Assessment Report (PM/COR Feedback Form)

QUALITY ASSURANCE SURVEILLANCE PLAN

Within 1 wk of deadline – Minus 1% of invoice

W/in 2 wks of deadline – Minus 5% of invoice

W/in 4 wks of deadline – Minus 10% of invoice

After 4 wks - Minus 25% of invoice

3.3.1. Oversee and conduct advanced-level HIV epidemiologic investigations by developing and designing methods of collecting, analyzing, and disseminating data and related analyses, and performing appropriate public health research in areas important to the public health of AI/ANs; disseminates relevant findings via presentation at national conferences, publication in peer-reviewed literature, and other mechanisms

Completion of assignments/projects according to specified deadlines

Within 1 wk of deadline – Minus 1% of invoice

W/in 2 wks of deadline – Minus 5% of invoice

W/in 4 wks of deadline – Minus 10% of invoice

3.3.2. Collaborate with the IHS Tribal Epidemiology Centers Program and Tribal Epidemiology Center partners to provide consultation, technical assistance, and participation supporting relevant HIV public health activities and data surveillance

Completion of assignments/projects according to specified deadlines

Within 1 wk of deadline – Minus 1% of invoice

W/in 2 wks of deadline – Minus 5% of invoice

W/in 4 wks of deadline – Minus 10% of invoice

After 4 wks - Minus 25% of invoice

Within 1 wk of deadline – Minus 1% of invoice

W/in 2 wks of deadline – Minus 5% of invoice

W/in 4 wks of deadline – Minus 10% of invoice

3.3.4. Coordinate and contribute to the development and distribution of AI/AN-specific disease reports and informational materials, including HIV reports

Completion of assignments/projects according to specified deadlines

Within 1 wk of deadline – Minus 1% of invoice

W/in 2 wks of deadline – Minus 5% of invoice

W/in 4 wks of deadline – Minus 10% of invoice

After 4 wks - Minus 25% of invoice

Within 1 wk of deadline – Minus 1% of invoice

W/in 2 wks of deadline – Minus 5% of invoice

W/in 4 wks of deadline – Minus 10% of invoice

After 4 wks - Minus 25% of invoice

Within 1 wk of deadline – Minus 1% of invoice

W/in 2 wks of deadline – Minus 5% of invoice

W/in 4 wks of deadline – Minus 10% of invoice

3.3.7. Mentors and contributes to the professional development of hosted students, interns, and fellows working on related scientific activities

Completion of assignments/projects according to specified deadlines

Within 1 wk of deadline – Minus 1% of invoice

W/in 2 wks of deadline – Minus 5% of invoice

W/in 4 wks of deadline – Minus 10% of invoice

After 4 wks - Minus 25% of invoice

Within 1 wk of deadline – Minus 1% of invoice

W/in 2 wks of deadline – Minus 5% of invoice

W/in 4 wks of deadline – Minus 10% of invoice

After 4 wks - Minus 25% of invoice

Within 1 wk of deadline – Minus 1% of invoice

W/in 2 wks of deadline – Minus 5% of invoice

W/in 4 wks of deadline – Minus 10% of invoice

3.4.3. Optimize utilization of HIV health-related data sources both internal and external to IHS, including development or acquisition of supplemental data sources where possible to address information gaps

Completion of assignments/projects according to specified deadlines

Within 1 wk of deadline – Minus 1% of invoice

W/in 2 wks of deadline – Minus 5% of invoice

W/in 4 wks of deadline – Minus 10% of invoice

3.4.4. Provides technical assistance to communities and outside partners with respect to HIV surveillance, epidemiologic data, and evaluation. Works as a liaison to outside data-generating entities to develop and maintain partnerships for sharing and using data.

Completion of assignments/projects according to specified deadlines

Within 1 wk of deadline – Minus 1% of invoice

W/in 2 wks of deadline – Minus 5% of invoice

W/in 4 wks of deadline – Minus 10% of invoice

3.4.5. In coordination with appropriate IHS staff, develop, implement, and maintain suitable clinical performance measures relevant for HIV disease prevention programs; analyze resulting performance measures data and disseminate findings to stakeholders

Completion of assignments/projects according to specified deadlines

Within 1 wk of deadline – Minus 1% of invoice

W/in 2 wks of deadline – Minus 5% of invoice

W/in 4 wks of deadline – Minus 10% of invoice

3.5.1. Plans, conducts, and participates in timely HIV epidemiologic studies and activities supporting outbreak investigations or urgent public health problems.

Completion of assignments/projects according to specified deadlines

Within 1 wk of deadline – Minus 1% of invoice

W/in 2 wks of deadline – Minus 5% of invoice

W/in 4 wks of deadline – Minus 10% of invoice

3.6.1. Using varied formats such as electronic (e.g., email, webinars), static guidance, and in-person engagement, provide or support training and outreach to I/T/U clinical and other staff to convey relevant data, treatment guidelines, and additional public health context for HIV health conditions

Completion of assignments/projects according to specified deadlines

Within 1 wk of deadline – Minus 1% of invoice

W/in 2 wks of deadline – Minus 5% of invoice

W/in 4 wks of deadline – Minus 10% of invoice

After 4 wks - Minus 25% of invoice

Within 1 wk of deadline – Minus 1% of invoice

W/in 2 wks of deadline – Minus 5% of invoice

W/in 4 wks of deadline – Minus 10% of invoice

3.7.2. Participate on IHS and national work groups addressing HIV public health topics

Completion of assignments/projects according to specified deadlines

Within 1 wk of deadline – Minus 1% of invoice

W/in 2 wks of deadline – Minus 5% of invoice

W/in 4 wks of deadline – Minus 10% of invoice

3.8.1 Monthly Reports

Within 1 wk of deadline – Minus 1% of invoice

W/in 2 wks of deadline – Minus 5% of invoice

W/in 4 wks of deadline – Minus 10% of invoice

3.8.2 Summary Reports

Within 1 wk of deadline – Minus 1% of invoice

W/in 2 wks of deadline – Minus 5% of invoice

W/in 4 wks of deadline – Minus 10% of invoice

SECTION F – DELIVERIES AND/OR PERFORMANCE

F.1

PERIOD OF PERFORMANCE

The period of performance of the contract includes 1 year base period with four one (1) year option periods.

F.2.

PLACE OF PERFORMANCE

The Contractor shall work onsite at the IHS DEDP office, 5600 Fishers Lane, Rockville, MD 20857, or periodically at an alternate local telework site as approved.

F.3.

DELIVERABLE SCHEDULE

The Contractor shall submit the below deliverable items to the Contracting Officer’s Representative (COR) and the Contract Specialist (CS) at the address shown in the PWS.

Items specified for delivery below are subject to the review and approval of the COR prior to acceptance. The Contractor shall be required to make revisions deemed necessary by the COR.

F.4.

REQUIRED DELIVERABLES

See Section C – Description/SpecificationS/PERFORMANCE WORK STATEMENT a.

Miscellaneous documents and written materials developed during the course of the contract period, whether in draft or final form, are deemed the property of the US Government.

b. The U.S. Government reserves the right to accept or reject services, if the level of work performance is unsatisfactory based on deliverables.

F.3.

CORRESPONDENCE AND CONFERENCE CALLS

The Contractor shall provide quarterly updates and correspondence as determined necessary by the COR. The quarterly conference call schedule may be adjusted as determined by the COR. Training updates and correspondence include but are not limited to training summaries, conference call agendas and minutes, and any other items deemed necessary by the COR.

F.6.

CONFIDENTIALITY, SECURITY AND PRIVACY

Assigned contractor employee shall sign the provided IHS Quality Assurance Records Sharing and Confidentiality Agreement & Business Associate Agreement.

F.7.

GOVERNMENT-FURNISHED PROPERY/SERVICES & EXPECTATIONS

The government will provide a work space and laptop to the assigned contractor employee.

F.8.

RECORDS

The Contractor shall specifically destroy or return to IHS all data utilized in the evaluation of the project. The Contractor shall not use, retain, publish, or add the data to any other data it has collected at any time for any other purpose. The Contractor shall use only non-personally identifiable information in the evaluation of the project.

The Government shall be deemed as having complete control over direct ownership of records and data created or produced by the Contractor in the performance of this contract until such time as the records and data have been: (1) subjected to an acceptable method of quality control and quality assurance and utilized in the evaluation of this project; and (2) destroyed or returned completely to Indian Health Service and (3) the Contractor may not publish or use any records or findings from the project for any other purpose in accordance with the terms of this contract.

As used in this PWS, "records and data" mean: (1) any handwritten, typed, or printed documents (including, but not limited to, memoranda, letters, writings, books, brochures, transcripts, minutes, electronic transmissions, study findings, laboratory note books, chromatograms, spectra, and maps); (2) documentary material in other forms (such as punch cards, magnetic or paper tapes, instrumentation cards, computer discs, electronically stored information, audio or video recordings, motion pictures, photographs, slides, microfilm, and microfiche); (3) biological samples and pathology materials (pathology slides, paraffin blocks, and wet tissues); and (2) any patient/client data obtained from Tribes or Indian Health Service for the purpose of evaluation of the project. Records and data may or may not constitute a specific deliverable defined under the terms of the contract.

F.9.

REPORTING

The Contractor shall follow the reporting plan submitted as part of the proposal and keep the Government fully informed of status throughout the contract period. Throughout the contract periods, it is essential that attention be given to minimize interruptions or delays to work in progress that would impact the mission.

The Contractor shall provide status reports to the COR to include but not be limited to expense variance to budget, logistical updates, attendee metrics, attendee training evaluations, project plan tracking, evaluation data, and other items as determined by the COR. The Contractor shall deliver status reports by email or postal service no less than every month but may be adjusted as determined necessary by the COR throughout the course of the project. Electronic reports shall be presented in Microsoft Office format and approved by the COR. The monthly status reports shall be discussed at the Start-Up meeting.

The Contractor shall provide to the COR, annual performance reports that include but are not limited to project plan status and accomplishments, fiscal accountability, evaluation data, sub-Contractor performance reports (if applicable) and a Contractor self-evaluation report. The Contractor shall provide a written outline of the annual report to the COR for approval according to the deliverable schedule. The annual reports shall be delivered by e-mail and postal service according to the deliverable schedule before the end of the contract period. The annual report shall be discussed at the Start-up meeting.

F.10.

CONTRACTOR PAYMENT

If the Contractor fails to perform required services at the acceptable quality level, payment may be withheld until contractor makes corrections. The COR is responsible for documenting and communicating performance deviations, corrective actions, and performance improvements to the PM, the Contracting Office, and the contractor.

F.13.

TRAVEL/TEMPORARY DUTY (TDY)

All travel requirements (including plans, agenda, itinerary, or dates) shall be pre-approved by the by the Contracting Officer’s Representative (COR) or Program Manager. After approval, the Contractor shall make travel arrangements in accordance with the Federal Travel Regulations (FTR), and in accordance with the regulatory implementation of Public Law 99-232 and FAR 31.205-26 Travel Costs (subject to local policy & procedures; may reference FAR).

SECTION G – CONTRACT ADMINISTRATION

G.1.

AUTHORITIES OF GOVERNMENT PERSONNEL

Notwithstanding the Contractor’s responsibility for total management during the performance of this Contract, the administration of the Contract will require maximum coordination between the Government and the Contractor. The following individuals will be the Government’s points of contact during the performance of this Contract.

G.1.1.

Contracting Officer (CO)

The IHS Contracting Officer is the only individual authorized to modify this Contract. The CO responsible for administrative and contractual issues concerning this Contract is:

Paul Premoe, Contracting Officer

Indian Health Service/Division of Acquisition Policy (DAP) 5600 Fishers Lane, Mailstop 09E70 Rockville, MD 20857 Phone: 301-223-2270 Email: paul.premoe@ihs.gov

All communications pertaining to contractual and/or administrative matters under the contract shall be sent to the address above and to the following Contract Specialist:

G.1.

Program Manager (PM)

To be disclosed upon award

Indian Health Service/Division of

5600 Fishers Lane Rockville, MD 20857 Phone:

Email:

G.1.2.

Contracting Officer’s Representative (COR) The name and address of the COR assigned to this project is:

To be disclosed upon award 5600 Fishers Lane Rockville, MD 20857

Phone:

Email:

G.1.2.1.

Technical Monitoring – Responsibilities of the COR

a) Performance of work under this contract must be subject to the technical direction of the Contracting Officers’ Representative identified above, or a representative designated in writing. The term “technical direction” includes, without limitation, direction to the Contractor that directs or redirects the labor effort, shifts the work between work areas or locations, fills in details and otherwise serves to ensure that task areas outlined in the Performance Work Statement are accomplished satisfactorily.

(b) Technical direction must be within the scope of the specification(s)/Performance Work Statement.

The Contracting Officers’ Representative does not have authority to issue technical direction that:

(1) Constitutes a change of assignment or additional work outside the specification(s)/work statement;

(2) Constitutes a change as defined in the clause entitled “Changes”;

(3) In any manner causes an increase or decrease in the contract price, or the time required for contract performance;

(2) Changes any of the terms, conditions, or specification(s)/work statement of the contract;

(5) Interferes with the Contractor's right to perform under the terms and conditions of the contract; or

(6) Directs, supervises or otherwise controls the actions of the Contractor's employees.

(c) Technical direction may be oral or in writing. The Contracting Officers’ Representative shall confirm oral direction in writing within five work days, with a copy to the Contracting Officer.

(d) The Contractor shall proceed promptly with performance resulting from the technical direction issued by the Contracting Officers’ Representative. If, in the opinion of the Contractor, any direction of the Contracting Officers’ Representative, or his/her designee, falls within the limitations in (b), above, the Contractor shall immediately notify the Contracting Officer no later than the beginning of the next Government work day.

(e) Failure of the Contractor and the Contracting Officer to agree that technical direction is within the scope of the contract shall be subject to the terms of the clause entitled “Disputes.”

G.2.

INVOICE SUBMISSION

The Contractor shall submit invoices in accordance with the instruction provided in on Page 3, Part V. Contract Deliverables. A complete invoice with all required back-up documentation shall be sent electronically via e-mail to:

1. Contract Specialist* (CS):

2. Contracting Officer’s Representative (COR):

3. Program Manager:

2. Indian Health Service: Office of Finance & Accounting, HQInvoices@ihs.gov

* No other non-invoice related documents (i.e. deliverables, reports, balance statements) shall be sent to the CS or [enter billing office acronym]. Failure to submit directly to the offices listed above will delay prompt payment of your invoice.

For invoices submitted by email: the subject line of your email invoice submission shall contain the Contractor’s name, contract number, and invoice. The Contractor shall send one email per contract monthly. The email may have multiple invoices for the contract. Invoices must be in one of the following formats: PDF, TIFF, or Word. No Excel formats will be accepted. The electronic file cannot contain multiple invoices; example, 10 invoices requires 10 separate files (PDF, TIFF, or Word).

Additionally, the Contractor is required to include its Data Universal Numbering System (DUNS) number on each invoice. For additional information about the Dun & Bradstreet (D&B) DUNS number, please visit http://fedgov.dnb.com/webform.

Invoices shall be submitted in accordance with the contract terms, i.e. payment schedule, progress payments, partial payments, deliverables, etc.

All information set forth in FAR Clause 52.212-2(g), Invoice, must be included in all invoices for it to constitute a proper invoice.

FAR 52.212-2(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include-

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, contract line item number and, if applicable, the contract number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice;

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration, or 52.232-32, Payment by Electronic Funds Transfer-Other Than Central Contractor Registration), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR Part 1315.

In accordance with OMB Memorandum, M-11-32, Agencies shall make payments to small businesses as soon as practicable, with the goal of making payments within 15 days of receipt of a proper invoice. If a small business contractor is not paid within this (15 day) accelerated period, the contractor will not be given a late-payment interest penalty. Interest penalties, as prescribed by the Prompt Payment Act, remain unchanged by means of this memorandum. All small businesses shall label all invoices as “Small Business.”

Additionally, in accordance with OMB Memorandum, M-12-16, all prime contractors are encouraged to disburse funds received from the Federal Government to their small business subcontractors in a prompt manner. To assist prime contractors in expediting contractor payments to small business subcontractors, Agencies shall, to the full extent permitted by law, temporarily establish an earlier, accelerated date for making agency payments to all prime contractors. Consistent with OMB Memorandum M-11-32 above, Agencies shall have a goal of paying all prime contractors within 15 days of receiving proper documentation. In an effort to support small business growth, drive economic activity and job creation, the Contractor is encouraged to accelerate payments to their small business subcontractors.

In accordance with the requirements of the Debt Collection Improvement Act of 1996, all payments under this contract will be made by electronic funds transfer (EFT). The Contractor shall provide financial institution information to the Finance Office designated above in accordance with FAR 52.232-33 Payment by Electronic Funds Transfer - Central Contractor Registration.

Failure to submit directly to the offices listed above will delay prompt payment of your invoice.

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1. Security Requirements A. Baseline Security Requirements

1) Applicability. The requirements herein apply whether the entire contract or order (hereafter “contract”), or portion thereof, includes either or both of the following:

a. Access (Physical or Logical) to Government Information: A Contractor (and/or any subcontractor) employee will have or will be given the ability to have, routine physical (entry) or logical (electronic) access to government information.

b. Operate a Federal System Containing Information: A Contractor (and/or any subcontractor) will operate a federal system and information technology containing data that supports the HHS mission.