Administrative Data.pdf

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ADMINISTRATIVE DATA

6. Points of Contact: All contract administration matters will be handled by the following individuals.

6.1 Contractor Contract Administrator:

Address:

Telephone:

E-mail:

Tax ID Number:

Dun & Bradstreet Number:

6.2 Contractor CPARS Reporting: If different from above

Name:

Title:

E-mail:

Telephone:

6.3 Government Contract Administrator: TBD

Name:

Title:

E-mail:

Telephone:

6.4 Government Contracting Officer Representative (COR): TBD

Name:

Title:

E-mail:

Telephone:

6.5 PSC: J065

NAICS: 811219

SIZE: $20.5 in millions

6.6 Contract Type: Firm Fixed Price

Contract Vehicle: Indefinite Delivery Indefinite Quantity (Delivery/Task Orders)

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INVOICE, PAYMENT, PRICING

Invoice Instructions:

In accordance with the Prompt Payment Act, payment will be due 30 days after receipt of services & receipt of a proper invoice, whichever occurs last. At a minimum, a properly prepared invoice shall include:

a. Name and address of the Contractor.

b. Invoice date and invoice number. (The Contractor should date invoices as close as possible to the date of the mailing or transmission.)

c. IHS Contract No.

d. Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed.

e. Shipping and payment terms (e.g., shipment number and date of shipment, discount for prompt payment terms). Bill of lading number and weight of shipment will be shown for shipments on Government bills of lading.

f. Name and address of Contractor official to whom payment is to be sent (must be the same as that in the contract or in a proper notice of assignment).

g. Name (where practicable), title, phone number, and mailing address of person to notify in the event of a defective invoice.

h. Contractor Taxpayer Identification Number (TIN).

i. Contractor Dun & Bradstreet Number (DUNS).

Improperly prepared invoices or statements shall be returned to the contractor and may delay payment.

Payment Terms:

a. Payment shall be made by electronic funds transfer (EFT). Payment shall be made in arrears of service received. Contractor shall be properly registered in www.sam.gov to allow for EFT payments.

b. The Contractor’s rate identified for services described herein is considered as an all-inclusive rate. All-inclusive is defined to include but is not limited to services, travel, lodging, liability insurance, fringe benefits, federal, state and local taxes, and all other costs pertinent to the performance of this contract.

c. Net 30 in arrears

Cost & Pricing:

Contractor shall provide unit pricing in order to be eligible for contract award.

The pricing shall be firm-fixed-price for the base year and each option year. The quantities identified are estimated quantities.

The government does not guarantee all quantities will be used and shall be invoiced based on quantities actually ordered.

Year Estimated Annual

Quantity

Minimum Maximum Unit Price Per Hour

Estimated Annual Total

Base Year 800 – 7,200 66 7,200 Option Year 1 800 – 7,200 66 7,200 Option Year 2 800 – 7,200 66 7,200 Option Year 3 800 – 7,200 66 7,200 Option Year 4 800 – 7,200 66 7,200 Grand Total:_______________

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SERVICE LOCATION

Service Location: Service to be provided shall occur at the following locations and will be assigned by the COR as needed.

Service shall occur at either location with no additional cost in contract price.

Cass Lake Hospital, Cass Lake, MN

Red Lake Hospital, Red Lake MN Ponema Health Clinic, Ponema, MN White Earth Health Center, Ogema, MN Naytahwaush Health Clinic, Naytahwaush, MN Pine Point Health Clinic, Ponsford, MN East Lake Clinic, McGregor MN Aazhoomog Clinic, Sandstone, MN Neiashing Health Center, Onamia, MN Nett Lake Clinic, Nett Lake, MN Vermilion Clinic, Tower, MN Grand Portage Clinic, Grand Portage, MN

CONTRACT PERFORMANCE MONITORING

Monitoring: Monitoring of Contractor’s performance shall be demonstrated through administrative and physical reviews.

Contracting Officer Representative (COR): The COR will be responsible for verifying contract compliance and shall designate appropriate personnel to monitor services. The role of program and technical personnel in monitoring the contract is to assist and advise the Contracting Officer, and act as the COR when so designated by the Contracting Officer.

COR Duties: COR duties include the following activities.

• Serve as the primary liaison between the contractor and the Contracting Officer;

• Ensure consistency among multiple CORs under a single contract when providing guidance to the contractor and evaluating the contractor’s performance;

• Maintain a complete working file for the assigned contractual instrument;

• Monitor and evaluate the contractor’s performance and make timely reports of your findings to the Contracting Officer;

• Complete interim and final evaluations of the contractor’s performance under the instrument (see Page 4 for proposed schedule for assessments);

• Provide the Contracting Officer with copies of all of your written correspondence (including electronic communications) with the contractor;

• Inform the Contracting Officer of substantive oral communications (e.g., telephone conversations) with the contractor and provide notes and/or summaries of them as requested;

• Inspect and evaluate products (including reports and drafts) and services delivered by the contractor, and make recommendations to the Contracting Officer regarding their acceptability;

• Review and approve/reject contractor’s invoices (fixed-price contracts) or vouchers (cost-reimbursement type contracts);

• Monitor the contractor’s use of key personnel and notify the Contracting Officer of any changes in key personnel proposed by the contractor;

• Review the qualifications of proposed subcontractors and the appropriateness of subcontracting contract work, and make recommendations to the Contracting Officer regarding consent to the placement of subcontracts;

• Provide the contractor with, monitor the use of, and report on Government-furnished property;

• Provide technical guidance to the contractor;

• Promptly notify the Contracting Officer immediately of any:

o Actual or potential contractor performance problems;

o Action or inaction by HHS StaffDiv/OPDIV personnel that may affect the contractor’s ability to perform; and o Inappropriate action on the part of HHS StaffDiv/OPDIV personnel with regard to the contract (e.g., any action that creates a conflict of interest on the part of the contractor or causes the contractor to perform inherently governmental functions). The COR should concurrently notify the program office of any such action.

• As requested by the Contracting Officer, provide him/her with technical assistance on contract-related matters (e.g., disputes, settlements, litigation, patent and copyright issues, final payment during closeout, etc.);

• Provide timely reports on contractor performance to the Contracting Officer and other interested parties; and

• Ensure proper distribution of final products and other information resulting from the contract.

• Initiate and complete interim and final past performance evaluations in CPARS.

• The COR is not authorized to take any action that requires a Contracting Officer’s warrant, including:

o Changing any of the contract’s terms and conditions;

4 | 5 o Directing the contractor to perform work or make deliveries not specifically required under the contract;

o Waiving or relaxing, in any way, the Government’s rights with regard to the Contractor’s compliance with the specifications, price, delivery or any other terms or conditions of the contract; and, o Making any commitments or approving any actions that would create any financial obligation on the part of the

Government.

Contractor Performance Assessment Reporting System: The Contractor Representative and IHS Assessing Official shall be responsible for and are required to conduct past performance evaluations during the performance of this contract and agree to provide cooperation for timely completion of CPARS.

• IHS shall prepare and submit evaluations of contractor performance, including both negative and positive evaluations, electronically in the CPARS at http://www.cpars.gov.

• The Contractor Representative shall be afforded up to 14 calendar days from the date of notification of availability of the past performance evaluation to submit comments, rebutting statements, or additional information.

• At a minimum, interim evaluations shall be issued upon expiration of the base year and each option year.

• A final evaluation shall be issued upon expiration of the contract in its entirety.

• Timely completion is considered to be within 30 days upon expiration of the base year and each option year.

• The Contractor shall provide the Government notice when the contractor representative responsible for addressing CPARS has changed. The Government will update the contractor representative in CPARS upon notice.

SECURITY COMPLIANCE

Health and Human Services - Office of Inspector General (HHS/OIG) To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the contractor is required to check the Health and Human Services - Office of Inspector General (HHS/OIG), List of Excluded Individuals/Entities on the OIG Website (www.hhs.gov/oig) for each person providing services under this contract. Further, the Contractor is required to certify in its proposal that all persons or entities listed in the contractor’s proposal have been compared against the OIG list and are NOT listed. During the performance of this contract the Contractor is prohibited from using any individual or business listed on the list of Excluded Individuals/Entities.

Health Insurance Portability & Accountability Act (HIPAA ) Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). Refer to HIPAA Business Associate’s Agreement (BAA) attachment. The Contractor shall ensure all that staff assigned to provide service under this contract have been properly trained and remain compliant with privacy and security regulations.

HHSAR 304.1300 HHS-Controlled Facilities and Information Systems Security

(a) To perform the work specified herein, Contractor personnel are expected to have routine (1) physical access to an HHS-controlled facility; (2) logical access to an HHS-controlled information system; (3) access to sensitive HHS data or information, whether in an HHS-controlled information system or in hard copy; or (4) any combination of circumstances (1) through (3).

(b) To gain routine physical access to an HHS facility, logical access to an HHS-controlled information system, and/or access to sensitive data or information, the Contractor and its employees shall comply with Homeland Security Presidential Directive (HSPD)-12, Policy for a Common Identification Standard for Federal Employees and Contractors; Office of Management and Budget memorandum (M- 05-24); and Federal Information Processing Standards Publication (FIPS PUB) Number 201; and with the personal identity verification and investigation procedures contained in the following documents:

(1) HHS Information Security Program Policy.

(2) HHS Office of Security and Drug Testing, Personnel Security/Suitability Handbook, dated February 1, 2005.

(3) HHS HSPD-12 Policy Document, v. 2.0.

(c) This contract/order will entail the following position sensitivity level(s): Sensitive

(d) The personnel investigation procedures for Contractor personnel require that the Contractor prepare and submit background check/investigation forms based on the type of investigation required. The minimum Government investigation for a non-sensitive position is a National Agency Check and Inquiries (NACI) with fingerprinting. More restricted positions – i.e., those above non-sensitive, require more extensive documentation and investigation. As part of its proposal, and if the anticipated position sensitivity levels are specified in paragraph (c) above, the Offeror shall notify the Contracting Officer of (1) its proposed personnel who will be subject to a background check/investigation and (2) whether any of its proposed personnel who will work under the contract have previously been the subject of national agency checks or background investigations.

(e) Investigations are expensive and may delay performance, regardless of the outcome of the investigation. Delays associated with rejections and consequent re-investigations may not be excusable in accordance with the FAR clause, Excusable Delays – see a.

Accordingly, if position sensitivity levels are specified in paragraph (c), the Offeror shall ensure that the employees it proposes for work under this contract have a reasonable chance for approval.

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(f) Typically, the Government investigates personnel at no cost to the Contractor. However, multiple investigations for the same position may, at the Contracting Officer’s discretion, justify reduction(s) in the contract price of no more than the cost of the additional investigation(s).

(g) The Contractor shall include language similar to this “HHS-Controlled Facilities and Information Systems Security” language in all subcontracts that require subcontractor personnel to have the same frequency and duration of (1) physical access to an HHS-controlled facility; (2) logical access to an HHS-controlled information system; (3) access to sensitive HHS data/information, whether in an HHS-controlled information system or in hard copy; or (4) any combination of circumstances (1) through (3).

(h) The Contractor shall direct inquiries, including requests for forms and assistance, to the Contracting Officer or designee.

(i) Within 7 calendar days after the Government’s final acceptance of the work under this contract, or upon termination of the contract, the Contractor shall return all identification badges to the Contracting Officer or designee.

CONTRACT CLOSEOUT

Contract Closeout: The contract closeout process shall begin as soon as possible after the contract is physically completed, which means that the contractor has delivered the required supplies and the Government has inspected and accepted them, or the contractor has performed and the Government has accepted all services required by the contract, and the base period and any option periods exercised have expired. At the outset of this process, the Contractor and Government shall review the contract funds status of any excess funds the Government might deobligate.

Partial Closeout: Upon expiration of a contract line item number (CLIN) the Contractor and Government shall perform partial closeout to deobligate excess funds, as applicable. The Government will execute a bilateral modification and present to the Contractor for signature. The Contractor shall review and process the modification in a timely manner. In the event of a discrepancy, the Contractor shall promptly notify and work with the Government to quickly resolve the discrepancy to allow for closeout.

Final Closeout: Upon expiration of the contract, base year and each exercised option, the Contractor and Government shall commence with final contract closeout. The Government will execute a bilateral modification to deobligate excess funds and present to the Contractor for signature. The Contractor shall review and process the modification in a timely manner. In the event of a discrepancy, the Contractor shall promptly notify and work with the Government to quickly resolve the discrepancy to allow for closeout.

Payment and Claims: To allow for closeout, the Contractor shall submit all invoices and claims in a timely manner during contract performance as well as submit a final invoice upon completion of the base year and each exercised option year. The Contractor shall actively monitor invoices or claims submitted to the Government to ensure all payments due were received.