ADMINISTRATIVE DATA.pdf

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ADMINISTRATIVE DATA

1. POINTS OF CONTACT

Contractor Contract Administration:

Contractor Name:

Address:

Telephone:

E-mail:

Tax ID Number:

Dun & Bradstreet Number:

Government Contract Administration: TBD

2. CONTRACT TYPE: Firm Fixed Price

3. PSC & NAICS:

Product Service Code: Q602 – Medical Records North American Industrial Classification System (NAICS) 561320 – Temporary Help Services $32.5 - Size standards in millions of dollars.

4. 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.

5. 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

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6. SCHEDULE OF PRICES/COSTS

The pricing shall be firm-fixed-price for the base year. The quantities identified are estimated quantities per hour. The government does not guarantee all quantities will be used and shall be invoiced based on quantities actually ordered.

YEAR DESCRIPTION Hours UNIT PRICE Estimated Annual

Total

BASE Medical Records Technician 2080

Grand Total:

7. NONPERSONAL SERVICES CONTRACT

It is expressly agreed and understood that this is a nonpersonal services contract, as defined in Federal Acquisition Regulation (FAR) 37.101, under which the professional services rendered by the Contractor are rendered in its capacity as an independent contractor.

8. CONTRACT PERFORMANCE MONITORING

Contracting Officer Representative (COR): TO BE DETERMINED

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. The COR does not have the authority to change or alter the order amount, terms and conditions.

COR activities include— Providing technical monitoring during contract performance and advising the Contracting

Officer relating to delivery, acceptance, or rejection of deliverables in accordance with the terms of the contract;

Assessing contractor performance;

Recommending necessary changes to the schedule of work and period of performance to accomplish the objectives of the contract (The COR shall provide the Contracting Officer a written request along with an appropriate justification and a funding document, if additional funds are needed.);

Reviewing invoices/vouchers and recommending approval/disapproval by the Contracting Officer, including providing comments regarding anything unusual discovered in the review;

Reviewing and recommending approval or disapproval of technical submissions, subcontractors, overtime, travel, and key personnel changes;

Assisting the Contractor in the resolution of technical problems encountered during performance;

Participating, as necessary, in various phases of the contract closeout process;

Serve as the Assessing Official in CPARS. Initiate and complete CPARS performance evaluations annually

(interim) and upon contract completion (final).

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9. 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.

(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.

10. 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 issue a bilateral modification and submit 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.

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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 issue a bilateral modification to deobligate excess funds and submit 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.