Dental_Insurance_RFP_Amendment_0001.pdf

Dental Insurance

CC14HQR0010

SECTION B – SERVICES AND PRICES

B.1 GENERAL

The contractor shall provide the services specified in Section C, Performance Work Statement, of this contract for a one-year base period and nine one-year option periods at the rates specified in each Contract Line Item Number (CLIN). These prices shall be in effect through the base period of the contract and through all option periods, if exercised.

The contractor shall underwrite and administer OCC’s Dental Insurance Program for OCC employees, retirees, and their eligible family members as well as employees of the Office of Financial Research (OFR) and their dependents.

B.2 PRICING SCHEDULE FOR DENTAL INSURANCE PROGRAM

The Contractor shall underwrite and administer insurance for two different dental plans, Preferred Provider Organization (PPO) and Dental Health Maintenance Organization (DHMO) (or an alternative dental option).

The OCC pays 100 percent of the premium for its active employees, disabled retirees and buyouts/survivors. Retirees pay 100 percent of the premium based on the coverage tier they elect, which can be retiree only, retiree + one, or retiree and family.

The number of eligible employees enrolled in the DHMO and PPO plans is estimated and used for the purpose of establishing a funding amount for each performance period. The OCC employee population may fluctuate within each performance period resulting in an increase or decrease throughout the year (i.e., there may be a variation in quantity). The number of eligible employees enrolled in the DHMO and PPO plans is also subject to change. The OCC will remit premium payment based on actual enrollment for that month at the performance period’s fixed unit rate. Retirees will be invoiced on a monthly basis directly by the contractor.

Funds will be obligated at time of award for the base period (or at the time each option period is exercised, if the Government chooses to exercise an option). Funds will be added to the contract by modification for eligible employees who are hired after January 1 of that period of performance, if needed. The contractor shall notify the CO when 75% of these funds have been invoiced to the OCC. The contractor shall provide an estimate of additional funds required for the remainder of the period of performance.

B.3 CONTRACT LINE ITEM NUMBER (CLIN) DESCRIPTION AND

ARRANGEMENT

This contract will be a firm fixed price type contract (i.e., there will be fixed unit rates, but the quantity may change). Contract options 2 through 9 may increase only by mutual agreement of the parties through negotiations, but no higher than the not-to-exceed amount (i.e., price cap).

The fixed monthly rates specified herein shall include all overhead, fringe benefits, general and administrative expenses, and profit for the successful performance of all specified services.

Additionally, there will be a transition period (date of award until December 31, 2014) to enroll employees into the dental plan which will not be separately priced and will be included in the base year. See Attachment 8, Price Proposal Spreadsheet, for the CLIN structure.

SECTION C – PERFORMANCE WORK STATEMENT (PWS)

C.1 INTRODUCTION

The Office of the Comptroller of the Currency (OCC), headquartered at 400 7th Street, SW, Washington, DC 20219, is a non-appropriated federal financial regulatory bureau of the Department of the Treasury. The OCC charters, regulates, and supervises national banks, including supervision of federal branches and agencies of foreign banks. The OCC’s employs approximately 4,000 and there are approximately 1,000 employees at its headquarters location in Washington, DC. There are other employees in primary locations in Chicago, Dallas, Denver, Houston and New York. There are also employees who work in approximately 70 cities nationwide, and there are less than 10 employees in London.

The OCC is unique from most other federal government agencies because it has independent authority to offer its employees compensation and benefit programs that are not offered by other agencies. The OCC-sponsored benefit programs include, but are not limited to, dental, vision, group life insurance, AD&D, flexible spending accounts, short and long-term disability and 401(k) programs.

The OCC, as a governmental plan, is specifically exempted from Title I of ERISA.

C.2 SCOPE OF WORK

C.2.1 GENERAL

The OCC is seeking an experienced and qualified contractor to provide a dental insurance program for its employees, retirees, and their eligible family members, as well as employees of the Office of Financial Research (OFR) and their dependents. OFR was established as a result of Dodd Frank as a small office (maximum headcount of 250 employees) within the Department of the Treasury, but was given the same independent authority as the OCC. Since the OFR determined that they would not be able to obtain reasonable dental rates due to their small size, they determined that they would be best served if they joined with another governmental agency and became a part of their existing contract. In 2011 (when they were established) they chose to be a participant on the OCC’s dental insurance contract.

It is the intent of the OCC to provide a dental benefits program that will help to promote and maintain healthy living for its program participants. In support of the OCC’s efforts to educate employees on healthy living and their benefit options, the successful Contractor shall perform the following:

Attend an onsite health benefits fair that is generally held in November of every year at the OCC’s headquarters location at 400 7th Street, SW, Washington, DC. The contractor is to supply handouts and giveaways and be prepared to answers employee questions concerning the OCC Dental Insurance program.

Supply dental program awareness materials that will serve as handouts at OCC’s Total Rewards Showcase that is held in April of every year.

Provide electronic communications material regarding healthy living that can be posted on the OCC’s intranet site.

Support an OCC wellness fair at OCC’s headquarters location by arranging for the attendance of a professional in the health field (at no additional cost to the OCC) that will provide free demonstrations of their services or products. This event has never been hosted by the OCC and it is currently under development.

Under the current dental contract, employees are offered a choice between a dental Preferred Provider Organization (PPO) option or a Dental Health Maintenance Organization (DHMO) option. Regardless of the option selected or the number of persons covered, the OCC pays 100 percent of the premium.

The contractor shall provide services in accordance with this PWS regardless of the actual amount of services or fluctuation in services. Any information in this PWS regarding estimated or historical services is intended to aid the contractor in understanding the requirements associated with the services.

C.2.2 ELIGIBILITY

All full-time and part-time employees who are hired on an appointment that is expected to last more than one year are offered the opportunity to enroll in the program. Employees can provide coverage for their eligible dependents and eligible dependents as follows:

• A lawful spouse or domestic partner (same or opposite sex);

• Children (defined as a natural, step, foster, legally adopted or child of the domestic partner) up to age 22 or up to age 25 if the child is a full-time student; and

• A child that has been deemed “handicapped” under the certification guidelines of the

Federal Employees Health Benefits (FEHB) program.

Currently, the OCC and OFR employ approximately 4,000 and 165 employees respectively.

OCC’s headcount is not expected to increase but OFR has the authority to have a headcount of 250 employees. Exhibit 1 (Attachment 1 of this Request for Proposal (RFP)) contains census data of OCC and OFR active employees.

The contractor shall have an electronic system to maintain enrollment data for eligibility and claims purposes. The contractor shall also make available an online enrollment tool.

C.2.3 ENROLLMENTS AND EFFECTIVE DATES

Enrollment in the program is not automatic. To enroll, employees are currently required to complete an enrollment form and choose the dental option of their choice and to list their eligible dependents. The OCC is seeking to improve the enrollment process for employees through automation offered by the contractor.

Below is a chart that identifies all of the enrollment opportunities.

Life Event Description Time Frame Effective Date New Hire Initial enrollment opportunity to select the dental option of choice and to enroll dependents without the submission of proof of relationship documentation*

31 days from date of hire

First of the month following receipt of enrollment form

Change in Employment Status from Non- Benefit Eligible to Benefit Eligible

Initial enrollment opportunity to select the dental option of choice and to enroll dependents without the submission of proof of relationship documentation*

31 days from date of change in employment status

First of the month following receipt of enrollment form

Gaining a New Dependent

Marriage, establishment of domestic partner relationship, birth, adoption, placement of foster child, stepchild or child of a domestic partner and it requires the submission of documentation to verify the event

31 days from date of the event

First of the month following receipt of enrollment form

Open Season Annual period identified by the OCC which allows for the addition of dependents to be added without proof of relationship

Generally a 4-week period between November and December

January 1 of the year following the open season period documentation* - OR – the opportunity to change options

Moving at least 30 miles outside of the DHMO servicing area

Opportunity to change from the DHMO to

PPO

31 days from the date of change in address

First of the month following receipt of enrollment form

*Except for domestic partnerships and the enrollment of a handicapped dependent or a dependent child age 22 or older who is a full-time student.

Additionally, there are a few other events that may occur which will allow an employee to change their enrollment in the program. They are as follows:

Event Description Time Frame Effective Date Retirement Employee elects to receive an immediate annuity from one of the federal retirement systems and they can elect the PPO option

31 days from date of retirement

First of the month following receipt of enrollment form

Approval of Disability Retirement

Office of Personnel Management (OPM) approves an employee’s claim to receive disability retirement benefits

Immediately upon receipt of OPM approval notification

Day following the employee’s date of separation

Buyout Employee terminates from the OCC under a “severance” type of agreement and continues coverage for six months

31 days from the date of separation

Day following the employee’s date of separation

C.2.4 TERMINATION OF ENROLLMENT

When an employee’s employment ends, their coverage terminates on the date of their separation. A separated employee is not extended the option to continue coverage beyond their date of separation unless one of the following occurs:

1. Employee retires from the OCC on an immediate annuity;

2. Employee is approved for disability retirement by OPM;

3. Employee is offered a “buyout” by the OCC; or

4. Employee dies and any dependents enrolled on their plan will be extended 24 months of coverage.

Coverage for a dependent will terminate when:

1. The employee’s coverage is terminated;

2. The dependent child attains age 22 or if certified as a full-time student on their

25th birthday;

3. A dependent child under age 25 gets married;

4. The dependent dies;

5. The employee divorces their spouse or ends their relationship with their domestic partner;

6. A stepchild or a child of the domestic partner is no longer in a “parent-child relationship” with the employee; or

7. The employee chooses to drop the dependent from coverage during open season.

C.2.5 SURVIVOR BENEFITS

Upon the death of an employee or disabled retiree, the surviving dependents that are enrolled on the employee’s plan will be extended 24-months of coverage.

C.2.6 STUDENT VERIFICATION

The OCC requires that once a dependent child attains age 22, verification of enrollment in an accredited college or university is required. The responsibility for requesting, reviewing and updating the dependent child’s continued eligibility is that of the contractor. The contractor shall send employees written notification of the requirement to supply the student verification documentation of full-time student status at least 60 days prior to the dependent child’s 22nd birthday. The notification is to address, at a minimum, the following:

1) The minimum number of hours per semester the qualifies as a “full-time” student for both undergraduate and graduate enrollment

2) What other specific information must be contained in the documentation

3) Where to submit the documentation and due date for submission.

Once documentation is received, the contractor is to update the dependent child’s eligibility with some type of full-time student indicator.

C.2.7 CURRENT PARTICIPATION HEADCOUNT

The current enrollment headcount is only captured as Single (self only) or Family (self and one or more dependents) for the covered groups below:

Covered Group

PPO Single PPO Family

DHMO

Single

DHMO

Family

OCC Active Employees 1,236 2,506 79 118 OCC Disabled Retirees 25 46 1 2 OCC Survivors 0 0 0 0

OCC Buyouts 0 0 0 0 OFR Active Employees 44 91 4 6 The enrollment for non-disabled retirees who elect an immediate annuity is captured under the 3-tiered system below:

Covered Group Single 2-Person Family Non-Disabled Retirees 195 278 41

The OCC is unable to include the coverage tier (or Single or Family) on the census data file in Exhibit 1 (Attachment 1 of this RFP).

C.2.8 FUNDING

The program is fully-insured and the OCC pays 100 percent of the premium for both the PPO and DHMO options for active employees, disabled retirees, survivors, buyout employees and OFR active employees (this also includes employee who are in a leave without pay status or on military leave) and dependents. The monthly premium is “composite rated.” However, the OCC does not share in the cost of the premium for the non-disabled retirees and their premium rate consist of a 3-tier rate (Single, 2-Person, and Family) which they pay 100 percent of the premium. The following is a 5-year premium history.

Covered Group

5-Year Premium Rate History Option 2014 2013 2012 2011 2010

OCC & OFR Active Employees, Disabled Retirees, Survivors, & Buyouts

PPO $110.34 $105.14 $105.14 $105.14 $105.14

DHMO $ 53.15 $ 49.07 $ 49.07 $ 48.11 $ 48.11

Non-Disabled Retirees*

PPO

$ 51.01 $102.89 $156.23

$ 48.60 $ 98.04 $148.86

$ 48.60 $ 98.04 $148.86

$ 48.60 $ 98.04 $148.86

$ 48.60 $ 98.04 $148.86

*Non-disabled retirees can only elect the PPO option and the rates are 3-tiered

The contractor shall invoice the OCC monthly for payment for services for OCC and OFR active employees, OCC disabled retirees, survivors and buyout employees. Non-disabled retirees shall be directly billed by the contractor and the contractor shall give them flexible payment options.

The OCC has a unique funding arrangement for its dental program which is a fully-insured participating arrangement with a Premium Stabilization Reserve (PSR) account that is held by the contractor. If claim costs are less than the premium paid for the year, then the extra money (after administrative expenses and profit are deducted) is held in the PSR and used for future rate reductions or a premium holiday. The contractor shall match this funding arrangement.

Refer to Exhibit 2 (Attachment 2 of this RFP) to review the language in the PSR funding agreement that the contractor shall accept.

C.2.9 PLAN DESIGN

The OCC chooses to offer its employees a choice in dental options. All options must provide benefits for the following service categories:

Preventive Care – routine examinations (cleanings and x-rays) Basic Restorative Care – filings, extractions, and root canals Major Restorative Care – crowns dentures, bridges and surgical extractions of impacted teeth Orthodontia – appliances and treatment

The OCC last changed its PPO plan design in 2010 when the orthodontia lifetime maximum was increased from $1,500 to $2,000. The following is a summary of the current PPO plan design:

Benefit Highlights In-Network Out-of-Network

Classes I, II, II Combined Calendar Year Maximum

$2,500

Class IV Lifetime Maximum

$2,000

Calendar Year Deductible

Individual Family Maximum

$50 per person $150 per family

Class I - Preventive Care

100%

100%

Class II - Basic Restorative

80% after deductible

80% after deductible

Class III - Major Restorative (includes implants)

60% after deductible

60% after deductible

Class IV- Orthodontia

60%

60%

The DHMO option is governed in accordance with a patient fee schedule.

The contractor must offer a PPO option as designed above and the contractor must offer a DHMO option with a fee schedule or an alternative dental option that will offer employees a “choice” in the type of dental option that will meet their family needs.

C.3 PERSONNEL REQUIREMENTS

The contractor shall provide a single point of contact that will serve as a liaison to the OCC to address day-to-day matters. This person is expected to ensure that all issues are addressed and responded to in a timely manner. If an issue cannot be resolved by the next business day then the person must provide the OCC with a reasonable date that the issue will be resolved. This individual shall have a minimum of three years of account management experience in the insurance industry.

C.4 CLAIMS EXPERIENCE

The contractor shall process all claims accurately and in accordance with the timeframe listed in Appendix A, Performance Requirement Summary. The contractor shall provide OCC employees with written notification of its claims appeal process. The contractor shall also ensure that employees have access to an online system where they can view the status of a claim and print copies of the explanation of benefit statements for previous filed and adjudicated claims. Refer to Exhibit 3 (Attachment 3 of this RFP) for a summary of the 5-year claims history for the PPO option.

C.5 SECURITY REQUIREMENTS

C.5.1. If the contractor’s proposed solution includes an information system that will collect and store Personally Identifiable Information(PII) for OCC employees, i.e. names, phone numbers, email addresses, home addresses or other sensitive information related to the individual, this information shall be protected in accordance with the Federal Information Security Management Act of 2002 (Public Law 107-347) (FISMA). The contractor’s proposed system shall, at a minimum, include the security controls identified in the National Institute of Standards and Technology (NIST) Special Publication 800-53 Revision 4 “Security and Privacy Controls for Federal Information Systems and Organizations” for a moderate impact system.

http://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800-53r4.pdf

C.5.2 If the contractor’s proposed solution includes the collection and storage of Personally Identifiable Information(PII) for OCC employees, i.e. names, phone numbers, email addresses, home addresses or other sensitive information related to the individual, and the solution is a “cloud based” solution, the contractor shall meet all requirements of the Federal Risk and Authorization Management Program (FedRAMP). http://cloud.cio.gov/fedramp.

C.6 PERIOD OF PERFORMANCE

The OCC is seeking to award a contract with an initial fifteen-month base period and nine one-year options. Insurance coverage is expected to commence on January 1, 2015. There will be a not-separately-price transition period from the date of award to December 31, 2014 to enroll OCC and OFR employees into the new dental plan.

http://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800-53r4.pdf http://cloud.cio.gov/fedramp

C.7 PLACE OF PERFORMANCE

The contractor shall perform all of its duties relating to this contract at the contractor’s work location. The OCC will inspect the Contractor’s place of performance prior to the award of this contract and annually at the OCC’s discretion.

C.8 PERFORMANCE REQUIREMENT SUMMARY

All services under this contract will be subject, at all times to inspection by the Government.

Although the Government retains the right to specifically enforce all clauses in the contract, the Performance Requirement Summary (PRS) identifies those contract requirements considered most important to acceptable contract performance and the Government’s intended quality assurance procedures. The PRS references the most applicable section of the PWS, the qualitative performance standards (objectives), the Government’s intended quality assurance procedures and frequency of inspection (measures), and what the Government believes is the minimum satisfactory rating (expectations) at this time. Please see Appendix A at the end of this PWS for the PRS.

C.9 DELIVERABLES

See Appendix B at the end of this PWS for the list of deliverables and their due dates.

C.9.1 ACCEPTANCE CRITERIA

The COR will review all draft and final deliverables to ensure accuracy, functionality, completeness, professional quality, and overall compliance with the guidelines/ requirements.

The contractor shall ensure the accuracy and completeness of all deliverables. Errors, misleading or unclear statements, incomplete or irrelevant information, and/or excessive rhetoric, repetition, and/or “padding”, shall be considered deficiencies and shall be subject to correction by the contractor, at no additional cost to the Government. Unless otherwise indicated, the Government will require ten (10) business days to review and comment on deliverables. If the deliverable does not meet the noted criteria, the Government will return it for correction.

C.9.2 REJECTION PROCEDURES

If the COR rejects any deliverable, that rejected document will be handled in the following manner:

C.9.2.1 After notification that the deliverable did not meet the acceptance criteria, the contractor shall re-submit an updated/corrected version within five 5 business days after receipt of Government comments.

C.9.2.2 Upon re-submission by the Contractor, the Government will reapply the same acceptance criteria. If the deliverable does not meet the acceptance criteria a second time, the Government may consider the Contractor as having deficient performance with respect to the deliverable.

C.10 IT ACCESSIBILITY

All electronic documents and proposed solution, such as a web-based automated enrollment system shall comply with Section 508 of the Rehabilitation Act of 1973 as amended. The OCC has identified the following applicable standards:

36 CFR 1194.22 – Internet and Intranet Information and Applications 36 CFR 1194.31 – Functional Performance Criteria 36 CFR 1194.41 – Information, Documentation, and Support

APPENDIX A: PERFORMANCE REQUIREMENTS SUMMARY

All services under this contract will be subject at all times to inspection by the OCC. Although the OCC retains the right to specifically enforce all provisions in the contract, the Performance Requirements Summary identifies those contract requirements considered most important to acceptable contract performance and the government’s intended quality assurance procedures. Below is a chart that identifies the qualitative performance standards (objectives), the OCC’s intended quality assurance procedures and frequency of inspection (measures), and what the Government believes is the minimum satisfactory rating (expectations) at this time.

Objectives Measurement Tool Expectations Incentive/Disincentive Contractor is to adjudicate claims timely and accurately with no more than a 1% error rate:

- Ensure that claim determinations are made with 14 calendar days of receipt but no more than 30 calendar days;

and

- Ensure the Explanation of Benefit (EOB) statements are mailed to the claimant’s address on file within 5 business days of claims adjudication.

Contractor’s Claims Turnaround Report (CTR) that identifies the following:

- Date of receipt of claim,

- Date the claim was adjudicated, and

- Date the EOB was mailed.

The CTR is to be sent to the OCC on a monthly basis.

98% of all claims received in a given month shall be adjudicated within 30 calendar days of receipt.

Incentive: If contractor meets or exceeds AQL, OCC will give favorable past performance.

Disincentive: If contractor fails to meet AQL, .5% of the annual policy premium will be reimbursed directly to the OCC. The insurance company will reimburse OCC via check on annual basis.

Contractor’s day-to-day point of contact shall be responsive to the OCC in a timely manner.

Contractor’s day-to-day point of contact’s incident log which is to be sent to the OCC on a quarterly basis.

- Respond to any issues brought to their attention by the next business day (if not with a resolution at least acknowledge of the issue and next steps);

- Ensure that

Incentive: If contractor meets or exceeds AQL, OCC will give favorable past performance.

eligibility and retiree billing issues are resolved in a satisfactory manner;

and

- Ensure that the OCC is notified of any system outages on the day that the outage occurs.

Disincentive: If contractor fails to meet AQL, .05% of annual policy premium will be reimbursed directly to OCC. The insurance company will reimburse OCC via check on annual basis.

Contractor shall administer the full-time student verification requirement of this contract.

Contractor’s student verification report that identifies the following:

- Name and date of birth of dependent child

- Employee’s name

- Date of coverage termination

- Date of reinstatement of coverage due to receipt of student verification documentation

- Send written notification to the employee at least 60 days prior to the dependent child’s upcoming coverage termination;

- Administer the coverage eligibility of a dependent child attaining age 22 or extend coverage beyond age 22 up to age 25 if full-time student requirement is met.

Incentive: If contractor meets or exceeds AQL, OCC will give favorable past performance.

Disincentive: If contractor fails to meet AQL, .05% of annual policy premium will be reimbursed directly to OCC. The insurance company will reimburse OCC via check on annual basis.

Dental Insurance Program

APPENDIX B: REQUIRED REPORTS/LETTERS/DOCUMENTS LISTING

The Contractor shall produce the following items:

Reports/ Letters/ Documents Description Due Date

Claims Expense Summary Lists the total claim dollars paid and broken out by primary member and dependents

Quarterly

Enrollment Summary Identifies active primary members and their dependents Monthly

Member Termination Report Identifies members that were terminated within the reporting period

Monthly

New Member Report Identifies all new enrollments or reinstated enrollments Monthly

Implementation Plan Lays out all of the tasks involved in the execution of the implementation of this contract

Within two weeks of the contract award date or later if agreed to by the OCC

Student Verification Notice

Written notice to primary member that their dependent child’s eligibility will end on the child’s 22nd birthday if verification of full-time student enrollment is not received within 60 days of the date of the notification

60 days prior to the child’s 22nd birthday

Student Verification Report

List the applicable information for a dependent child who is age 22 or older and is required to submit full-time student verification documentation.

Monthly

Direct Billing Invoices Notices to non-disabled retirees of the required premium to be paid Monthly

Annual Premium Notices Letter to non-disabled retirees notifying them of premium rates in effect for the year.

November 1st

Claims Turnaround Report Identifies the PPO claims received and turnaround information on the claims adjudication process.

Monthly

Day-to-Day Contact’s Incident Log

Identifies each time contact is made by the OCC of a request of notification of an issue that needs to be resolved.

Quarterly

SECTION D – PACKAGING AND MARKING

D.1 PAYMENT OF POSTAGE AND FEES

All postage and fees related to submitting information, including forms, reports, etc., to the Contracting Officer (CO) or the Contracting Officer’s Representative (COR) shall be paid by the Contractor.

D.2 MARKING

All information submitted to the CO or the COR shall be clearly marked to show the following:

1. Name of the Contractor

2. Contract Number

3. Consignee’s name and address

4. Date of Submission

D.3 REPORT COVER SHEET

Each report submitted by the Contractor shall have a cover sheet containing the following information:

1. Title of report

2. Report number or type

3. Period covered by the report

4. Contract number

5. Name and address of the Contractor

6. Name of the COR

7. Date of Submission

SECTION E – INSPECTION AND ACCEPTANCE

See Section C.9.1, Acceptance Criteria, of this RFP.

SECTION F – DELIVERIES OR PERFORMANCE

F.1 FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: http://www.acquisition.gov/far/.

(End of Clause)

FAR

Clause

Title Date

52.242-15 Stop-Work Order Aug 1989

F.2 OCC 1052.242-8002 PERIOD OF PERFORMANCE (SEP 2012)

The base period of performance of this contract is from October 1, 2014 through December 31, 2015.*

If exercised, the first option period/year will extend the contract period of performance from January 1, 2016 through December 31, 2016.

If exercised, the second option period/year will extend the contract period of performance from January 1, 2017 through 1 December 31, 2017.

If exercised, the third option period/year will extend the contract period of performance from January 1, 2018 through December 31, 2018.

If exercised, the fourth option period/year will extend the contract period of performance from January 1, 2019 through December 31, 2019.

If exercised, the fifth option period/year will extend the contract period of performance from January 1, 2020 through December 31, 2020.

If exercised, the sixth option period/year will extend the contract period of performance from January 1, 2021 through December 31, 2021.

If exercised, the seventh option period/year will extend the contract period of performance from January 1, 2022 through December 31, 2022.

If exercised, the eighth option period/year will extend the contract period of performance from January 1, 2023 through December 31, 2023.

http://www.acquisition.gov/far/

If exercised, the ninth option period/year will extend the contract period of performance from January 1, 2024 through December 31, 2024.

*There will be a not-separately-priced transition period from date of award through December 31, 2014 included in the base year.

F.3 BUSINESS HOURS AND COVERAGE

The contractor shall provide customer service between the hours of 7:00 AM - 6:00 PM ET, Monday through Friday.

F.4 LEGAL HOLIDAYS

The following legal holidays are observed:

New Year’s Day* January 1 Martin L. King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Independence Day* July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veteran’s Day* November 11 Thanksgiving Day Fourth Thursday in November Christmas Day* December 25

*Holidays that fall on Saturday are observed on Friday and holidays that fall on Sunday are observed on Monday.

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 OCC 1052.201-8000 CONTRACTING OFFICER'S REPRESENTATIVE

(COR) DELEGATION AND AUTHORITY (DEC 2013)

(a) The contracting officer's representative will be identified via separate letter to the contractor.

(b) Performance of work under this contract is subject to the technical direction of the COR, as delegated 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 tasks outlined in the work statement are accomplished satisfactorily.

(c) Technical direction must be within the scope of the specification(s)/work statement.

The COR does NOT have authority to issue technical direction that:

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

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

(3) interferes with the contractor's right to perform under the terms and conditions of the contract; or,

(4) directs, supervises or otherwise controls the actions of the contractor's employees.

(d) Technical direction may be oral or in writing. The COR shall confirm oral direction in writing within five work days, with a copy to the contract administrator.

(e) The contractor shall proceed promptly with performance resulting from the technical direction issued by the COR. If, in the opinion of the contractor, any direction of the COR, falls within the limitations in (c), above, the contractor shall immediately notify the contracting officer no later than the beginning of the next Government work day.

(f) 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 OCC 1052.215-8003 KEY PERSONNEL (APR 2014)

(a) The Contractor shall assign to this contract the following key personnel: account manager.

(b) During the first ninety (90) days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the Contracting Officer within 15 calendar days after the occurrence of any of these events and provide the information required by paragraph (c) below. After the initial 90-day period, the contractor shall submit the information required by paragraph (c) to the Contracting Officer at least 15 days prior to making any permanent substitutions.

(c) The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions complete résumés for the proposed substitutes, and any in additional information requested by the contracting Officer. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The Contracting Officer will notify the Contractor within 15 calendar days after receipt of all required information of the decision on substitutions. The contract will be modified to reflect any approved changes of key personnel.

G.3 OCC 1052.232-8000 SUPPLEMENTAL INVOICING REQUIREMENTS (FEB

2014)

(a) The contractor shall ensure all invoices adhere to the requirements as stated in either

FAR 52.212-4(g) or FAR 52.232-25(a)(3), whichever is referenced in the award.

(b) The contractor shall ensure the OCC award number (beginning with "TCC") is on the face sheet of all invoices.

(c) The contractor shall include any Prompt Payment Discount terms on the face sheet of all invoices.

(d) The contractor shall submit invoices in a format that replicates the contract line item number(s) (CLIN) and subCLIN structure of the contractual document.

(e) If the contract allows for the submission of partial or periodic invoices, the contractor shall include a “Cumulative Invoiced Amount” column. In this column, the contractor shall enter the total amount that has been billed for each CLIN to date.

(f) The contractor shall submit an electronic invoice to

i. OCC’s Accounts Payable at OMAPVendorInvoice@occ.treas.gov,

ii. The POC or COR (email provided under separate letter), and

iii. The Contract Administrator (email provided under separate letter)

(g) If the contractor does not have the means to submit an electronic invoice, a hardcopy invoice shall be sent to:

Comptroller of the Currency Accounts Payable, MS #5W-3 400 7th Street SW Washington, DC 20219

(h) The OCC may deem any invoice that does not fully comply with the invoicing requirements specified in this clause as an improper invoice and return the invoice to the contractor for correction and resubmission.

G.4 OCC 1052.242-8000 EVALUATION OF CONTRACTOR PERFORMANCE

(DEC 2010)

A. The OCC will evaluate the contractor’s performance after contract award. If this contract has option periods, interim evaluations will be conducted at the end of each option period and then a final evaluation report will be prepared at the completion of the entire contract. If this contract does not have renewal options, an evaluation will be conducted upon completion of the contract. Notwithstanding the preceding, the

Contracting Officer may conduct evaluations more or less frequently, if the Contracting Officer deems appropriate.

B. Evaluations will be conducted using an electronic format as established by Contractor Performance Assessment Reporting System (CPARS), an internet-based database of contractor performance information. The OCC will enter the information, gathered from the evaluation, into the CPARS.

C. If the contractor responds to the evaluation, and the response rebuts any or all of the ratings, the Contracting Officer will attempt to reconcile the areas of disagreement with the contractor. If agreement cannot be reached, the evaluation and response shall be reviewed at a level higher than the Contracting Officer and a final evaluation will be issued by the reviewing official. If the reviewing official finds, either all or in part, against the contractor, the contractor’s response shall become part of the final evaluation. The reviewing official’s final decision shall not be subject to dispute under the terms and conditions of the Disputes clause or subject to resolution in accordance with the terms and conditions of the Alternative Dispute Resolution clause. The reviewing official will provide the contractor with a copy of the final evaluation.

D. Any government agency authorized to access the Past Performance Information Retrieval System (PPIRS) database will be able to view the performance information related to this contract. Any government agency may also receive a copy the contractor’s performance evaluation, and any associated comments, by contacting the OCC. The OCC will also, upon request, provide copies of any and all of the contractor’s evaluations to the contractor.

G.5 OCC 1052.243-8001 AUTHORIZED CHANGES ONLY BY THE

CONTRACTING OFFICER (SEP 2012)

(a) Except as specified in paragraph (b) below, no order, statement, or conduct of Government personnel who provide technical direction or in any other manner communicates with contractor personnel during the performance of this contract shall constitute a change under the “Changes” clause of this contract.

(b) The Contractor shall not comply with any order, direction or request of Government personnel unless it is issued in writing and signed by the Contracting Officer (CO), or is pursuant to specific authority otherwise included as a part of this contract.

(c) The CO is the only person authorized to approve changes in any of the requirements of this contract and notwithstanding provisions contained elsewhere in this contract, the said authority remains solely the CO’s. In the event the Contractor effects any change at the direction of any person other than the CO, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in charges incurred as a result thereof. The CO will be identified via separate letter to the contractor.

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1 OCC 1052.239-8000 ELECTRONIC AND INFORMATION TECHNOLOGY

ACCESSIBILITY (JUNE 2014)

(a) Pursuant to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998, all electronic and information technology (EIT) products and services developed, acquired, maintained, or used under this contract/order must comply with the “Electronic and Information Technology Accessibility Provisions” set forth by the Architectural and Transportation Barriers Compliance Board (also referred to as the “Access Board”) in 36 CFR Part 1194. Information about Section 508 is available at http://www.section508.gov/. The complete text of Section 508 Final Provisions can be accessed at http://www.access-board.gov/sec508/standards.htm.

(b) The Section 508 accessibility standards applicable to this contract/order are identified in the Statement of Work/Specification/Performance Work Statement. If it is determined by the Government that EIT products and services provided by the Contractor do not conform to the described accessibility standards in the Product Assessment Template, remediation of the products or services to the level of conformance specified in the Contractor’s Product Assessment Template will be the responsibility of the Contractor at its own expense.

(c) In the event of a modification(s) to this contract/order, which adds new EIT products or services or revises the type of, or specifications for, products or services the Contractor is to provide, including EIT deliverables such as electronic documents and reports, the Contracting Officer may require that the contractor submit a completed Voluntary Product Accessibility Template found at http://www.itic.org/public-policy/accessibility, to assist the Government in determining that the EIT products or services support Section 508 accessibility standards.

H.2 OCC 1052.245-8003 CONFIDENTIAL OR SENSITIVE INFORMATION (JAN

2014)

(a) Because of the proprietary nature of such information, the contractor understands that work performed by and information released to the contractor is sensitive in nature and shall not be disclosed to anyone other than the Office of the Comptroller of the Currency (OCC) (Government) employees assigned to the contract and other contractor personnel the Government authorizes to receive the information.

The contractor agrees to protect all confidential and/or proprietary information received by or provided to the contractor pursuant to this contract from unauthorized disclosure or http://www.law.cornell.edu/uscode/29/794d.html http://ecfr.gpoaccess.gov/cgi/t/text/text-idx?c=ecfr&tpl=/ecfrbrowse/Title36/36cfr1194_main_02.tpl http://www.section508.gov/ http://www.access-board.gov/sec508/standards.htm http://www.itic.org/public-policy/accessibility http://www.itic.org/public-policy/accessibility use for as long as the information remains proprietary or confidential and further agrees that it will not use such information for any purpose other than that relating to the performance of this contract. For purposes of the contract, all information provided to or received by the contractor is deemed confidential and proprietary.

(b) The contractor shall execute and is responsible for having all of its employees, subcontractor employees, and agents working under the contract and/or having access to sensitive information under this contract execute a “Conditional Access to Sensitive but Unclassified Information Non-Disclosure Agreement.”, hereafter referred to as an NDA, provided as Attachment 4 to this contract. This NDA provides that sensitive but unclassified information provided to the contractor or its employees, subcontractors, or agents, shall not, except as permitted in connection with the performance of the contract, be further disclosed or used without the prior written approval of the Government.

(c) Contractor employees processed in the Personnel and Administration Security System (PASS), will complete the NDA electronically.

(d) Contractor employees processed outside of PASS, will complete the attached hard copy NDA and submit to the Contracting Officer (CO).

(e) Executed copies of the NDA are required by each contractor employee, subcontractor employee or agent who will perform work on the contract before they can begin actual performance under the contract.

H.3 OCC 1052.245-8004, GENERAL REQUIREMENTS FOR BACKGROUND

INVESTIGATIONS (JAN 2014)

All contractor personnel assigned to this contract who would have access to OCC facilities or systems, shall submit to a background investigation before beginning work under this contract

The number and type of investigations will depend on factors including, but not limited to, the length of time the individual will work on a contract, the individual’s role, the sensitivity of information the individual will have access to, and the results of past investigations on that individual. Investigations typically conducted by the OCC include an FBI criminal check and/or a suitability investigation.

Contractor personnel must submit information for background investigations electronically through the e-QIP system (http://www.opm.gov/e-QIP/). The Office of Security (OS) will notify contractor personnel when e-QIP is ready to receive their information. After submitting their information, contractor personnel must print required security forms from e-QIP. Printed forms must be signed by the employee and provided to OS.

For background investigation purposes, contractor personnel are required to provide a set of fingerprints. Contractor personnel must appear in-person to provide fingerprints. See OCC Clause 1052.245-8007 for requirements regarding in-person appearances for security purposes.

The results of all background investigations will be reviewed and adjudicated by OS.

Based on investigation results, the OCC has the unilateral right to bar an individual from working under a contract or otherwise restrict the individual’s role under a contract.

The costs for all investigations required under this contract will be borne by the OCC.

H.4 OCC 1052.245-8008 INFORMATION SECURITY REQUIREMENTS

FOR UNCLASSIFIED OCC INFORMATION TECHNOLOGY

RESOURCES (JAN 2014)

I. DEFINITIONS Definitions, as used in this clause, generally refer to the Code of Federal Regulations (CFR) unless a more specific provision is noted below.

Adequate Security Security that is commensurate with the risk and magnitude of harm resulting from the loss, misuse, or unauthorized access to or modification of information. This includes assuring that systems and applications in use operate effectively and provide appropriate confidentiality, integrity, and availability through the use of managerial, operational, and technical security controls.

Availability To ensure the timely and reliable access to, and use of, information.

Confidentiality Preserving authorized restrictions on access and disclosure, including means for protecting personal privacy and proprietary information.

Information Assurance Information Assurance (IA) are the measures that protect and defend information and information systems by ensuring their availability, integrity, authentication, confidentiality, and non-repudiation. This includes providing for restoration of information systems by incorporating protection, detection, and reaction capabilities.

Information Resource An information resource encompasses both information and information related resources such as personnel, equipment, data, and information technology.

Information System A discrete set of information resources organized for the collection, processing, maintenance, transmission, and dissemination of information, in accordance with defined procedures, whether automated or manual.

Information Technology With respect to the Office of the Comptroller of the Currency (OCC), information technology means any equipment or interconnected system or subsystem of equipment, used in the automatic acquisition, storage, analysis, evaluation, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information by the OCC, if the equipment is used by the OCC directly or is used by a contractor under a contract with the OCC that requires the use:

(i) of that equipment; or

(ii) of that equipment to a significant extent in the performance of a service or the furnishing of a product.

Information technology 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; but does not include any equipment acquired by a federal contractor incidental to a federal contract.

Integrity Guarding against improper information modification or destruction, and includes ensuring information non-repudiation and authenticity.

Service Provider Service Providers are non-OCC entities that support the OCC mission and information systems. These are any individual or other legal entity that (1) directly or indirectly (e.g., through an affiliate), submits offers for or is awarded, or reasonably may be expected to submit offers for or be awarded, a Government contract, including a contract for carriage under Government or commercial bills of lading, or a subcontract under a Government contract; or (2) conducts business, or reasonably may be expected to conduct business, with the Government as an agent or representative of another service provider.

Service providers are classified one of two ways: contracted or shared.

• Contracted Service Provider

A Contracted Service Provider (CSP) is a general term used to refer to outsourced business processes supported by private sector information systems, outsourced information technologies, or outsourced information services. A CSP performs clearly defined functions for which there are readily identifiable security considerations and needs that are addressed in both acquisition and operations.

• Shared Service Provider

A Shared Service Provider (SSP) is another federal agency functioning as a service provider for the OCC.