DJJQ-17-RFP-1017.pdf

Statement of Work DJJQ-17-RFP-1017 Health Care Units for the Department of Justice

Health Care Units

Department of Justice

SECTION 2

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

SECTION 4

PRESERVATION, PACKAGING AND MARKING

SECTION 5

INSPECTION AND ACCEPTANCE

SECTION6

DELIVERIES OR PERFORMANCE

SECTION 7

CONTRACT ADMINISTRATION DATA

SECTION 8

SPECIAL CONTRACT REQUIREMENTS

SECTION 9

CONTRACT CLAUSES

SECTION 10

LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

SECTION 11

REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF

OFFERORS

SECTION 12

Instructions, Conditions and Notices to Offerors

SECTION 13

EVALUATION FACTORS FOR AWARD

SECTION 2

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1.1 BACKGROUND

The United States Department of Justice (Department or DOJ), Justice Management Division, Offices, Boards, and Divisions, is committed to and responsible for health services sensitive to the needs of employees at work locations covered under this contract. This contract covers five (5) health units located throughout Washington, D.C. metropolitan area (see Attachment 002).

As a general overview, the services provided by the DOJ Health Unit(s) under this contract include emergency treatment, preventive health screening examinations, general medical services that help keep employees at work, and the administration of allergy shots and other immunizations (see Attachment 003).

2. PRICING

A single contract will be awarded to a Contractor under this RFP to provide health care services to the employees of the Department of Justice. The contract shall incorporate the Contractor’s completed pricing table (see Attachment 005).

A. PRICING SCHEDULE

1) Contract Type -- The Department contemplates the award of a firm fixed price type contract resulting from this solicitation. The Contractor shall furnish all personnel and supervision required to provide health care services support as described in Section 3.0 of the Statement of Work (SOW).

2) Contract Line Items (CLINs) Definitions

2.1 CLIN X001: Health Care Support- (fixed price) - The Contractor shall provide all personnel, management and supervision necessary to provide health care services as described in Section B of the SOW.

2.2 CLIN X002: Other Direct Costs (fixed price) - The Government has provided the unit price of $297,311.61(the annual FFP are in the price table). The Contractor shall provide all necessary medical supplies utilized in the health units to include medications, vaccines, laundry items and insurance. This shall also include general office supplies (e.g. paper, copier/printer supplies, medical brochures, pens, pencils, etc.) as described in Section 3.15 of the SOW.

2.3 CLIN X003: Equipment (fixed price) The Government has provided the unit price of

138,037.50 (the annual FFP are in the price table). The Contractor shall purchase equipment for the Government it deems necessary and any applicable maintenance charges anticipated in support of this CLIN. The total dollar amount of this CLIN is NOT TO EXCEED. See Section 3.16 of the SOW.

2.4 CLIN X004: Flu Vaccine (fixed price – Optional CLIN) The Government provides annual Flu Vaccine for all DOJ employees. The number of Flu Vaccine vary from year to year in accordance to the number of DOJ employees. The CO will issue a requirement annually for the actual number of Flu Vaccine. See Section 3.17

3) Price Adjustments Under the Service Contract Act

3.1 General.

This contract is subject to the Service Contract Act (SCA) of 1965 as amended (See Section 9.5, Clause 52.222-41). The Government will not be liable to the Contractor for any additional/increased sums/costs for which the Contractor may become liable to its employees as a result of a failure by the Contractor to properly correlate, conform or exempt its employees to the labor classifications stated in the Department of Labor (DOL) Wage Rate Determination contained herewith (see Attachment 001). Final determinations as to the proper conformance or exemption of Contractor employees under the SCA will be the responsibility of the Contractor.

3.2 Exempt/Non-exempt Labor Categories.

- Exempt Employees performing in a bona fide executive, administrative, or professional capacity as defined in 29 CFR 541 are exempt from the SCA. These labor categories will NOT be subject to the price adjustment(s).

-Non-exempt Employees other than those employed in a bona fide executive, administrative, or professional capacity as defined in 29 CFR 541 are subject to the SCA. These labor categories will be subject to price adjustment(s) as described in Sections 3.3, 3.4 and 3.5 below.

3.3 Price Adjustments for Option Periods - SCA Non-exempt Labor Categories

For any option periods, which are exercised by the Government, any price adjustments for service employees subject to the SCA, over and above the escalation factor adjustment included in the option year prices shall be limited to the Non-exempt CLINs. Price adjustments for Non-exempt personnel shall be in accordance with the applicable clauses AFair Labor Standards Act and Service Contract Act - Price Adjustment (Multiple Year and Option Contracts)@.

3.4 Price Adjustments for Option Periods - SCA Exempt Labor Categories

There shall be no price adjustments for Exempt personnel. Escalation factor adjustments included in the option year rate schedules are not considered price adjustments under this provision.

3.5 Correlation of Proposed Labor Categories

The majority of the labor categories stated in the solicitation correlate to the Department of Labor (DOL) occupational titles listed in the current Wage Rate Determination.

B. TRAVEL

There will be no travel reimbursement to the Contractor for travel within the Washington D.C.

metropolitan area. Any requirements for travel outside of the Washington, DC area (non-local travel) will be identified and negotiated in future modifications under this contract. The Contracting Officer’s Technical Representative (COR) shall approve all non-local travel in advance. Reimbursement for actual (approved) travel costs incurred during the performance of support services shall be in accordance with part 31 of the Federal Acquisition Regulations and the Federal Travel Regulations (FTR). Travel requirements under this contract shall be met using the most economical form of transportation available.

If economy class transportation is not available, the Contractor must submit (to the COR) a request for advance approval to utilize higher-class travel. All travel should be scheduled sufficiently in advance to be able to take advantage of offered discount rates. Individual ‘travel authorization letters’ may be provided to the contractor (for all contractor personnel who are required to travel) which may allow contractor personnel to receive government rates when on long distance travel. The federal travel regulations and per diem rates can be accessed at www.gsa.gov and type “FTR” in the search box. No travel reimbursement will be authorized unless the Contractor provides sufficient written evidence of actual travel costs incurred to include, but not limited to receipts, ticket stubs, registers, and/or other documentation, as required by the Government.

http://www.gsa.gov/

3. STATEMENT OF WORK

a. Scope. The contractor shall provide the necessary personnel, management, supervision and supplies to conduct a comprehensive program of occupational health and wellness which includes, but is not limited to on-the-job injuries or illnesses, various screenings, health risk appraisals, examinations, health fitness, employee assistance programs, profiles and counseling, as described in the following sections for the Department of Justice (DOJ). The contractor shall also provide emergency only medical services for other contract personnel and visitors at all of the locations specified in this contract, as required.

b. Description of Services. The contractor shall provide a wide range of non-emergency and emergency occupational health care including, but not limited to, direct medical treatment, physical examinations, prevention and wellness services such as, counseling in nutrition, fitness, and stress management. Every effort shall be made to meet the needs of the employee while on the job or until outside medical attention can be obtained.

3.1 Non-emergency Services. Non-emergency services can typically be described as those that require the physician or nursing staff to examine and/or counsel employees, provide consultative services, administer medications, and maintain confidential and complete medical records of the services provided.

For purposes of this contract, non-emergency services typically include:

3.1.1 Examination of employees seeking general medical attention, including obtaining and evaluating medical history;

3.1.2 Appraisal and reporting of work environment health hazards brought to the physician's attention through any illness or injury presented to the physician that may have resulted from a hazardous or unhealthy condition in the building. In this situation, the physician's expertise and advice will play an important part in the formation of an agency developed action plan to deal with newly identified work environment hazards;

3.1.3 Providing health education counseling to encourage employees to maintain personal health, including, but not limited to non-smoking, weight loss, and stress management programs. Providing and coordinating outside vendors for annual cholesterol, mammography, diabetes, prostate, vision, and skin cancer screenings, either free to the government or paid for by employee’s insurance. A cost to the government shall not be incurred.

3.1.4 Provide tetanus shots to employees injured on-the-job.

3.1.5 Outside, blood work can be collected with written order from employee’s primary care physician. No cost shall be incurred by the government but shall be paid for by employee or employees insurance.

3.1.6 Identifying employees who may be at risk for alcoholism, drug abuse, or other at risk conditions.

3.1.7 Providing disease screening examinations which are determined to be necessary and/or in the best interest of the employees. Examples of such examinations include, but are not limited to, blood pressure reading for hypertension and skin tests.

3.1.8 Conducting simple vision screening upon an employee's allegation of a vision problem.

3.1.9 Administering immunizations on an employee on a voluntary basis, as part of an agency sponsored program, including, but not limited to, flu shots, cholesterol screenings, and travel immunizations. The Government may purchase any vaccines or immunizations used as part of an agency sponsored program, or will negotiate the cost of these items with the contractor.

3.1.10 Administration and/or monitoring of treatments and medications furnished by the employee and prescribed in writing by the employee's personal physician, e.g., administering allergy and insulin shots, or vitamin supplements by injection, and monitoring employees while administering his or her own (peritoneal) dialysis treatment. The administration and or monitoring of treatments or medications shall be limited to those areas considered to be within the capabilities of the health unit facilities and equipment, and consistent with the training, knowledge and experience of the physician providing services under this contract; and

3.1.11 Clarifying or interpreting medical terminology appearing in documentation prepared by an employee's private physician and presented to the agency regarding the employee's physical and/or mental fitness conditions which are allegedly impacting the employee's performance, including issues of medical fitness with respect to reasonable accommodations of an allegedly handicapping condition. The contract physician may be requested to contact an employee's private physician for the purpose of obtaining clarification of the documentation provided or to obtain additional information. All work performed under this paragraph shall be at the exclusive direction of the Contracting Officer or the Contracting Officer’s Technical Representative.

3.2 Emergency Services. The contractor shall provide emergency medical treatment; including diagnosis and initial treatment of illness or injury that becomes necessary during work hours, whether or not a Government or contractor employee while in the performance of duties sustained such injury/illness. In emergency cases beyond the treatment capabilities of the health unit, it is expected that the physician or staff nurse will notify 911 emergency services for transporting a patient to a hospital emergency room or other medical facility when necessary.

3.3 Occupational Treatment. Employees who have an occupational injury or illness will receive, if they elect, medical treatment within the capability of the health unit. When the patient requires treatment beyond the capabilities available, he or she shall be referred to an appropriate physician or a physician of the patient's choice. When appropriate, the contractor shall also give the employee a Form CA-1 – “Federal Notice of Traumatic Injury and Claim for Continuation of Pay/Compensation”.

3.4 Non-Occupational Treatment:

3.4.1 Employees who experience a non-occupational illness during working hours will receive, if they elect, primary diagnosis and treatment with subsequent referral to their personal physician. Initial treatment will be given for medical conditions for which the individual could not reasonably be expected to seek the attention of a personal physician, or to enable the individual to complete the current work shift before consulting a personal physician.

3.4.2 Contract medical personnel shall maintain an emergency medical kit including an Automatic External Defibrillator (AED) in constant readiness (including a back-up battery) for response to emergencies. The contractor shall provide the contract medical staff with written procedures (protocol) for the use of basic life support procedures including the use of an AED as well as situations, which require referral to the nearest emergency room or telephone call to 9-1-1.

3.5 Health Counseling

3.5.1 The contract physician or nurses shall provide health counseling to individual employees as requested or required from sources including, but not limited to, physical examinations and observations from supervisors or management personnel.

3.5.2 The contractor shall provide initial counseling and referral to the Employee Assistance Program (EAP) Counselor, to employees with alcohol or drug abuse problems, emotional or behavioral disorders, or other personal problems that may affect job conduct or performance.

3.6 Health and Wellness Education The contract physician or nurses shall present or arrange for a minimum of four (4) health education programs or seminars per health unit, per year, and make available health related pamphlets and literature.

3.7 Fitness for Duties Examinations. Fitness for duty examinations shall be performed as requested by the Human Resources staff as follows:

3.7.1 On an emergency basis for employees who are thought to have acute health problems which might create a hazard to themselves or others, such as being under the influence of alcohol or other drugs; and

3.7.2 For employees whose work performance is thought to be adversely impaired by health problems.

3.7.3 Fitness for duty examinations often require several group conferences with supervisors and the Office of Human Resource staff, and all require written reports to be sent to the Personnel Officer. The contractor shall provide clear and definitive medical or psychiatric judgments pertaining to the medical problem and/or work restriction as it relates to the specific job of the employee. The contractor shall also provide information about any other disabling limitations that surface during the examination. The contractor shall work closely with the Department’s Office of Personnel Management in establishing job requirements on a case-by-case basis.

3.8 Physical Examinations (Basic). The contractor shall conduct comprehensive physical examinations, and fitness for duty examinations as identified by the Department. The physical examinations shall be on a voluntary basis, and include, but are not limited to the following:

3.8.1 General medical history, including family background and genetic factors.

3.8.2 Occupational history, including environmental factors and work place hazard.

3.8.3 General physical examination.

3.8.4 Blood chemistry such as SMA-32 or better which would include cholesterol, triglycerides, and a urinalysis.

3.8.5 Complete blood count including RBC, WBC, differential, hematocrit, hemoglobin, Mean Corpuscular Hemoglobin (MCH), Mean Corpuscular Volume (MCV), and Mean Corpuscular Hemoglobin Concentrated (MCHC).

3.8.6 Special test such as spirometry and audio testing when indicated by the contract physician and approved by the contractor.

3.8.7 Electrocardiogram: patients over 40 years of age or as indicated by contract physician.

3.8.8 Chest x-ray only when prescribed by the Medical Director as necessary for diagnoses and when agreed to by the employee.

3.8.9 Tuberculin skin test and other skin tests as indicated and tetanus immunization if required.

3.8.10 Vision testing to include standard test for color blindness and tonometry when indicated by physician.

3.8.11 Extension of the examination as judged medically necessary on individual cases such as laboratory tests not routinely done, and specialist consultation.

3.9 Medical Records

3.9.1 The contractor shall maintain clear, accurate and confidential medical records. The contractor shall chart each employee visit to the Health Unit. If the employee does not already have a medical record, he/she will be asked to provide the necessary information to initiate a chart.

3.9.2 All employee records shall be maintained under double lock and key when not in use by Health Unit staff. Records, or portions of records, will not be released unless proper written consent of the employee is obtained. Upon proper authorization, only copies shall be released. The original (active) records shall always remain in the Health Unit.

3.9.3 Inactive medical records for employees who are separated from the Agency will be transferred to the Agency's Office of Human Resources for disposition in accordance with agency policy.

3.9.4 The medical record's system shall be subject to random periodic reviews by the Contracting Officer (CO) or Contracting Officer's Technical Representative (COR) in accordance with appropriate privacy act requirements.

3.9.5 The contractor shall maintain a manual describing the filing method and inventory listing all medical files of all Government employee during the performance of this contract. Both the manual and the records shall be kept up-to-date and the manual shall be made available to the COR, upon his or her written request.

3.9.6 Employee Health Records.

3.9.6.1 The Privacy Act of 1974, P.L. 93-579 (5 U.S.C. 552a) clearly defines rigid requirements for the handling of Federal employee health records. Within the first week of contract operations, the Contractor shall become sufficiently familiar with requirements of the Privacy Act, along with implementing policies, to ensure that the USDOJ meets its responsibilities under the Act.

3.9.6.2 Traditional Practices, in general, shall be followed in that the Contractor shall treat all employee health records as medically confidential and shall maintain the necessary security for them. Privacy requirements must be given high priority by the Contractor at all times beginning from the first day of contract operations. The Contractor shall also be familiar with and observe special privacy requirements pertaining to alcoholism and drug abuse program participants.

3.10 Additional Services - The following services shall be performed at the direction of the Contracting

Officer only. Pricing for this work will be negotiated by the contracting parties and obligated via a contract modification executed by the Contracting Officer.

a. The contractor may be required to provide medical services in emergency situations, including but not limited to, city, state, or national emergencies, or Continuity of Operations Plans (COOP), as required by the agency.

b. On an as needed basis, DOJ may request the services of additional Staff Nurses. These nurses shall be provided at the prevailing DOL labor wage rate.

3.11 Employee Assistance Program (EAP) - The Department is deeply committed to conducting a comprehensive drug and alcoholism rehabilitation program in full compliance with the Office of Personnel Management (OPM) and Public Health Service (PHS) regulations and guidelines. The EAP contract personnel have primary responsibility for this program. However, contractor health services staff shall be expected to lend assistance as needed.

3.12 Standards of Performance - In as much as the contractor will be interacting with agency personnel on a daily basis, the staff shall conduct themselves in a professional manner consistent with the expectations of the medical profession. Any behavior on the part of the contractor that constitutes actual or apparent misconduct may be cause for termination of the contract. Personal business may not be conducted while working on-site. Government property and or supplies such as photocopy machines, telephones, computers, envelopes, etc., shall not be used for the conduct of personal business.

3.13 Personnel

3.13.1 Key Personnel

The Medical Director, Chief Nurse and Staff Nurse are considered to be key personnel under this contract.

Key personnel shall meet or exceed the minimum qualifications described herein and are subject to the approval of the COR. Persons offered as key personnel shall be available for assignment and work on the performance start date of the contract. If, at any time during the life of the contract, any key personnel are no longer available, the Government reserves the right to review the qualifications of proposed new personnel and to reject persons who do not meet the qualifications set forth herein. The contractor shall notify the COR of anticipated changes in key personnel sufficiently in advance to allow adequate time for review of their qualifications by the Government.

3.13.2 Qualifications

a. The contractor shall provide fully qualified personnel such as, but not limited to, Medical Director, Chief Nurses and Staff Nurses in accordance with the staffing levels designated in section 3.13.3. The contractor shall be responsible for certifying that they meet all personnel qualifications specified.

b. All personnel (including back-up personnel) credentials, such as licenses, and certifications associated with his or her position shall be provided to the COR. In the performance of the contract, the contractor shall utilize only the personnel set forth in the contractor's proposal including proposed back-up personnel. Prior to utilizing other personnel not specified in the initial proposal, the contractor shall notify the COR no later than 30 days in advance, and shall submit a justification, resume, license, and certifications to the COR for approval.

3.13.3 Position Requirements

3.13.3.1 Medical Director - The Contract Medical Director shall be required to provide medical treatment to sick or injured persons at each specified facility. This includes performing a variety of routine tests and laboratory procedures. Examples may include, conducting urinalyses, clinical chemistry test, blood counts and all related tests and treatments as needed, and as requested on a case-by-case basis. The Medical Director shall participate in COOP meetings including planning for Pandemic Influenza or other national emergencies and/or shall review plans and provide guidance as requested by the COOP planning staffs.

The Medical Director shall also have knowledge of special drugs and the ability to provide pulmonary ventilation. Since the Medical Director may have an outside practice, he or she may not make referrals to his/her own practice or affiliates or otherwise act as any employees' private physician. Furthermore, this policy may not be circumvented by implying that some other staff member made the referral or that the individual referred himself/herself to the physician.

a. Education -The Medical Director shall be:

I. A graduate of an accredited medical school, certified by the American Board of Internal Medicine with expertise in primary care, internal medicine, or family practice (except pediatrics or obstetrics/gynecology);

ii. Licensed to practice in Washington, DC metropolitan area or in the areas the services will be performed; and

iii. Certified to administer cardiopulmonary resuscitation (CPR).

b. Experience. The Medical Director shall have:

I. A minimum of two years’ professional experience (one year may include internship) in occupational medicine techniques and

ii. Experience in counseling troubled employees.

3.13.3.2 Chief Nurse - The contract Chief Nurse shall be required to assist the Medical Director with treatment; assess patient health problems and needs; develop and implement nursing care plans; maintain medical records; and assist patients in complying with a prescribed medical regimen. The chief nurse shall oversee the staff nurse's performance and assist with any and all medical treatments necessary to operate the specified facility. This chief nurse shall have knowledge of special drugs and the ability to provide pulmonary ventilation.

a. Education. The Chief Nurse shall be:

I. A graduate of a Baccalaureate degree-nursing program;

performed;

iii. Certified to administer the American Heart Association cardiopulmonary resuscitation (CPR)

b. Experience. The Chief Nurse shall have:

I. Experience in an industrial medical program, or in ambulatory or emergency care;

ii. Experience in identifying and counseling troubled employees;

iii. Experience in conducting special medical programs or health education; and

iv. A minimum of five years of nursing experience relative to the requirements of this Statement of

Work.

3.13.3.3 Staff Nurse - The Contract Staff Nurse shall be required to assist the chief nurse with treatment including, but not limited to, administering immunizations, inoculations, allergy treatments, and medications at the health units. The staff nurse shall assist the chief nurse in developing, evaluating, and revising nursing plans. The staff nurse shall serve as the Medical Coordinator during activation of the facility Occupant Emergency Plans.

a. Education. The Staff Nurse shall be:

I. A graduate of a Baccalaureate degree nursing program;

performed; and

iii. Certified to administer the American Heart Association cardiopulmonary resuscitation (CPR).

b. Experience. The Staff Nurse shall have:

I. Professional nursing experience in an industrial medical program, or in ambulatory or emergency care;

ii. Experience in counseling troubled employees; and

ii. Experience in conducting special medical programs or health education; and

iv. A minimum of three years of nursing experience relative to the requirements of this Statement of

Work.

3.14 Hours of Operation - Except Federal Government holidays or building closures, each of the employee health units shall be open Monday through Friday from 8:00 a.m. to 4:30 p.m. unless otherwise stated. The health unit shall be closed at lunchtime and lunch hours shall be posted on the DOJ Intranet Website site, and on the door of the specific health unit. In the event the building must close for the entire day or delay opening due to weather conditions, an announcement will be broadcast on local TV and radio stations. Confirmation with the COR is necessary for early departures.

3.15 Supply Requirements

3.15.1 The contractor shall be responsible for purchasing and providing the supplies utilized in health units.

Additionally, these supplies shall include general office supplies (e.g. paper, copier/printer supplies, medical brochures, pens, pencils, etc). The following is a list of some of the typical medical supplies used in these clinics:

Disposable gloves Maalox Tylenol Pepo Bismol Ear drops Flu vaccine (seasonal) Eye drops TB skin tests (PPD – if ordered) Tetanus toxoid Bacitracin ointment

Diphtheria toxoid Silver sulfadiazine (burn cream) 1% hydrocortisone cream Benadryl injection and cream Sudafed (decongestant) Aspirin Band aids Oxygen Paper examining gowns Epinephrine Albuterold inhaler Ace bandages Robitussin DM Needles Claritin Alcohol pads/gauze Electrode/Papers for EKG Hot/Col compresses NSAIDS – Ibuprofen, Aleve Laundry – linen (bed sheets, blankets, towels, pillow cases) Nitroglycerin

Note: The contractor is not required to provide the "brand names" listed above. Comparable brands (e.g.

generic supplies with the same specifications and/or ingredients) will be adequate for the necessary supplies under this contract.

3.15.2 The contractor shall be responsible for purchasing and providing clinical coats and name labels for both physicians and nurses. The contractor is responsible for arranging and paying for the dry-cleaning of coats, all bed sheets, blankets and linens. The COR shall approve all uniforms worn by contractor personnel.

3.15.3 The contractor is responsible for providing a medical waste system to properly discard all disposable supplies utilized in the health units.

3.15.4 The contractor shall provide drugs and medical supplies in adequate quantities to meet any medical emergency to all locations. In addition, medications and drugs shall be stocked by the contractor at all locations and dispensed for first aid or treatment of less serious disorders for which the employee would not reasonably be expected to seek the attention of his/her personal physician, such as common colds, headaches, dysmenorrhea, etc.

3.15.5 The contractor shall be responsible and accountable for the security of all medications (including controlled drugs), medical supplies, vaccines, and immunizing agents used in all of the Health Units.

Accordingly, the contractor shall ensure that access to those items is restricted to contractor personnel assigned to the Health Unit and to the COR or his designated representative.

3.15.6 The contractor shall not fill prescriptions from private physicians; however, the medical officer can write prescriptions for employees at Health Units covered by this contract. The employee is responsible for the filling of prescription at the pharmacy of his/her choice.

3.15.7 An accepted practice in Occupational Medicine is the periodic administration by injection of certain medicines, such as allergens and vitamins, prescribed by an employee’s personal physician. All such medications must be provided by the employee and stored in a Health Unit refrigerator if Health Unit staff is to administer periodic doses.

3.16 Equipment Requirements

3.16.1 The contractor shall identify any equipment necessary for operation of the health units. Purchase of any equipment is at the sole discretion of the Government. Once identified, the Government may purchase/obtain the equipment from another source, or may authorize the contractor to acquire the equipment. All equipment purchased by the contractor under the terms of this contract shall become the property of the Government. The contractor shall provide daily inspection of all equipment in the health unit, such as EKG, AED and scales to ensure they are functioning properly. Any malfunctioning equipment shall be reported immediately to the COR. On an annual basis, and in coordination with the COR, the contractor shall be responsible for scheduling equipment for required inspection and maintenance, such as calibration.

Costs associated with this maintenance shall be approved in advance by the COR and billed against CLIN X003.

3.16.2 If authorized by the Government to acquire equipment, the contractor shall be reimbursed by the Government for the actual cost of any equipment. The contractor shall invoice the Government on the next monthly invoice after delivery, receipt and acceptance by the COR of required equipment. The contractor shall attach a copy for the actual equipment invoice costs to its regular monthly invoice.

3.16.3 The contractor shall receive written approval from the COR before purchasing any equipment for the base year and all option years of this contract. Equipment offered on the open market will be acquired using appropriate procedures for open market requirements. If during the life of this contract, the Government determines that additional equipment is necessary, the contractor shall submit a proposal with three (3) equipment options (considering specifications, quality, and cost) to the CO.

3.17 Flu Vaccine

The contractor shall upon request by the CO to provide annual flu vaccines to DOJ employees.

SECTION 4

PRESERVATION, PACKAGING AND MARKING

4.1 Preservation, packaging, and packing for all items delivered hereunder shall be in accordance with commercial practice and adequate to ensure acceptance by common carrier and safe arrival at destination.

The Contractor shall place the contract number on or adjacent to the exterior shipping label.

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SECTION 5

INSPECTION AND ACCEPTANCE

5.1 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/these address:

https://www.acquisition.gov/far/

5.2 FAR 52.246-6 INSPECTION – TIME AND MATERIAL AND LABOR HOURS (MAY 2001)

5.3 INSPECTION AND ACCEPTANCE

A. Inspection and acceptance of services to be furnished hereunder shall be performed at place of performance or destination, by the COR or his designated representative, in accordance with Clause E-2, and any other provisions specified in this contract. The Government reserves the right to conduct any inspection and tests it deems reasonably necessary to assure that the services provided conform in all respects to the contract specifications. Services, which upon inspection are found not to be in conformance with contractual specifications, shall be promptly rejected and the Contracting Officer will provide notice of such rejection, together with appropriate instructions to the Contractor.

B. Inspection will be completed within thirty - (30) calendar days after completion.

a. In the event services are of a continuing nature and this contract prescribes periodic payments based upon increments of time rendered (e.g., hours or months of service), completion of services will be deemed to have occurred at the end of each whole or fractional month falling within the contract term.

b. In the event services are not of a continuing nature, such that this contract prescribes payment based upon fixed units delivered (e.g., characters keyed), completion will be deemed to have occurred upon delivery.

C. Payment will constitute notification of acceptance.

D. Written notification of negative inspection results will be furnished within 30 days after completion.

https://www.acquisition.gov/far/

SECTION6

DELIVERIES OR PERFORMANCE

6.1 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/these address (es):

https://www.acquisition.gov

FAR 52.242-15 Stop Work Order (AUG 1989)

FAR 52.242-17 Government Delay of Work (APR 1984)

FAR 52.247-35 F.O.B. Destination, Within Consignee’s Premises (APR 1984)

6.2 NOTICE TO THE GOVERNMENT OF DELAYS

In the event the Contractor encounters difficulty in meeting performance requirements, or when he anticipates difficulty in complying with the contract delivery schedule or completion date, or whenever the Contractor has knowledge that any actual or potential situation is delaying or threatens to delay the timely performance of this contract, the Contractor shall immediately notify the Contracting Officer and the COR, in writing, giving pertinent details; provided, however, that this data shall be informational only in character and that this provision shall not be construed as a waiver by the Government of any delivery schedule or date, or any rights or remedies provided by law or under this contract.

[FAR 52.242-17GOVERNMENT DELAY OF WORK (APR 1984)]

6.3 DELIVERY

A. Period of Performance

1. The period of performance shall commence upon the date of contract award and end September 30, 2023. The proposed contract is expected to include a base period and five (5) option periods as described in the table below. See Section F.1 for complete contract term and option information:

Period of Performance

Base Period October 1, 2017 Through September 30, 2018 Option 1 October 1, 2018 Through September 30, 2019 Option 2 October 1, 2019 Through September 30, 2020 Option 3 October 1, 2020 Through September 30, 2021 Option 4 October 1, 2021 Through September 30, 2022 Option 5 October 1, 2022 Through September 30, 2023

2. This contract may be extended, at the option of the Government, upon the same terms and conditions for a period of one (l) year or fractions thereof by the Contracting Officer giving written notice of the Government’s exercise of such option to the Contractor by the first day of each fiscal year or within thirty (30) calendar days after funds for that fiscal year become available. Such exercise shall not have effect unless the Contracting Officer has given preliminary written notice of an intent to exercise such option at least 30 days prior to the last day of the term of the contract.

Such preliminary notice shall not be construed as an exercise of the option, and will not bind the Government to exercise the option. If the Government exercises such option, the contract, as https://www.acquisition.gov/ extended, shall be deemed to include this option provision; provided, however, that the total duration of this contract, including the exercise of any options under this clause, shall not exceed 60 months.

[Performance of services under any such extension shall be at the prices, labor rates or estimated cost plus fixed fee, specified herein.]

B. Place of Delivery

Delivery pursuant hereunder shall be made F.O.B. destination, within consignee’s premises, to the following address:

U.S. Department of Justice Two Con, Office of Personnel 145 N Street NE Washington, DC 20530

C. Place of Performance

All contract performance shall be at the U.S. Department of Justice at various locations within the Washington, DC metropolitan area.

6.4 Reporting Requirements:

6.1 Monthly Work Achievement Report. The contractor shall submit a Monthly Work Achievement Report to the COR, that contains information as set forth below on or before the 10th day of each month. At a minimum, the report shall contain:

a. Number of patients treated for the previous month for each health center.

b. Categories of treatment.

c. Number and type of physical examinations.

d. Number and type of incidents and/or referrals.

e. Number and type of screening programs.

f. Number and type of health education programs.

g. Significant events of interest to medical management personnel.

h. Number and type of OWCP (CA-1 forms) handed out.

6.2 Equipment Replacement Report. The contractor shall submit a report to the COR 30 days before the end of the performance period indicating the condition of all Government Furnished Equipment as listed in this contract, and shall make recommendations for repair or replacement of the equipment, as appropriate.

6.3 Final Report. The contractor shall submit a final report to the COR that documents and summarizes the results of the entire contract work, including recommendations and conclusions based on the experience and results obtained. This report will be due 30 days after contract expiration.

6.4 Transition Plan. Contract Start - The transition period will commence upon contract award and will continue for the first five (5) business days of the new contract period. The transition plan shall provide the method by which the contractor plans to accomplish the transition in a smooth, orderly and timely manner.

Conclusion of the contract - Thirty days prior to end of the contract period, the incumbent contractor shall submit a transition plan for implementing a smooth, orderly, and timely transition of daily operations from the existing contract to the new contract's operations.

SECTION 7

CONTRACT ADMINISTRATION DATA

7.1 CONTRACTING OFFICER'S REPRESENTATIVE (COR)

The performance of work required herein shall be subject to the technical direction of the cognizant Contracting Officer's Representative (COR) or his designee with respect to technical matters pertaining hereto. As used herein, "Technical Direction" is direction to the Contractor, which fills in details, suggests possible lines of inquiry, or otherwise supplements the scope of work. "Technical Direction" must be confined to the general scope of work set forth herein and shall not constitute a new assignment, nor supersede or modify any other Clause of this contract. To be valid, technical direction:

a. Must be issued in writing consistent with the general scope of work set forth in the contract;

b. Upon award, a Contracting Officer's Technical Representative (COR) will be designated to coordinate the

c. Technical aspects of this contract and inspect items/services furnished hereunder; however, he/she shall not be authorized to change any terms and conditions of the resultant contract, including price.

d. Shall not constitute a basis for extension to the contract delivery schedule or contract price.

e. Act as liaison and to coordinate contractor/government activities;

f. Arrange for and coordinate the use of government resources (personnel, space, documents, etc.);

g. Provide technical guidance in the performance of the contract; and

h. Receive, review and approve (but not reject or deny) progress reports, selected invoices and final reports or other functions of a technical nature. The authority to reject performance and deny associated invoices is expressly reserved for the Contracting Officer.

i. The COR does not have the authority to alter the Contractor's obligations under the contract; direct changes that fall within the purview of the clause entitled "Changes" and/or modify any of the expressed terms, conditions, specifications, or price of the contract. If as a result of technical discussions, it is desirable to alter/change contractual obligations or the Specification/Work Statement, the Contracting Officer shall issue such changes in writing and signed.

j. The COR assigned cognizance of this contract is:

COR: [To be inserted at the time of award] Telephone: [To be inserted at the time of award] Email Address: [To be inserted at the time of award] Mailing Address: [To be inserted at the time of award] Washington, D.C. 20530

7.2 CONTRACT ADMINISTRATION

a. This contract will be administered by:

Procurement Services Staff Two Constitution Square 145 N Street, NE Washington, DC 20530 (To be inserted at time of award), Contracting Officer

Telephone (Inserted at time of award) Email Address: [To be inserted at the time of award]

b. Written communications shall make reference to the contract number and shall be e-mail or mailed to the above address.

7.3 CONTRACTOR REPRESENTATIVE

a. The Contractor's representative shall be responsible for all contract administration issues and shall act as the central point of contact with the Government for all such issues. The representative shall have full authority to act for the Contractor in all contractual matters. The representative shall be able to fluently read, write, and speak the English language. The Contractor's representative to be contacted for all contract administration matters is:

Name:

Address:

Telephone:

Fax:

E-mail:

7.4 SECURITY PROGRAMS MANAGER (SPM)

a. Upon contract award, a Security Programs Manager (SPM) will be designated to coordinate those aspects of this contract, which pertain to obtaining and maintaining security clearances at the appropriate levels for contractor personnel performing hereunder.

b. During the pre-award phase of this contract, the SPM is responsible for performing the following duties:

1. Provide the Contracting Officer with the appropriate contractor personnel security-screening requirements (including waiver requirements, if appropriate) and background investigation (BI) requirements for obtaining services of non-federal employees under the resultant contract and contracts.

2. Determine the risk level for each contractor position. The risk level must be based on an overall assessment of the damage that an untrustworthy contractor could cause to the efficiency or the integrity of Departmental operations. The SPM shall provide this information to the Contracting Officer for inclusion in the resultant contract.

3. Certify that the personnel security requirements of the contract are adequate to ensure the security of Departmental operations, information and personnel. The SPM shall provide this written certification to the Contracting Officer prior to release of the Request for Proposals.

c. The SPM for this contract is:

[To be inserted at time of award]

[To be inserted at time of award] Washington, D.C. 20530 Telephone: [To be inserted at time of award] Fax: [To be inserted at time of award] E-mail: [To be inserted at time of award]

d. The personnel security requirements of this contract are set forth in the Sections: (To be filled in by the Contracting Officer upon contract award).

e. Following award of this contract, the SPM shall ensure that the personnel security requirements set forth herein are followed. In addition, the SPM shall comply with the supplemental guidelines provided to him or her by the Contracting Officer.

7.5 PAYMENT PROVISIONS FROM THE FEDERAL ACQUISITION REGULATIONS (FAR)

APPLICABLE TO THIS CONTRACT

A. The current FAR clause entitled Prompt Payment, is made a part of this contract by reference.

B. Subdivision (a)(5)(i) of the Prompt Payment clause is modified to specify the following period for constructive acceptance by the Government: Government acceptance shall be deemed to have occurred constructively on the 30th day after the Contractor delivered the supplies or performed the services in accordance with the terms and conditions of the contract.

C. Invoices for supplies or services furnished under this contract shall be submitted to the COR at the address shown in Clause G.1. Invoices may be submitted either with delivery or subsequent to delivery of the required items, or, in the case of services on a monthly basis upon completion of the service. All invoices shall contain the Contractor’s Taxpayer Identification Number (TIN).

D. For firm fixed price contracts the COR will certify the invoice for payment and forward the invoice to the Finance Office specified in paragraph E below for payment with a conformed copy to the Contracting Officer specified in Clause G.2. For CPFF, T/M or L/H contracts, the COR will certify the invoice for payment and forward it to the Contracting Officer in Clause G.2. Negative inspection results will be reported immediately to the Contracting Officer.

E. The office that will make the payments due under this contract (i.e., the designated payment office) is:

JMD/Personnel Management Office Washington, D.C. 20530-0001

F. All invoices submitted for payment shall be sent my mail or electronically to the COR’s email address and shall contain the following basic information:

1. Contract Number

2. Document Control Number

3. Date of the invoice

4. Invoice Number

5. Date service was performed or job date

6. Contractor’s complete mailing address, including zip code and telephone number

7. Contractor’s Tax ID Number (TIN)

7.6 FAR 52.232-33 Payment by Electronic Funds Transfer-System for Award Management (Jul 2013)

(a) Method of payment.

(1) All payments by the Government under this contract shall be made by electronic funds transfer (EFT), except as provided in paragraph (a) (2) of this clause. As used in this clause, the term “EFT” refers to the funds transfer and may also include the payment information transfer.

(2) In the event the Government is unable to release one or more payments by EFT, the Contractor agrees to either—

(i) Accept payment by check or some other mutually agreeable method of payment; or

(ii) Request the Government to extend the payment due date until such time as the Government can make payment by EFT (but see paragraph (d) of this clause).

(b) Contractor's EFT information. The Government shall make payment to the Contractor using the EFT information contained in the System for Award Management (SAM) database. In the event that the EFT information changes, the Contractor shall be responsible for providing the updated information to the SAM, database.

(c) Mechanisms for EFT payment. The Government may make payment by EFT through either the Automated Clearing House (ACH) network, subject to the rules of the National Automated Clearing House Association, or the Fedwire Transfer System. The rules governing Federal payments through the ACH are contained in 31 CFR Part 210.

(d) Suspension of payment. If the Contractor’s EFT information in the SAM database is incorrect, then the Government need not make payment to the Contractor under this contract until correct EFT information is entered into the SAM database; and any invoice or contract-financing request shall be deemed not to be a proper invoice for the purpose of prompt payment under this contract. The prompt payment terms of the contract regarding notice of an improper invoice and delays in accrual of interest penalties apply.

(e) Liability for uncompleted or erroneous transfers.

(1) If an uncompleted or erroneous transfer occurs because the Government used the Contractor’s EFT information incorrectly, the Government remains responsible for—

(i) Making…