DRAFT SOW - COVID-19 Vaccination Support Contract 2-6-21.pdf

PDF 395 KB Posted Feb 6, 2021

Attached to: MEDICAL PERSONNEL FOR FEMA COVID-19 VACCINE SUPPORT
Solicitation number: 70FB8021R00000001-DRAFTSOW
Issued by: Federal Emergency Management Agency Community Survivor Assistance Section

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STATEMENT OF WORK

FEMA COVID-19 National Vaccination Medical Staffing Services

1. BACKGROUND: The Federal Emergency Management Agency (FEMA) leads the nation in preventing, preparing for, responding to, and recovering from the adverse effects emergencies and disasters create, by supporting our communities' ability to withstand adversity, strengthening our resilience and response systems, and enhancing readiness. FEMA provides resources to their federal partners to enable effective response to emergencies and catastrophic events, which overwhelm the capacity of state and local emergency systems. In alignment with President Biden’s “National Strategy for the COVID-19 Response and Pandemic Preparedness, January 2021” FEMA is supporting federal, state, local, tribal and territorial (“SLTT” or “state”) partners to assist, augment and expedite vaccinations in the United States.

Federally and state-managed vaccination sites’ capability will vary by community need.

2. GENERAL REQUIREMENTS: The purpose of this contract is to obtain Contractor-managed medical professionals for COVID-19 vaccine administration in support of Federal assistance to state, local, tribal, and territorial (SLTT) partners in response to all Major Disaster Declarations for the COVID-19 Pandemic, in accordance with section 403 of the Robert T. Stafford Act, the public health emergency declared on January 31, 2020 pursuant to section 319 of the Public Health Service Act, 42 U.S.C. 247d, and the Public Readiness and Emergency Preparedness Act (PREP Act) Declaration issued on February 4, 2020 and all subsequent amendments.

The Government estimates a need for up to 5,000 licensed healthcare professionals to be deployed to various SLTT vaccination sites in support of COVID-19 vaccination efforts.

3. CONTRACT TYPE: FEMA intends to award Indefinite Delivery-Indefinite Quantity (IDIQ) contracts which permits Time and Material (T&M) and Firm-Fixed-Price (FFP) orders.

FEMA intends to issue two (2) single award, IDIQ contracts for the required services. Each contract will cover a distinct geographic zone to facilitate rapid response to states’ requests anywhere within the Unites States and its territories. One contract will be awarded for each Zone.

Zones FEMA Regions

States and Territories (including federally recognized tribes within)

EAST

1 Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island and Vermont

2 New Jersey, New York, the Commonwealth of Puerto Rico, the U.S. Virgin Islands

3 District of Columbia, Delaware, Maryland, Pennsylvania, Virginia, West Virginia

4 Alabama, Florida, Georgia, Kentucky, Mississippi, North Carolina, South Carolina and Tennessee

5 Illinois, Indiana, Michigan, Minnesota, Ohio and Wisconsin WEST* 6 New Mexico, Oklahoma, Texas, Arkansas and Louisiana

7 Iowa, Kansas, Missouri and Nebraska 8 Colorado, Montana, North Dakota, South Dakota, Utah and Wyoming

9 Arizona, California, Hawaii, Nevada, the territories of Guam, the Commonwealth of the Northern Mariana Islands, and American Samoa

10 Alaska, Idaho, Oregon, Washington

*May include Republic of Marshall Islands, Federal States of Micronesia

4. PERIOD of PERFORMANCE: The Period of Performance for this IDIQ contract shall be six months base period with one six-month option period from the date of award. Each task order issued will include a specific period of performance.

5. PLACE of PERFORMANCE: FEMA’s National Vaccination Medical Staffing Services IDIQ contract will require Contractor personnel to deploy to any SLTT location as requested and directed by FEMA. This requirement is inclusive of the United States and its outlying areas, as defined in FAR 2.101. The Contractor’s vaccination place of performance will include local/community-based hospitals, state-managed, federally supported and federally managed sites. FEMA does not anticipate that the place of performance will include federal buildings or FEMA facilities;

however, places of performance may include federal buildings or FEMA facilities, based on mission needs. Specific places of performance will be specified at the task order level.

6. HOURS of OPERATION: It is anticipated that field deployed staff will work up to 12-hour days, 7 days a week, depending on facilities’ duty hours and local mission needs. Some SLTTs may require 24-hour coverage; the Contractor shall be prepared to provide night shift operations as requested. The Contractor may also be required to work all federal holidays. Non-deployed project/program management key personnel shall work in accordance with the Contractor’s price proposal and may not exceed the dollar ceiling value established in the contract unless prior approval from Contracting Officer is granted. Specific hours of operation will be determined at the task order level.

The Federal Government observes the following holidays. The contractor may be required to provide services on these days in support of mission critical situations.

Year's Day - 1 January Luther King's Birthday - Third Monday in January Washington’s Birthday - Third Monday in February Memorial Day - Last Monday in May Independence Day - 4 July Labor Day -First Monday in September Columbus Day - Second Monday in October Veterans Day - 11 November (or as observed) Thanksgiving Day - Fourth Thursday in November Christmas Day - 25 December

7. SPECIFIC TASKS

7.1 Program Management Support (CLIN X001): The Contractor shall provide qualified key personnel to manage all aspects of the operations, including but not limited to ensuring timely deployment and arrival of personnel, quality of services rendered, and accuracy and timeliness of all reporting requirements. The Contractor shall:

a. Serve as the primary representative to interface between the contractor, contracting officer and contracting officer’s representative.

b. Ensure full conformance and compliance with contract requirements, scope, schedules, and costs.

c. Organizes, directs, and manage all contract administration activities, project operations and support initiatives necessary to satisfactorily perform the work required in this

SOW.

d. Provide contract status reports to the designated CO, COR and FEMA Program Managers.

e. Depending on mission needs as outlined in the task order, a program management staff may be required to deploy to designated vaccination site for staff coordination and management. When the need arises for program management staff deployment, the respective task order under which a vaccination site being support will be modified to include ODC travel.

f. Supply roster of ready-to-deploy health personnel as referenced in “Table 1, Anticipated Health Professional Personnel Needs” and “Table 2, Minimum Qualifications.”

Contractor shall have up to 75 percent of Government’s total staffing requirements available for deployment upon contract award, and roster shall be fully staffed no later than 72 hours after task order award.

g. Priority for Local Area staffing. In order to minimize inter-state air travel and potentially increasing the risk of employees’ health from contracting coronavirus, the contractor is encouraged to meet the full requirement, to the maximum extent possible with most cost-effective approach, include preferential hiring and rostering staff with local area or within state personnel of vaccination site.

h. The contractor shall badge all deployed personnel to include employee name, employee photo, employee ID #, and company name. Contractor employees deployed to the field must have badges prominently displayed and worn at all times during work hours unless otherwise directed. The contractor shall not include any reference to FEMA, DHS, or other United States Federal Agencies on its badges.

i. Ramp-up Capability upon IDIQ award: The contractor shall have the capability to immediately deploy and manage travel arrangements for up to 500 personnel per day.

j. The contractor shall deploy requested qualified medical staff to arrive at designated facilities to CONUS sites by no later than 72 hours upon task order award. For personnel to OCONUS locations, the expected arrival date shall be specified at task order level for each designated facility. All requested deployed personnel shall arrive at designated facilities properly credentialed and badged.

k. The contractor shall track and provide real-time updates as requested on the departure, arrival day, job location, demobilization, of all deployed personnel, and all other field operations-related inquiries.

l. Ensure personnel can operate in austere working conditions.

7.2 Medical Staffing (CLIN X002): The Contractor shall provide turnkey operations for the recruiting, badging, deployment upon request, management, and demobilization of up to 5,000 licensed medical professionals authorized to administer COVID-19 vaccinations and other medical/operational staff to support the licensed medical professionals administration of COVID-19 vaccinations.

a. The Contractor shall be responsible for the preparation and administration of the

COVID-19 vaccinations and provide observation for adverse reaction in the recovery area, in support of SLTT governments’ vaccination efforts.

b. Contractor support shall be capable of deploying for duration of the mission, as task order period of performance requires, which may last up to 6 months and shall also have the capability to manage the deployments of up to 500 field personnel per day.

c. While the Government estimates a need for up to 5,000 licensed healthcare professionals deployed to the field in support of COVID-19 vaccination efforts, the Government cannot at this time accurately estimate the locations and the number of labor categories needed for deployment per site, but it is anticipated that the majority of requested functions will be Vaccinators. The CO and COR will provide final approval of the Contractor’s staffing request at the task order level.

d. The Contractor shall provide medical personnel that hold an active US state medical license, are currently practicing in their professional specialty and possess favorable adjudication standing on background checks (criminal and credit). The contractor shall recruit personnel to meet the anticipated staffing requirements as referenced in “Table 1, Anticipated Health Professional Personnel Needs” and “Table 2, Minimum Qualifications” below.

e. SLTT partners will submit all staffing requests to FEMA via Resource Request Form (RRF).

FEMA will review all staffing requests and notify Contractor in writing of staffing requirements. Upon receipt, Contractor shall have 24 hours to review request and submit an itemized roster—to include job category and job title—of deployable-ready personnel who meet the criteria outlined in the RRF. FEMA will review proposed roster based on evaluation of the proposal. Upon receipt of task order the Contractor shall mobilize and deploy all approved personnel to meet the operational and timeline requirements specified under 7.2.2 Field Operations.

7.2.1 Medical Functions to be performed. The Contractor may be tasked to perform various vaccination related functions such as:

a. Coordination of clinical aspects of vaccine administration to recipients, ensuring quality control of vaccine administration as well as proper storage and handling of vaccines, sharps use;

b. Prepare and administer vaccines in accordance with current guidance and recommendations. Administer COVID-19 vaccines with FDA EUA per manufacturer specified guidelines, and the most recent CDC Standing Orders, and the most recent CDC Immunization Education & Training;

c. Aid Vaccine Administrators, helping ensure proper vaccine storage and handling and documenting all administered vaccines in the with Vaccine Administrators review and approval;

d. Provide observation for adverse reactions in the recovery area.

7.2.2 Field Operations. The contractor shall manage the badging, deployment, and demobilization of all contractor field staff. The contractor shall:

a. Be prepared to provide extended work schedules, including weekends and holidays, as directed by FEMA.

b. Demobilize staff within 24 hours of notice. The Government reserves the right to request demobilization of any contractor personnel for any reason.

c. In the event of personal emergencies or other exigencies, field deployed personnel may request emergency demobilization. All such requests must be in writing and submitted to the COR for prior approval, unless extenuating circumstances do not allow.

d. Field personnel are not guaranteed the full deployment and must demobilize within 24 hours upon notice or shall demobilize on the designated day of their deployment. Any extension requests will be submitted in writing and must be approved by the Contracting Officer and the COR.

7.3 Other Direct Costs – Travel (CLIN X003): The Contractor will be required to travel under this contract. FEMA will reimburse all authorized travel costs incurred by the Contractor’s field deployed personnel in support of this contract. Costs for transportation, lodging, meals and incidental expenses incurred by Contractor personnel on official business in support of this contract are allowable subject to FAR 31.205-46, Travel Costs. Travel costs will be considered reasonable and allowable only to the extent that they conform to federal travel regulation. The Contractor shall be responsible for obtaining Contracting Officer (CO)/ Contracting Officer Representative (COR) pre-approval (electronic mail is acceptable) for all reimbursable travel in advance of each travel event.

FEMA will not authorize:

a. Reimbursement above the GSA specified rates for lodging and per diem rates (Per Diem

Rates | GSA). Rates are established based on location of assigned duty station. Lodging other than hotels must be pre-approved by COR in writing.

b. Transportation cost reimbursement for air travel beyond economy class.

c. Non-Local Travel Personnel - Transportation cost reimbursement for car rental beyond compact car rental rates, unless Rental Car Justification is obtained from COR.

d. Use of Privately Owned Vehicle (POV) transportation for the duration of deployment unless requested by contractor and pre-approved by COR in writing. Use of rental cars is preferred.

e. Return flights to alternate destinations other than employee’s Residence of Record

(ROR).

(Reserved - Excusable Delays)

7.4 Other Direct Costs – Miscellaneous (CLIN X004): SLTT governments and vaccination sites will be responsible for supplying medical personnel with all Personal Protective Equipment (PPE). However, the Contractor may be required to purchase PPE for deployed staff if SLTT government facilities are unable to provide. All supply purchases must be pre-approved by the Contracting Officer and the COR in writing.

https://www.gsa.gov/travel/plan-book/per-diem-rates https://www.gsa.gov/travel/plan-book/per-diem-rates

The contractor shall develop a Vaccination Staffing and Management Plan in support of marketing and recruitment actions of medical personnel.

8. REPORTING and DELIVERABLES. The contractor shall meet all reporting requirements within the timelines specified. It is anticipated that each Vaccinator will be required to catalogue the number and type of vaccines administered each day, and the Contractor shall compile this data and include it as part of the Daily Report. FEMA anticipates that Vaccinators will not be engaged in transcribing, transmitting, and record keeping of Personally Identifiable Information (PIl). The contractor shall:

a. Submit daily report to COR, and other recipients as requested, no later than 0800 EST each day. The report shall summarize the preceding day’s events as outlined in Daily Report Template, see Attachment A. All information contained in the daily report is subject to modification upon request from the COR.

b. Submit a weekly labor report to include itemized list of all billable hours as outlined in Weekly Labor Report, see Attachment B. Weekly Labor Report shall be due no later than each Tuesday following the conclusion for the preceding workweek.

c. Submit Bi-Weekly Burn Rate Report, See Attachment C.

d. Submit Purchase Request Form for potential supply procurement (i.e. PPE), See

Attachment D. Prior approval required by the contracting officer and the COR.

e. Submit Overall Bi-Weekly Burn Rate Report at IDIQ level, See Attachment C.

f. Provide other reports as requested by COR.

The following deliverables tables summarizes the required deliverables under this contract. The COR may change the due dates as necessary to meet mission needs.

ITEM DELIVERABLE DUE BY DISTRIBUTION

1 Daily Reports (per task order) No later than 0800 EST each day COR

2 Weekly Labor Report (per task order)

No later than each 0800 EST Tuesday following the conclusion for the preceding workweek

COR

3 Bi-Weekly Burn Rate Report (per task order)

Bi-weekly, 1200 Noon EST every other Monday COR

4 Overall Burn Rate Report (at IDIQ level)

Bi-weekly, 1200 Noon EST every other Monday COR

9. COVID-19 SAFETY: Any deployed contractor personnel who displays COVID-19 symptoms, or tests positive for COVID-19, shall immediately notify supervisor, and the Contractor must immediately notify the COR. The affected contractor personnel shall immediately quarantine based on CDC guidelines. The Contractor shall ensure that the affected employee is safely quarantined.

All Contractor personnel shall adhere to all applicable federal, state, local, and client-specific regulations, including all COVID-19 safety guidelines. Regardless of any precautions taken, the risk of COVID-19 infection cannot be eliminated and so by accepting field assignment, the Contractor personnel assume the risk of infection and agree to waive any claims against the Government in the event infection occurs.

All contractor personnel shall adhere to the state or federally managed vaccine sites’ COVID-19 testing guidelines.

10. REIMBURSEMENTS AND OTHER FEES: As part of this contract, the Government will not approve any additional Fee, Profit, or G&A costs. In addition, the Government will not reimburse the Contractor for:

a. Software or Database Development – the Contractor shall employ existing software and/or database solutions to compile and aggregate data and submit all reports in the timeframes required.

b. Personal computers, laptops, handheld devices, printers, cell phones, etc. – The Government will not reimburse for the purchase, rent, or usage associated with any electronic device in support of this mission.

c. Office Supplies – The Government will not reimburse for any office supplies.

d. Work Attire – The Government will not reimburse for any work attire other than PPE as specified in section 14 below.

The Contractor shall propose fully burdened fixed labor hour rates for all personnel.

11. BACKGROUND CHECK REQUIREMENT: All Contractor field/medical personnel rostered for deployment shall possess a favorable adjudication of employer-administered background checks which include criminal and credit checks at the time of contract awards and maintain positive standing throughout the period of performance.

12. GOVERNMENT FURNISHED PROPERTY: Vaccination sites shall provide necessary medical equipment (to include PPE), supplies and workspace to accomplish the work specified in this SOW. All unused field supplies (Reference SOW Section 7.4) purchased by the Contractor and reimbursed by the Government shall become property of the Government at the conclusion of the operation unless otherwise specified in writing.

13. CONTRACTOR FURNISHED PROPERTY: The Government anticipates that providing PPE for personnel administering the COVID-19 vaccine, including all contractor support staff, will be the responsibility of the federally managed and SLTT facilities. However, in the event PPE is not provided at the designated facilities, the Contractor is authorized to purchase PPE with prior approval of the COR and in full compliance with the requirements listed below. All PPE purchased without prior consent of the COR may not be reimbursable by the Government.

14. ADDITIONAL REQUIREMENTS: COVID-19 vaccination provided through this contract must be carried out in compliance with 5 C.F.R Part 339, the Rehabilitation Act, 29 U.S.C. § 701 et seq., 48 CFR § 3052.204-71 - Contractor employee access, and Americans with Disabilities Act (ADA), 42 U.S.C. §§ 12102 et seq.

Table 1, Anticipated Health Professionals Personnel Needs

Contract Function Category Qualified Medical Staff Title Definition

Clinical Manager / Vaccine Lead

1. Physician Coordinate overall clinical aspects of vaccine administration to recipients, ensuring quality control of vaccine administration as well as proper handling of vaccines and sharps use.

2. Physician Assistant

3. Nurse Practitioner

4. Dentist

5. Pharmacist

Vaccinators

1. Physician

Prepare and administer vaccines in accordance with current guidance and recommendations.

2. Pharmacist

3. Physician Assistant

4. Registered Nurse

5. Licensed Vocational Nurse

6. Licensed Practical Nurse

7. Advanced Practical RN (Nurse Practitioner)

8. Certified Registered Nurse Anesthetist

9. Paramedics

10. EMT

11. Dentist

12. Pharmacy Technician

Vaccine Preparers

1. Pharmacist Provide assistance to Vaccine Administrators, helping ensure proper vaccine storage and handling and documenting all administered vaccines in the with Vaccine Administrators review and approval.

2. Pharmacy Technician

Recovery Area Manager / Observer

1. Registered Nurse

Provides observation for adverse reactions in the recovery area.

2. Licensed Vocational Nurse

3. Licensed Practical Nurse

4. Advanced Practical RN (Nurse Practitioner)

5. Paramedics

6. EMT

7. Certified Registered Nurse Anesthetist

8. Respiratory Therapist

Table 2, Minimum Qualifications Position Minimum Education/Certification Requirements

Program Manager

(Key Personnel)

Years of Experience in Specialty: Minimum 3-5 years’ experience in relevant industry 3 years’ management experience, or

Minimum Education: BA or BS and a state license and graduate of Accredited Medical Assistant Program or

Certification: Project Management Professional PMP State Licensure: N/A

Physician

Education: M.D. or D.O from accredited Medical School; ACGME approved Internship/Residency Program

Certification: State Unrestricted Licensure Required, American Board Certification of Board Eligible. (ECFMG) if appropriate, CPR (Cardiopulmonary Resuscitation) BCLS (Basic Cardiac Life Support)

Experience: Actively practicing in specialty with minimum experience of three (3) years in their respective specialty post-board certification.

Licensure: All physicians will hold valid unrestricted medical license in a state, territory or Commonwealth of the U.S.

Registered Nurse

Education: Completion of Associate or bachelor’s degree from accredited registered nursing program

Certification: Minimum BLS, ACLS, ATLS, PALS, CPR III

Experience: Actively practicing in specialty with minimum experience of three (3) years in their respective area; Active hospital credentials and privileges

Licensure: All nurses will hold at least an unrestricted nursing license in a state, territory or Commonwealth of the U.S.

Nurse Practitioner

Education: Bachelor of Science in Nursing degree and a Master’s degree in their specialty areas, such as Family Practitioner, Anesthetist or Midwifery

Certification in their specialty by the appropriate certifying organization, i.e.

American Academy of Nurse Practitioners, American Association of Nurse Anesthetists or the American College of Nurse Midwifes Certification Council A current, valid unrestricted medical license in one of the U.S. states, territories or commonwealths Active hospital credentials and privileges Certifications: Applicable certification according to requirements for specialties, i.e. Basic Life Support (BLS), Advanced Cardiovascular Life Support (ACLS), Advanced Trauma Life Support (ATLS), Pediatric Advanced Life Support (PALS), Neonatal Advanced Life Support (NALS), etc.