Flu Shot FY 2025 Solicitation 693JK425R500005 PDF PUBLISHED document.pdf

SOLICITATION, OFFER AND AWARD

1. THIS CONTRACT IS A RATED

ORDER UNDER DPAS (15 CFR 700)

RATING PAGE OF PAGES

1 145

2. CONTRACT NUMBER 3. SOLICITATION NUMBER

693JK425R500005

4. TYPE OF SOLICITATION

X NEGOTIATED (RFP)

5. DATE ISSUED

06/26/2025

6. REQUISITION/PURCHASE NUMBER

7. ISSUED BY CODE M-63-MOWERY 8. ADDRESS OFFER TO (If other than Item 7)

US Department of Transportation

OST Acquisitions Services M-63

1200 New Jersey Ave S.E.

James H. Mowery III, CO

Washington DC 20590

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SOLICITATION

9. Sealed offers in original and copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the depository located in until 11:45 PM EDT local time

(Hour)

08/11/2025 (Date)

CAUTION: LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

10. FOR

INFORMATION

CALL:

A. NAME

James.mowery@dot.gov

B. TELEPHONE (NO COLLECT CALLS) C. E-MAIL ADDRESS

AREA CODE

NUMBER

EXT.

11. TABLE OF CONTENTS

(X) SEC. DESCRIPTION PAGE(S) (X) SEC. DESCRIPTION PAGE(S)

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM X I CONTRACT CLAUSES

X B SUPPLIES OR SERVICES AND PRICES/COSTS PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

X C DESCRIPTION/SPECS./WORK STATEMENT X J LIST OF ATTACHMENTS

X D PACKAGING AND MARKING PART IV - REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE X

K

REPRESENTATIONS, CERTIFICATIONS AND

OTHER STATEMENTS OF OFFERORS

X F DELIVERIES OR PERFORMANCE

X G CONTRACT ADMINISTRATION DATA X L INSTRS., CONDS., AND NOTICES TO OFFERORS

X H SPECIAL CONTRACT REQUIREMENTS X M EVALUATION FACTORS FOR AWARD

OFFER (Must be fully completed by offeror)

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

12. In compliance with the above, the undersigned agrees, if this offer is accepted within calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

AWARD (To be completed by government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

10 U.S.C. 2304 (c) ( ) 41 U.S.C. 253 (c) ( )

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

ITEM

24. ADMINISTERED BY (If other than Item 7) CODE 25. PAYMENT WILL BE MADE BY CODE

26. NAME OF CONTRACTING OFFICER (Type or print)

James H. Mowery III james.mowery@dot.gov

27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97)

Prescribed by GSA - FAR (48 CFR) 53.214(c)

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No. 52.232.8)

10 CALENDAR DAYS (%) 20 CALENDAR DAYS (%) 30 CALENDAR DAYS (%) CALENDAR DAYS (%)

14. ACKNOWLEDGEMENT OF AMENDMENTS

(The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated):

AMENDMENT NO. DATE AMENDMENT NO. DATE

15A. NAME

AND

ADDRESS

OF

OFFEROR

CODE FACILITY 16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER

(Type or print)

15B. TELEPHONE NUMBER 15C. CHECK IF REMITTANCE ADDRESS

IS DIFFERENT FROM ABOVE - ENTER

SUCH ADDRESS IN SCHEDULE.

17. SIGNATURE 18. OFFER DATE

AREA CODE NUMBER EXT.

Section A - Solicitation/Contract Form

PART I—SCHEDULE

DEPARTMENT OF TRANSPORTATION (DOT)

INFLUENZA VACCINATIONS (“FLU SHOTS”) FOR DOT EMPLOYEES FOR

AUTUMN OF 2025

Solicitation No. 693JK425R500005

B.1 OVER-VIEW

Note 1: This document is DOT’s combined Synopsis and Solicitation numbered

693JK425R500005, which seeks the awarding of a new contract for the administering of Influenza Vaccinations (“Flu Shots”) to DOT Federal Employees during a Base-

Year running from September 22nd, 2025 through September 21st, 2026, followed by four Option-Years. (But because of a probable need for contractor-start-up-time, it is likely that the first such vaccination might not be given until early-October of 2025.)

This procurement is being processed as a competitive Small Business Set-Aside having an applicable NAICS Code of 541612, which means that an offeror-company, in order to qualify as a small-business, must have an average annual gross revenue of less than

$29,000,000, as computed across the offeror-firm’s five most-recently-completed company-fiscal-years.

Note 2: No phone calls, please. QUESTIONS concerning this Flu Shot

Solicitation numbered 693JK425R500005 should be e-mailed, by 11:45 PM Eastern

Daylight Time July 13, 2025, to all five of the following addresses:

james.mowery@dot.gov ; and to Trina.Redmond@dot.gov ; and to Bree.Green@dot.gov

; and to Kenneth.Headley@dot.gov ; and to Heather.Albert@dot.gov . And it is very important that each particular set of questions and comments be e-mailed

SIMULTANEOUSLY to ALL FIVE of the e-mail addresses given above.

BACKGROUND

mailto:james.mowery@dot.gov mailto:Trina.Redmond@dot.gov mailto:Bree.Green@dot.gov mailto:Kenneth.Headley@dot.gov mailto:Heather.Albert@dot.gov

To repeat: This procurement is being processed as a competitive Small Business Set-Aside having an applicable NAICS Code of 541612, which means that an offeror-company, in order to qualify as a small-business, must have an average annual gross revenue of less than $29,000,000, as computed across the offeror-firm’s five most-recently-completed company-fiscal-years.

DOT intends to award one and only one stand-alone contract (probably in the form of a Purchase Order), from this Solicitation.

The anticipated contract award will specify firm-fixed unit-prices (for each particular flu vaccination actually administered by the contractor)—in accordance with the prescribed project-year-by-project-year pricing-tables displayed below in this Section B and also displayed in this

Solicitation’s Section L.

To repeat: This Solicitation’s resulting contract (probably a Purchase Order) will have a Base-

Year running from September 22nd, 2025 through September 26th, 2026, followed by four

Option-Years. (But because of a probable need for contractor-start-up-time, it is likely that the resulting contract’s first actual flu shot might not be administered until early-October of 2025.)

The estimated numbers of flu-shots to be administered are given in the prescribed project-year-by-project-year pricing-tables set forth below in this Section B and also set forth in this

Solicitation’s Section L.

B.2 SUPPLIES / SERVICES / PRICING TABLES

B.2.1 This Solicitation’s prescribed project-year-by-project-year pricing-tables displayed below show the year-by-year type-and-quantity-of-service estimates upon which each offeror’s Cost Proposal submitted in response to this Solicitation shall be based. Accordingly, each offeror shall compile its Cost Proposal by filling in the offeror-company’s proposed “Fixed Unit Prices” and resulting “Estimated Total Proposed Prices”, into the two right-most columns of the prescribed project-year-by-project-year-by-year pricing-tables displayed below in this Section B.2.

All pricing-line-items (rows) shown in this Solicitation’s prescribed project-year-by-project-year pricing-tables displayed below will have a fixed-unit-price. Each proposed unit price shall be fixed and fully-loaded. However:

Travel Costs: For administrative convenience—and based on the assumption that this Solicitation’s winning-offeror-company will probably use, in the performance of this Solicitation’s resulting contract, staff-members who reside in the Washington, D. C.

Metropolitan Area—this Solicitation suggests that each offeror propose a fixed-price-dollar-amount of $200, per project-year, to cover all Travel Costs for the project-year in question. But if any particular prospective offeror-company insists on making Travel- Costs a cost-reimbursable-item (to be reimbursed in accordance with Government Travel Regulations / Joint Travel Regulations), then that offeror-company may: (A) propose a Travel Cost other than $200 per-project-year; but must also (B) Include, in that offeror’s Cost Proposal submitted to DOT in response to this Solicitation, a detailed and clearly-reasoned rationale and cost-work-up showing fully and precisely how the offeror’s proposed per-project-year cost-reimbursable Travel-cost-dollar-figure was arrived at, and must also be willing and able to fully-itemize the firm’s actually-incurred travel-costs, in invoices submitted by the company to DOT for the performance of this Solicitation’s resulting contract.

This Solicitation’s Year-by-Year Pricing-Tables are as follows:

BASE-YEAR (SEPTEMBER 22, 2025 THROUGH SEPTEMBER 21, 2026:

Offeror’s

Offeror’s Estimated

Contract Proposed Total

Line Item Estimated Fixed Proposed

Number Quantity Units Description Unit Price Price

1 600 dose Influenza Vaccination

2 36 hours Pharmacist /

Registered Nurse /

Nurse Practitioner /

Physician’s Assistant /

Medical Doctor

3 1 Travel $200 $200

OPTION-YEAR ONE (SEPTEMBER 22, 2026 THROUGH SEPTEMBER 21, 2027:

Contract Proposed Total

Line Item Estimated Fixed Proposed

Number Quantity Units Description Unit Price Price

Nurse Practitioner /

3 1 Travel $200 $200

OPTION-YEAR TWO (SEPTEMBER 22, 2027 THROUGH SEPTEMBER 21, 2028:

Contract Proposed Total

Line Item Estimated Fixed Proposed

Number Quantity Units Description Unit Price Price

Nurse Practitioner /

3 1 Travel $200 $200

OPTION-YEAR THREE (SEPTEMBER 22, 2028 THROUGH SEPTEMBER 21, 2029:

Contract Proposed Total

Line Item Estimated Fixed Proposed

Number Quantity Units Description Unit Price Price

Nurse Practitioner /

3 1 Travel $200 $200

OPTION-YEAR FOUR (SEPTEMBER 22, 2029 THROUGH SEPTEMBER 21, 2030:

Contract Proposed Total

Line Item Estimated Fixed Proposed

Number Quantity Units Description Unit Price Price

2 36 .hours Pharmacist /

Nurse Practitioner /

3 1 Travel $200 $200

See Solicitation Section G.9.A below. And see, also, FAR Clause 52.216-19 in Section I below.

B-3 CLAUSES AND PROVISIONS

A. Clauses and provisions from the Federal Acquisition Regulation (FAR) and supplements thereto are incorporated in this document by reference and in full text.

Those incorporated by reference have the same force and effect as if they were given in full text.

B. Clauses and provisions in this document are numbered in sequence but will not necessarily appear in consecutive order.

C. Sections K, L and M will be removed from any resultant award, but Section K will be deemed to be incorporated by reference in that award.

(End of Section B)

SOLICITATION SECTION C ---STATEMENT OF WORK

U.S. Department of Transportation

Department Work-Life and Special Programs Office

Influenza Vaccination Outreach

STATEMENT OF WORK

Vaccination Outreach

1.0 OBJECTIVE

The objective of this Scope of Work is to conduct vaccination outreach events for the U.S. Department of

Transportation’s (DOT) employees located primarily at the headquarters, 1200 New Jersey, Avenue, SE, Washington, DC 20590. The Work-Life and Wellness program aims to mitigate the spread of Influenza to keep employees healthy through the vaccination outreach program.

2.0 DESCRIPTION OF SERVICES

The Contractor will provide and administer the current Influenza vaccination recommended and approved by the U.S. Food and Drug Administration (FDA) and follow the guidelines set forth by the U.S.

Center for Disease Control (CDC) for approximately 600 employees annually. There will be two outreach dates each year, one in October and one in November. Each outreach shall be conducted from 9:00 AM –

2:00 PM EST on the agreed upon dates, and occur on a Tuesday, Wednesday, or Thursday.

3.0 DELIVERABLES

The contractor shall provide staff, materials, and equipment to administer Influenza vaccinations in accordance with this Statement of Work and applicable FDA, CDC, and local Health Department regulations. The number of influenza vaccinations may fluctuate between 0 and 2,000 per year. Historical data shows an average of 500 per year. The Department of Transportation cannot forecast nor guarantee exact numbers and will only cover the cost of vaccinations that are administered to U.S. Department of

Transportation employees (See, also, this Solicitation’s prescribed project-year-by-project-year Pricing

Tables which are set forth above in this Solicitation’s Section B.)

Each proposed unit price shall be fixed and fully loaded.

1. The Contractor shall be responsible for providing all materials and labor required to administer the vaccinations in accordance with this Statement of Work.

2. The Contractor shall ensure medication is always kept at the proper temperature, including transport.

3. The Contractor shall provide a system for employees to schedule an appointment to receive the vaccination and allow for walk-ins.

4. Wait time for appointments shall not exceed five minutes.

5. The Contractor shall provide qualified staff (Pharmacist, Registered Nurse, Nurse Practitioner, Physician Assistant, or Medical Doctor) to administer the vaccinations.

6. The Contractor shall provide each employee receiving the vaccination a printed copy of the current CDC Vaccination Information Statement.

7. The Contractor shall provide all medical and office supplies to include, but not limited to, medication, swabs, bandages, alcohol, personal protective equipment, biohazard sharps disposal containers, ink pens, tape, refrigeration, and other materials necessary to administer the vaccines according to the FDA, CDC, and Health Department regulations.

8. The contractor shall provide privacy screens/dividers to allow employees to remove their top if necessary.

9. The Contractor shall remove all biohazards from the site and dispose of them according to the regulations.

10. The Contractor shall provide a report containing metrics to the Contracting Officer’s

Representative (COR) within 48 business hours of concluding each outreach. The metrics should include throughput time, number of walk-ins, total vaccinations administered at the event, and any irregularities.

11. The Contractor shall provide the COR a final report aggregating the event reports, along with any other pertinent information, and recommendations to improve the program. This report shall be received no later than December 31, each year.

12. The Contractor shall comply with HIPAA and all other applicable statutes.

13. The Department of Transportation will provide space for the contractor staff to administer the vaccination.

14. The Contractor shall provide the COR the names of all contractor employees and representatives that will work the outreach event at least five business days in advance of each event.

15. The staff shall arrive in time to clear security, set up, and be ready to start administering the vaccinations at 9:00 AM EST.

STAFF REQUIREMENTS

1. The Contractor shall provide qualified staff to administer the vaccine with an average throughput time of four minutes.

2. The contractor shall clean, remove all materials, and leave the worksite in the condition in which it was provided.

3. Sufficient staff is required to keep within five minutes of the scheduled appointments.

4. Staff shall be easily identifiable by their uniform/lab coat/name tag.

5. The Contractor shall furnish required Personal Protective Equipment, and properly supervise all their personnel. Safety is the highest priority for the Government. The Contractor shall direct all those under its charge to work safely.

6. The Contractor shall ensure all their staff comply with HIPAA and all other applicable statutes.

7. The Contractor staff shall deliver service professionally with courteous bedside manner.

4.0 PLACE OF PERFORMANCE

DOT’s Headquarters in Washington, DC. (1200 New Jersey, Avenue, SE, Washington, DC 20590)

5.0 PERIOD OF PERFORMANCE

September 22, 2025 - September 21, 2026

September 22, 2026 - September 21, 2027

September 22, 2027 - September 21, 2028

September 22, 2028 - September 21, 2029

September 22, 2029 - September 21, 2030

SECTION D—PACKAGING AND MARKING

D-1 PACKAGING AND MARKING

The Contractor shall package and mark all items to utilize the best commercial practices to ensure timely delivery to the FOB destination.

(End of Section D)

SECTION E—INSPECTION AND ACCEPTANCE

CLAUSES INCORPORATED BY REFERENCE

52.246-2 Inspection of Supplies – Fixed Price AUG 1996 52.256-3 Inspection of Supplies Cost-Reimbursement MAY 2001 52.246-4 Inspection of Services—Fixed-Price AUG 1996 52.246-5 Inspection of Services—Cost-Reimbursement APR 1984

E-1 INSPECTION AND ACCEPTANCE

A. GOVERNMENT INSPECTION AND ACCEPTANCE – Inspection and Acceptance of services or supplies (i.e., On-Site and Off-Site) called for hereunder shall be performed by designated representatives of the Contracting Officer in accordance with Section C, Statement of Work and accepted as specified in each Task Order.

B. Appointed Contracting Officer’s Representative (COR) will participate in the administration of this contract specifically to evaluate contractor performance and inspect services for the Government. This designation does not include authority to direct and/or authorize the Contractor to make changes in the scope of the terms of the contract without the written authority of the Contracting Officer. The Contracting Officer will notify the Contractor in writing of names, duties, and limitations of appointed CORs.

See Section G for the submission of invoices for payment.

(End of Section E)

SECTION F—DELIVERIES OR PERFORMANCE

CLAUSES INCORPORATED BY REFERENCE

52.242-15 Alt 1 Stop-Work Order – Alternate I APR 1989 52.242-17 Governmental Delay of Work AUG 1984

F-1 PERIOD OF PERFORMANCE

See Solicitation Sections B and C above.

F-3 PLACE OF PERFORMANCE

DOT’s Headquarters located at 1200 New Jersey Avenue, Washington, D. C. 20590.

F.4 OBSERVANCE OF LEGAL HOLIDAYS AND EXCUSED ABSENCE

A. The Government hereby provides NOTICE and Contractor hereby acknowledges RECEIPT that Government personnel observe the listed days as holidays:

New Year's Day January 1 Martin Luther King's Birthday Third Monday in January President's Birthday Third Monday in February Memorial Day Last Monday in May Juneteenth June 19th Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas December 25 Inauguration Day January 20 every four years

B. In addition to the days designated as holidays, the Government observes the following days:

Any other day designated by Federal Statute Any other day designated by Executive Order Any other day designated by the President’s Proclamation C. It is understood and agreed between the Government and the Contractor that observance of such days by Government personnel shall not otherwise be a reason for an additional period of performance, or entitlement of compensation except as set forth within the individual Order. In the event the Contractor's personnel work during the holiday, they may be reimbursed by the Contractor, however, no form of holiday or other premium compensation will be reimbursed either as a direct or indirect cost, other than their normal compensation for the time worked. This provision does not preclude reimbursement for authorized premium pay, if applicable to this contract.

D. When the Federal, State, Local and other governmental entities grants excused absence to its employees, the Contractor agrees to continue to provide sufficient personnel to perform critical tasks already in operation or scheduled, and shall be guided by the instructions issued by the Contracting Officer, Contracting Officer’s Technical Representative (COR), or the Government’s Task Order’s Representative

(TOR).

(END OF SECTION F)

SECTION G—CONTRACT ADMINISTRATION DATA

G.1 CONTRACT ADMINISTRATION DATA

Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The following individuals will be the Government points of contact during the performance of the contract.

G.2 CONTRACTING OFFICER

All contract administration will be affected by the Contracting Officer (CO) identified below. The CO has the overall responsibility for the resultant contract.

The CO alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify or deviate from the contract terms, conditions, and requirements. No changes in or deviations from the scope of work shall be affected without a Supplemental Agreement executed by the CO authorizing such changes.

Written communications to the CO shall make reference to the contract and shall be mailed to the address listed below. The CO may delegate certain other responsibilities to his/her authorized representatives or Contracting Officer Representative (COR).

The Contracting Officer (CO) for this contract is:

James H. Mowery III U.S. Department of Transportation Office of the Secretary Senior Procurement Executive Acquisition Services Division (M-63) 1200 New Jersey Avenue, S.E.

Washington, DC 20590

Tel: (202) 366-4959 or (703) 836-5924 E-Mail Address: james.mowery@dot.gov

G.3 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

A. The Contracting Officer’s Technical Representative (COR) will have general oversight of the contractor’s performance related to the contract, and shall be responsible for the application of technical approaches and program components.

Each vaccination-event under this contract will have a Government COR, for performance monitoring, guidance and oversight. The COR will have specific oversight of the contractor’s performance related to the individual vaccination-event assigned, and shall provide technical direction and relationship with the contractor‘s manager.

Note: Technical Directions are defined to include:

1. Written directions to the Contractor which fill in details, suggest possible lines of inquiry, or otherwise facilitate completion of work;

2. Provision of written information to the Contractor which assists in the interpretation of drawings, specifications, or technical portions of the work statement;

3. Review and, where required, provide written approval of technical reports, drawings, specifications, or technical information to be delivered. Technical directions must be in writing, and must be within the scope of the work as detailed in Section C.

B. The COR is authorized by designation to take any or all action with respect to the following which could lawfully be taken by the Contracting Officer, except any action specifically prohibited by the terms of this Contract:

(1) Assure that the Contractor performs the technical requirements of the contract in accordance with the contract terms, conditions, and specifications.

(2) Perform or cause to be performed, inspections necessary in connection with a) above and require the Contractor to correct all deficiencies; perform acceptance for the Government.

(3) Maintain all liaison and direct communications with the Contractor. Written communications with the Contractor and documents shall be signed as "Contracting Officer’s Technical Representative" with a copy furnished to the Contracting Officer.

(4) Issue written interpretations of technical requirements of Government drawings, designs, and specifications.

(5) Monitor the Contractor's production or performance progress and notify the Contractor in writing of deficiencies observed during surveillance, and direct appropriate action to effect correction. Record and report to the Contracting Officer incidents of faulty or nonconforming work, delays or problems.

(6) Oversee the contractor’s efforts to obtain necessary security clearances and appropriate identification if access to Government facilities is required.

C. Limitations: The COR is not empowered to award, agree to, or sign any contract (including delivery or purchase orders) or modifications thereto, or in any way to mailto:james.mowery@dot.gov obligate the payment of money by the Government. The COR may not take any action which may impact on the base contract schedule, funds, scope or rates. All contractual agreements, commitments, or modifications which involve prices, quantities, quality, and schedules shall be made only by the Contracting Officer.

D. Contractual Problems - Contractual problems, of any nature, that may arise during the life of the contract must be handled in conformance with specific public laws and regulations (i.e. Federal Acquisition Regulation and Department of Transportation Acquisition Regulation). The Contractor shall bring all contracting problems to the immediate attention of the Contracting Officer. Only the Contracting Officer is authorized to formally resolve such problems.

The Contracting Officer will be responsible for resolving legal issues, determining contract scope and interpreting contract terms and conditions. The Contracting Officer is the sole authority authorized to approve changes in any of the requirements under this contract. Notwithstanding any clause contained elsewhere in this contract, the said authority remains solely with the Contracting Officer. These changes include, but will not be limited to the following areas: scope of work, price, quantity, technical specifications, delivery schedules, and contract terms and conditions. In the event the Contractor effects any changes at the direction of any other person other than the Contracting Officer, the change will be considered to have been made without authority.

E. The COR’s direction shall not include assignments of work outside the scope of this contract, nor be of such a nature as to cause an increase or decrease in the price of this contract or otherwise affect any other provision of this contract.

F.. Failure by the Contractor to report to the Contracting Officer, any action by the Government considered to be a change, within the specified number of days contained in FAR 52.243-7 (Notification of Changes), waives the Contractor's right to any claims for equitable adjustments.

The Contracting Officer’s Representative (COR) for this contract is:

Trina Redmond U.S. Department of Transportation OST / Departmental Work-Life and Special Programs, M14.5 1200 New Jersey Avenue, S.E.

Suite W56-317 Washington, DC 20590 Tel: 202-366-XXXX E-Mail Address: Trina.Redmond@dot.gov

G.4 ROLES AND RESPONSIBILITIES

The Government’s oversight and management of the anticipated contract award will include a Government Contracting Officer and a Contracting Officer’s Representative

(COR).

A. Government Contracting Officer:

The Government’s CO has overall responsibility and ultimate authority consistent with applicable warrant(s) for this contract. The CO will review and approve any all contract modifications.

B. Contracting Officer’s Representative (COR) The COR will have general oversight of the contractor's performance related to this contract, and the application of technical approaches. The contract COR will:

(1) Monitor the contractor's overall performance related to this contract, and, as necessary, take appropriate steps to address performance issues;

(2) Review reports required by this contract;

(3) Monitor the contractor's compliance with applicable policies and procedures; and

(4) Monitor the contractor's compliance with reporting requirements.

C. Contractor Responsibility

The Contractor shall integrate its work with DOT centralized best practice policies and procedures, and tools for design, implementation, evaluation, and success/impact reporting so as to avoid duplications of effort, unnecessary redundancies, and/or deviations that are not cost effective for the DOT in aggregate.

The Contractor shall furnish the Government’s cognizant CO with the name of the designated Program Manager (PM) assigned to manage and represent this contract. The Contractor’s PM is key person (see H.10 “Key Personnel”) for this contract and shall be available for applicable activities at the beginning of the contract.

The Contractor shall designate by name a contract administrator for this contract, who shall be the authorized as the contract administration point of contact for the Government’s CO for this contract. The Contractor’s designated contract administrator is a key person (see H.10 “Key Personnel”) for this contract and shall be available for applicable activities at the beginning of the contract.

The Contractor shall establish and maintain documented internal quality controls ensuring that activities under this are compliant with contract requirements.

G.5 CONTRACT CHANGES

The Government reserves the right to modify resource requirements as work, funding and changing conditions require. Proposed changes in support and funding may occur at the discretion of the Government. Failure of the parties to reach a mutual agreement may be resolved pursuant to the Dispute clause of this contract or by unilateral withdrawal of the specified work by the Government from this contract and applicable funding reductions.

G.6 DRAFT INVOICE

The Contractor shall submit within thirty (30) days after the end of each month a draft copy of each invoice by email to the COR for approval. The COR will review and provide the contractor approval. If no changes are required, the contractor shall submit a final invoice for payment. (See G.7 Submission of Final Invoices).

Invoices shall contain the appropriate information required to be a proper invoice, including the contract number and applicable line-item numbers (CLIN).

G.7 SUBMISSION OF FINAL INVOICES

The Contractor shall be required to submit final monthly invoices in accordance with the following:

(a) An original of each invoice shall be submitted to the e-mail address specified below (and one (1) e-mailed copy of each invoice shall be e-mailed to the COR):

U.S. Department of Transportation/FAA Attn: WCF Account, c/o AMZ-160 P.O. Box 25730 Oklahoma City, OK 73125

9-AMC-AMZ-OSTWCF@FAA.GOV.

b. Each invoice submitted to the Government for payment shall include the following:

(1) Contractor Name, Address, Phone, Fax

(2) Contract Number DTOS59-14XXXXX, Modification, Delivery

Order number

(3) Contract Federal Tax Identification No.

(4) Invoice Number

(5) Payment Terms

(6) Period of Performance being billed (i.e., Oct 1 – 30)

(7) Applicable Contract Line Item

(8) Description of Supplies/Services

(9) Quantity

(10) Unit Price

(11) Total Price per line item

(12) Total invoice amount

(13) Contractor remit to address

(14) Contractor POC for billing questions

Name:________________________ Phone:________________________ Fax:__________________________ mailto:9-AMC-AMZ-OSTWCF@FAA.GOV

c. Billing shall begin on the first of every month and end on the last calendar day of the month.

Additional Information Relating to this Section G.7:

ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(a) Definitions. As used in this clause -

(1) Contract financing payment has the meaning given in FAR 32.001.

(2) Payment request means a bill, voucher, invoice, or request for contract financing payment or invoice payment with associated supporting documentation. The payment request must comply with the requirements identified in FAR 32.905(b), “Content of Invoices,” this clause, and the applicable Payment clause included in this contract.

(3) Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause.

Facsimile, email, and scanned documents are not acceptable electronic forms for submission of payment requests.

(4) Invoice payment has the meaning given in FAR 32.001.

(b) ELECTRONIC PAYMENT REQUESTS. Except as provided in paragraph (e) of this clause, the contractor shall submit payment requests in electronic form. Purchases paid with a Governmentwide commercial purchase card are considered to be an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required.

(c) The Department of Transportation utilizes the Delphi eInvoicing web-portal for processing invoices.

For vendors submitting invoices, and certain grantees submitting payment requests, they will be required to submit invoices to OST electronically via the Delphi eInvoicing web-portal which is accessed via https://einvoice.esc.gov, and is authenticated via www.login.gov. All persons accessing the Delphi eInvoicing web-portal will be required to have their own unique user Delphi eInvoicing ID and be credentialed through login.gov. See www.login.gov for instructions.

(d) In order to receive payment and in accordance with the Prompt Payment Act, all invoices submitted as attachments in the Delphi eInvoicing web-portal shall contain the following:

(1) Invoice number and invoice date.

(2) Period of performance covered by invoice.

(3) Contract number and title.

(4) Task/Delivery Order number and title (if applicable).

(5) Amount billed (by CLIN), current and cumulative.

(6) Total ($) of billing.

(7) Cumulative total billed for all contract work to date.

(8) Name, title, phone number, and mailing address of person to be contacted in the event of a defective invoice.

If the contract includes allowances for travel, all invoices which include charges pertaining to travel expenses will catalog a breakdown of reimbursable expenses with the appropriate receipts to substantiate the travel expenses.

(e) PAYMENT SYSTEM REGISTRATION. All persons accessing the Delphi eInvoicing web-portal will be required to have their own unique user Delphi eInvoicing ID and password and be credentialed through login.gov.

(1) ELECTRONIC AUTHENTICATION. See www.login.gov for instructions. Click on the following link for instructions on establishing a login.gov account: https://login.gov/help/.

(2) To create a login.gov account, the user will need a valid email address and a working phone number.

The user will create a password and then login.gov will reply with an email confirming the email address.

(3) Agency POC’s will be responsible for communicating with vendor POC’s to initiate the Delphi eInvoicing account creation process. Vendor POC’s who will require access to the eInvoicing web-portal for invoice submission and payment tracking purposes will be required to provide their full name, valid email address, and current phone number to the agency POC to initiate the Delphi eInvoicing web-portal account. Vendor users and the agency POC will be notified via e-mail when the account is created. The vendor user will be provided detailed instructions for logging into their Delphi eInvoicing account.

The OST POC is:

Omarr Lee

Omarr.Lee@dot.gov

(202) 366-0475

If the Vendor has any general questions or issues accessing the iSupplier web-portal, please have them contact the ESC iSupplier helpdesk either at:

1. https://einvoice.esc.gov/

2. Call Delphi helpdesk at 1-866-641-3500, option #4, then option #3

(4) Training on Delphi. To facilitate use of DELPHI, comprehensive user information is available at http://einvoice.esc.gov

(5) ACCOUNT MANAGEMENT. Vendors are responsible to contact the Delphi Help Desk when their firm’s points of contacts will no longer be submitting invoices so they can be removed from the system.

Instructions for contacting the Delphi Help Desk can be found at http://einvoice.esc.gov

OST vendors shall submit invoices to OST electronically via the Delphi eInvoicing web-portal. To initiate this process, you are requested to provide OST with information (company name, contract/task order number/purchase order (PO) number, and up to two Point of Contact (POC) full names and their email addresses) as shown on the table below.

Company

Name

Contract #/

Task Order

Primary

POC

First

Name

Primary

POC Last

Name

Primary

POC

email

Secondary

POC First

Name

Secondary

POC Last

Name

Secondary POC email

Email the above information to the following email address: Omarr.Lee@dot.gov mailto:Omarr.Lee@dot.gov mailto:Omarr.Lee@dot.gov

Please note that the POCs you provide are the individuals you authorize to submit invoices to OST on behalf of your company. Your POCs will then receive a welcome letter from Delphi eInvoicing processing center with instructions on creating a Login.gov user account. This account can then be used to access the eInvoicing web-portal at http://einvoice.esc.gov .

The Vendor shall contact their COR when POCs leave their organization or will no longer be submitting invoices, with the full name, title, phone number, e-mail address, and user ID of the POC. The user ID will then be removed. If a user ID becomes inactive/times out due no activity by the POC, the Vendor shall contact their COR with the full name, title, phone number, e-mail address, and user ID of the POC to be reactivated. To prevent being timed out due to no-activity, users should login once within 45 days of their last login.

G.8 ADDITIONAL INFORMATION RELATING TO FAR 52.232-34

In accordance with FAR 52.232-34, "Payment by Electronic Funds Transfer -- Other Than Central Contractor Registration", the Department of Transportation will make payment using the Automatic Clearing House Network, unless the Contractor requests a waiver to the payment office in accordance with the clause. As stated in the clause, after award but before the first invoice or contract financing request is submitted, the Contractor shall designate a financial institution for receipt of electronic funds transfer payments.

Said submission shall be done on a Standard Form (SF) 3881. An SF-3881, with the address and name of the cognizant Department of Transportation official, is included as Attachment J-6 to the contract.

G.9 ACCOUNTING AND APPROPRIATION DATA

A specified dollar-amount of obligated funds applicable toward the performance of this Solicitation’s resulting contract will be specified in that resulting contract’s Prism-generated standard contract cover form. And the funding-code(s) to be displayed in that resulting contract-document will include information such as the following:

[To Be Filled in in this Solicitation’s resulting awarded contract document]

PR No:

Budget Fiscal:

Operating Administration:

Strategic Objective:

Object Class:

Amount Obligated:

G.9.A Estimated Minimum Numbers of Influenza Vaccinations

Absent urgent and compelling circumstances necessitating DOT’s unilateral reduction in the following estimated minimum numbers of vaccinations, DOT hopes to be able to arrange for the contractor to provide at least 300 influenza vaccinations to individual DOT U. S. Government employees during each particular performance-year of this contract.

G.10 METHOD OF PAYMENT BY ELECTRONIC FUNDS TRANSFER

Payments made under this Contract shall be made via Electronic Funds Transfer (EFT).

To facilitate this method of payment, the Contractor shall register in the Central Contractor Registration (CCR) database pursuant to FAR Clause 52.204-7 (FEB 2012), Central Contractor Registration. The Contractor shall remain so registered in the CCR database until final payment is submitted and made. Additionally, the Contractor shall comply with the requirements of solicitation provision52.232-38, Submission of Electronic Funds Transfer Information with Offer (MAY1999), found in full text in Section L, and resultant Contract clause 52.232-33, Payment by Electronic Transfer – Central Contractor Registration, which has been incorporated by reference in Section I, Clauses.

G.11 PAYMENT

A. Payment of Fixed Rates The Contractor shall submit monthly vouchers to the payment office in Section G of this contract for actual number of quantities provided/performed for the period listed in the of delivery order or contract. These vouchers shall be no more than 30 days in arrearage.

B. Payment of Contractor Travel Costs

See the Travel-Cost-language set forth above in Solicitation Section B.

G.11.1 BILLABLE COSTS TRACKING AND REPORTING

The Contractor shall maintain complete and accurate records of the numbers-of-influenza vaccinations actually administered to individual DOT U. S. Government Employees during each project-year and month of this contract, and shall use those records in submitting, to DOT, monthly invoices compiled according to the fully-loaded fixed-price unit-rates specified in the Pricing-Tables set forth above in Section B of this contract.

In addition, the contractor shall submit, to this contract’s COR, within 30 days after the end of each calendar-month of this contract’s performance-period, a Monthly Summary

Report summarizing the numbers and dates of influenza vaccinations actually administered by the contractor to individual DOT U.S. Government Employees during the month being reported.

And the Monthly Summary Report shall also clearly highlight, as an alert to the Government’s CO and COR, any and each juncture at which this contract has reached a 75% and 90% expenditure of obligated-funding-levels.

G.12 ACCOUNTABILITY OF COSTS / SEGREGATION OF ASSIGNMENTS

This Section G.12 is reserved as a mere place-holder, since the fixed-unit-price-structure of this contract is expected to render cost-segregation moot, and since any assignment-segregation which might be needed is expected to be accomplished / reported in the contractor’s Monthly Summary Reports.

G.13 VOLUME COST SAVINGS

This Section G.13 is a mere place-holder, since no volume-cost-savings (of any importance to DOT) are envisioned in this contract’s fixed-unit-price-structure.

G.14 FUNDS AVAILABILITY

This contract does not authorize the contractor to accumulate / incur—in the contractor’s performance of this contract—cumulative billable aggregate fixed-unit-price dollar-amounts exceeding the cumulative total dollar-amount of funding obligated to this contract.

G.15 TRAVEL AND PER DIEM

As is indicated in the Pricing Tables set forth in Section B of this contract, Contractor travel-costs are expected to be billable at a modest fixed-price of only $200 per project-year.

(End of Section G)

SECTION H—SPECIAL CONTRACT REQUIREMENTS

H.1 PERSONNEL

(a) General The Government anticipates the work to be performed under this contract will involve access to sensitive and highly personal information regarding DOT employees. The dissemination of the information is strictly limited by various federal statues including the Privacy Act and Section 503(e) of the Supplemental Appropriation Act of 1987 Public Law 100-71, 101 Stat 468. Therefore, to protect the interests of affected individuals with respect to such information and data, the Contractor agrees:

1. Not to disclose any such information, or data, to other entities (i.e., TV/News Media, Other Federal Agencies, State or local Governments, Private Sector Companies, Universities, Colleges, non-profit organizations, or individuals) including other organizational elements of the contractor’s company not directly involved in the performance of this contract, without the written consent from the Contracting Officer or his/her designate.

2. To abide by the conditions of restrictive legends contained on any such data; and

3. Contractor employees shall be asked to sign a statement of nondisclosure which shall be maintained in the contractor’s employee files.

(b) The request for data may be in various forms, such as documents, notes, raw sampling data, computer tapes, photographic prints, reports, or interpretative results derived from analysis, investigative or study effort. Regardless of the form of this data, the contractor agrees that neither it nor any of its employees will disclose confidential or sensitive data or any derivatives thereof, to third parties except a pursuant to direction of the Contracting Officer.

H.2 NON-DISCLOSURE

All Contractor personnel who will be personally and substantially involved in the performance under this Contract shall execute and submit a Non-Disclosure Agreement prior to the commencement of any work. The Agreement shall prohibit the disclosure of any information that contractor employees will have access to in the performance of work under this Contract.

H.3 RESTRICTIONS ON DISCLOSURE OF INFORMATION

A. Except as authorized in writing by the Contracting Officer, the Contractor shall not disclose, orally or in writing, any:

1. Proprietary Information (that is, technical information, such as trade secrets, which is proprietary to any person or firm); or

2. Privacy Information (that is, information protected under the provisions of the Privacy Act of 1974);

3. Privileged Information (that is, financial or commercial information concerning another person or firm which is privileged or personally confidential); or

4. Government Information (that is, information or data stored, processed, or handled in providing services under this Contract or which may come into the possession of the Contractor in providing services under this Contract or which may come into the possession of the Contractor in providing services under this Contract).

B. The Contractor shall not use or access any information described in paragraph A above for any purpose other than to perform this Contract in accordance with its terms and conditions.

C. The Contractor shall obtain from each of its employees a written agreement to protect all such information described in paragraph A. above against accidental or intentional disclosure. All such agreements shall be subject to the approval of the Contracting Officer. In addition, the Contractor shall require its employees, through appropriate training and promulgation of company policies and procedures, to comply with the provisions of this section.

D. The restrictions in this section do not apply to any information if and when such information becomes part of the public domain.

E. The Contractor shall include, or require the inclusion of, the substance of this

Section in all subcontracts, including lower-tier subcontracts, unless otherwise specified in writing by the Contracting Officer.

H.4 SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION

[It is currently anticipated that this Solicitation’s resulting contract-awardee-company will not have access to DOT’s Network, and that the following standardized / boilerplate H.4 language will therefore remain moot and superfluous and inapplicable to that resulting contract. But because of the reality that DOT’s Security Requirements do change over time, and because of the additional reality that contract-Statements-of-Work do sometimes need to be modified during the performance of an awarded-contract, this Solicitation’s cognizant contracting officer has made a judgment to include the following standardized / boilerplate H.4 language in this Solicitation, in furtherance of his preference for full-disclosure.]

H.4.1 The Contractor shall be responsible for security for all systems connected to a Department of Transportation (DOT) network or operated by the Contractor for DOT, regardless of location. This clause is applicable to all or any part of the contract that includes information technology resources or services in which the Contractor has physical or electronic access to DOT's sensitive information that directly supports the mission of DOT. The term "information technology", as used in this clause, means any equipment or interconnected system or subsystem of equipment, including telecommunications equipment, that is used in the automatic acquisition, storage, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information.

This includes both major applications and general support systems as defined by

OMB Circular A-l30. Examples of tasks that require security provisions include:

H.4.1.1 Hosting of DOT e-Government sites or other IT operations;

H.4.1.2 Acquisition, transmission or analysis of data owned by DOT with significant replacement cost should the contractor's copy be corrupted;

H.4.1.3 Access to DOT general support systems/major applications at a level beyond that granted the general public, e.g. bypassing a firewall.

H.4.1.4 The Contractor shall develop, provide, implement, and maintain an IT Security Plan. This plan shall describe the processes and procedures that will be followed to ensure appropriate security of IT resources that are developed, processed, or used under this contract. The plan shall describe those parts of the contract to which this clause applies.

The Contractor's IT Security Plan shall comply with applicable Federal Laws that include, but are not limited to, 40 U.S.C. 11331, the Federal Information Security Management Act (FISMA) of 2002 and the E- Government Act of 2002. The plan shall meet IT security requirements in accordance with Federal and DOT policies and procedures, as they may be amended from time to time during the term of this contract that Include, but are not limited to:

(1) OMB Circular A-130, Management of Federal Information Resources, Appendix III, Security of Federal Automated Information Resources;

(2) National Institute of Standards and Technology (NIST) Guidelines;

(3) Departmental Information Resource Management Manual (DIRMM) and associated guidelines; and

(4) DOT Order 1630.2B, Personnel Security Management.

H.4.1.4 Within 30 days after contract award, the contractor shall submit the Security Plan to the DOT Contracting Officer for acceptance. This plan shall be consistent with and further detail the approach contained in the offeror's proposal or sealed bid that resulted in the award of this contract and in compliance with the requirements stated in this clause. The plan, as accepted by the Contracting Officer, shall be incorporated into the contract as a compliance document. The Contractor shall comply with the accepted plan.

H.4.1.5 Within 6 months after contract award, the contractor shall submit written proof of Security accreditation to the DOT for acceptance by the DOT

Contracting Officer. Such written proof may be furnished either by the Contractor or by a third party.