HHSP2332009RFP0006(IDIQ RFP).doc

SEQ CHAPTER \h \r 1

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1

DESCRIPTION OF SERVICES

This solicitation will result in a single Indefinite Delivery Indefinite Quantity (IDIQ) Contract award, as identified under FAR 16.504. Individual Cost Plus Fixed Fee (CPFF) Task Orders shall be awarded when services are needed and confirmed by ACF. At present, HHS ACF has a need for disaster-related work at the Headquarters level and in support of operations for Gustav.

B.2

ORDERING ACTIVITY

The Department of Health Human Services Administration for Children and Family (ACF) through the Program Support Center, Division of Acquisition Management, is the sole authority to issue Task Orders under this contract.

B.3

MINIMUM AND MAXIMUM FUNDING LIMITATION

The guaranteed minimum for this contract is the issuance of a single task order upon award of the basic IDIQ contract.

B.4

TASK ORDER FUNDING/TASK ORDER CONTENT

Task Orders will be issued on Cost Reimbursement basis with a not to exceed limit within the previews of the CPFF structure. Funding will be provided on individual task orders. Task orders shall be issued in accordance with the clause entitled “Task Order Procedures”. Each task order will contain at a minimum the following information:

a. The date of the order

b. Contract and task order number

c. Task order specific performance work statement

d. Fixed unit pricing

e. Not to exceed pricing for Aviation Fuel

e. The period of performance

f. Accounting and appropriation data

g. Payment office address

h. Any other pertinent information

B.5

SERVICE CONTRACT ACT WAGE DETERMINATION

The resulting contracts and task orders will be subject to the Department of Labor (DOL) Service Contract Act. However, actual places of performance are currently unknown. Applicable wage determinations will be incorporated under the Task Order as necessary in accordance with FAR 52.222-49, Service Contract Act – Place of Performance Unknown.

B.6

CONSIDERATION AND PAYMENT

The Contractor shall provide continued operation of the Office of Administration of Children and Family for a basic period of twelve (12) months with four (4) twelve (12) month option periods. In consideration of satisfactory performance of this work, which is detailed in Section C, the Contractor shall be compensated in accordance with the following schedule:

B.7 Basic Contract Period - (EXACT DATES TO BE COMPLETED UPON AWARD)

B.7.1. Base Period

Estimated Cost $ Fixed Fee $ Total Estimated Cost Plus Fixed Fee $

B.7.1 Option Period One-(EXACT DATES TO BE COMPLETED UPON AWARD)

Estimated Cost $ Fixed Fee $ Total Estimated Cost Plus Fixed Fee $

B.7.3. Option Period Two -(EXACT DATES TO BE COMPLETED UPON AWARD)

Estimated Cost $ Fixed Fee $ Total Estimated Cost Plus Fixed Fee $ B.7.4. Option Period Three - (EXACT DATES TO BE COMPLETED UPON AWARD)

Estimated Cost $ Fixed Fee $ Total Estimated Cost Plus Fixed Fee $

B.7.5. Option Period Four-(EXACT DATES TO BE COMPLETED UPON AWARD)

Estimated Cost $ Fixed Fee $ Total Estimated Cost Plus Fixed Fee $

B.7.6. Total for all Contract Periods

Estimated Cost $ Fixed Fee $ Total Estimated Cost Plus Fixed Fee $

SECTION C - DESCRIPTION/SPECIFICATION/WORK STATEMENT

Purpose:

The Office of Human Services Emergency Preparedness and Response (OHSEPR) within the Administration for Children and Families (ACF) exist to strengthen our nation’s emergency response system through the integration and delivery of human services to persons affected by disasters. This contract is designed to provide a single point of contact for disaster assistance applicants who need a wide variety of services that may be provided by various organizations. The purpose of disaster case management is to rapidly return individuals and families who have survived a disaster to a state of self-sufficiency. This is accomplished by ensuring that each individual has access to a case manager who will take information about the individual’s situation and then serve as his or her advocate and help him or her organize and access the disaster related resources, human services, medical and mental health care that will help them achieve pre-disaster levels of functioning and equilibrium. The Federal government, to the extent possible, will endeavor to prepare for and reduce disaster impact on existing service delivery to their citizens by aiding in connecting disaster clients to services. More quickly linking disaster clients to appropriate assistance will reduce the likelihood that they will require more intensive healthcare and social service benefits and thus reduce the impact on States and existing systems.

Background:

Prior to Hurricane Katrina and Rita there was no federal authority to fund disaster case management as part of a Stafford Act declaration. Consequently, case management had to be provided through donated funds and by voluntary agencies. The case management that was provided connected individuals to disaster specific services based on disaster recovery plans.

Hurricanes Katrina and Rita affected over 1 million people, causing extensive damage to existing infrastructure. Many of those affected were already depending on federal assistance programs or suddenly found themselves in need of human or medical services paid for or provided by the government. It became apparent that a case management system was needed for those kinds of large scale displacements. Specifically, any system should assess individual and family needs and assists with connecting them with the appropriate healthcare, mental health, human and disaster specific services to address immediate circumstances and long-term requirements.

Congress passed the Post Katrina Emergency Reform Act of 2006 in recognition of this need. The Act recognized the need for comprehensive Disaster Case Management and authorized its development by stating, “the President may provide case management services, including financial assistance, to State or Local government agencies or qualified private organizations to provide such services to victims of major disasters to identify and address unmet needs.” This program is specifically designed to integrate with existing state and local case management systems. The ultimate goal is to return citizens to their pre-disaster level of self-sufficiency, when appropriate.

Statement of Work:

To assist in the recovery efforts and to provide timely and needed human and disaster services to person impacted by a disaster, it is necessary to establish a contract for the provision of disaster case management services. This contract will enable OHSEPR to assist clients in need of disaster case management following a declared disaster. The contractor will abide by the ACF Disaster Case Management model and the accompanying DCM Implementation Guide . The following are steps and procedures the contractor must take during the delivery of DCM services:

· Conduct a community-wide rapid needs assessment to identify available short- and long-term resources for disaster victims in conjunction with Federal, state, and local stakeholders. Coordinate with partners to ensure compliance with all relevant local, state and Federal.

· Contact and coordinate with Federal, state and local relief and recovery agencies and organizations, including the long-term recovery committee or equivalent.

· Arrange for a call center to triage and pre-qualify individuals for services.

· Provide support and financial supplementation to local support entities that partner with the contractor for the provision of case management services consistent with this contract.

· Provide on-site and ongoing training to the Disaster Case Management team members that includes instruction on the model and existing human services within the affected region.

· Provide outreach and intake services to identify victims who need and qualify for disaster case management services; this service should be provided in conjunction with the Disaster Recovery Centers until permanent locations are identified.

· To the extent possible, form a seamless program that integrates with voluntary agencies and state programs in order to avoid duplication of services.

· Establish an organizational structure and implement staff supervision procedures for Regional and Local DCM teams to ensure that the team functions cohesively, effectively, in coordination with other Federal, state, and local responders and service providers, and with appropriate leadership and accountability;

· Provide disaster case management and referral services to clients. Beginning by developing mutually agreed upon recovery plans for individuals to return to their pre-disaster status with the longer-term goal of economic self-sufficiency. Services should continue until clients have completed their recovery plan or are referred to other service providers.

· Connect clients to existing services offered by Federal, state, and local agencies, as well as voluntary organizations.

· Track the services provided and progress of individual clients using the to-be-specified client tracking system.

· Develop a local network of providers that represents voluntary service agencies and other organizations that provide services to individuals with special needs.

Specific Tasks Task 1 - Staffing and Personnel:

The contractor shall furnish all non-federal personnel required for the performance of the contract. ACF will provide access to all sites, appropriate personnel, and documents pertaining to the project that are under the control of ACF along with other Federal information necessary for the completion and/or enhancement of the project. Depending on the size and nature of the disaster, the contractor will increase the number of DCM teams at the national, regional, and local levels to meet the needs of affected clients. If the disaster affects multiple regions, teams will be deployed within each affected region.

Deliverables for Task #1:

Upon notification of alert status, the contractor shall deploy to the impacted area, case managers and case management supervisors sufficient to meet immediate disaster requirement. Because size of a disaster cannot be predicted the number of case managers pre-identified must be scalable. The DCM Model utilizes staff at the national, regional, and local levels that are a combination of federal, voluntary agency and local staff. This structure is described below:

National Disaster Case Management Coordination Team

The Contractor is responsible for the identification and assembly of the National Disaster Case Management Coordination Team (NDCMCT) which the contractor must deploy to the affected area within 72 hours of notification by ACF. Upon arrival the National team begins coordinating program implementation, serves as subject matter experts for disaster case management, works with the state to identify key points of contact and begins outreach to identify local disaster case management agencies. The following are key positions included on the National team:

· Disaster Case Management Team Leader (ACF role)

· Healthcare Consultant (ACF)

· Social Services Consultant (ACF)

· State Coordinator

· National Partner Lead Coordinator

· Information Technology (IT) Coordinator

· Training Coordinator

· Community Coordinator

· Compliance/Finance Coordinator

· Regional Team Coordinator

· Administrative and Logistics Coordinator

Regional Disaster Case Management Response Teams (RDCMRT)

The Contractor, with assistance from the National team, provides disaster case management services within 72 hours of notification through recruitment, coordination and deployment of the Regional team. This team of trained and qualified disaster case managers connects with the National team once in the impacted area to prepare program implementation and serve as the initial case managers until services have been transferred to the local agencies. Disaster Case Management Teams consist of the following:

· Case Management Supervisors (Ratio of 1 to 5)

· Nurses/Social Workers for consultation of Federal resources and provision of initial case management

· Case Managers

· Client Assistants

· Client Navigators

· Volunteer Coordinator (depending upon the scale of or type of disaster)

· Administrative and logistics coordinator

Task 2 – Deployment Following Notification:

Within 24 hours of notification by ACF, all members of the National Team are to deploy to the disaster site; all members will arrive within 48 hours of notification. Deployment procedures will be initiated by the National Team Leader in conjunction with any task order or other directive issued by ACF. Within 72 hours of notification, Regional staff, supported by the National Team, will initiate the provision of intake and long-term disaster case management services to clients in the disaster-affected areas. The Regional team will have primary responsibility for providing initial services and should expect to be in place for 3 to 6 months.

Deliverables for Task #2:

The following operational periods aligned with key case management activities that must be carried out :

· Triage clients’ unmet disaster-caused needs to determine if there are immediate crisis needs, with special focus on infants, children and other special needs populations. Provide information and immediate referral (assist client with making calls and getting to appointments) for individuals that have urgent needs.

· Establish a call center that persons affected by the disaster can call to inquire about and register for disaster case management services; 2-1-1 should be utilized where available.

· Screen people to identify whether they have unmet disaster-caused needs and could benefit from case management services, as opposed to simply identifying an immediate short-term need that can be addressed by other service providers in the affected area.

· Conduct outreach to identify vulnerable populations and people who have unmet disaster-caused needs.

· Provide daily updates to ACF on program status, client status, and issues of concern (e.g., staffing, coordination, training issues).

· Develop individual disaster recovery plans with clients that include specific goals and timeframes that are linked with the client’s disaster-caused needs. The individual disaster recovery plans must include existing human services, healthcare and mental health needs which must be addressed to ensure the person in treated holistically.

· Advocate for clients, in particular by helping them meet the goals in their plans, through referrals to other agencies and organizations that provide direct services.

· Use a tracking system to monitor and track progress on clients entering and exiting the disaster case management system, including when they transition to other case management providers. Identify how information will be shared with other stakeholders.

· Continue to advocate for clients until either the goals of the plan are met and clients return to their pre-disaster level or self-sufficiency, the clients are transitioned to another case management provider or their state’s human services system, the client elects to discontinue services, or the designated maximum service delivery period is reached.

· Provide daily updates to ACF on program status, summary client status, and issues of concern (e.g., staffing, coordination, training issues).

· Monitor case management staff workload levels (e.g., number of cases per case manager), particularly once the program enrollment period ends. Make adjustments to case management staff levels, as appropriate.

Case Transition

· The contractor will remain operational for 18 months following the date of activation

Program Deactivation

· Out-processing of staff (collect identification badges and relevant materials)

· Closing out of staff access to IT platform and client files

· Unresolved cases will be referred to the appropriate agency.

· Prepare final reports to Project Officer

Task 3 – Transfer to Local Agencies:

Transition to other local services providers will include clear communication with the client and the receiving local agency to ensure the client's approval and a smooth transition process. Local agency case managers will be required to meet the same qualifications and screening process as the regional teams. Local teams will follow the ACF DCM model, and will continue to identify clients in need of services, conduct outreach and provide long-term case management to clients that is consistent with the model. All hard-copy case files and client tracking systems will be updated to reflect the transition. The client will be asked to approve all transfers of confidential information to the new provider.

Deliverables for Task #3:

Task 4 - Performance Monitoring:

The National Team is responsible for regularly monitoring the performance of local agencies with which they have contracted. This information is to be included in a monthly report to the Project officer, and will including the following:

· Confirmation that each agency follows established policies and procedures

· Caseload (open/closed/transferred/transfer received cases)

· Chart reviews and summary reports that identify any problems with accurate use of forms; comparison of charted information to data entered into the IT Platform; and outstanding unresolved issues

· Confirmation that financial reporting of subcontractors is accurate

· Participate in conference calls to monitor activities;

· Distribute and collect client satisfaction surveys for that evaluate case management effectiveness and clients satisfaction with the service provided

· Conduct periodic site visits to observe programmatic and fiscal operations and assess compliance with policies and procedures;

· Assess training needs of case managers and providing refresher training as necessary

· Provide general oversight and facilitate collaboration efforts among affiliate agencies.

· Prepare reports every thirty days on compliance for submission to ACF with special attention to any unmet needs of children and special needs populations.

Task 5 - Supplies:

The contractor shall produce a sufficient number of case file folders to meet the demand of client case loads, including forms, portable file containers and permanent filing cabinets to secure case file materials. Preferred file document materials (or similar products) include:

· Case Folders: 3 - Tab Fastener Folders

· Disaster Case Management Intake

· Case Disposition Form and Notes

· Client Consent

· Case Notes

· Services and Referral Tracking

· Household Monthly Income and Expenses

· Case Closure Summary Form

· DCM Program Disaster Recovery Partnership Plan

· Disaster Assessment

· Individual Client Assessment

· Checklist for People Planning their Return Home

· Social Services Referral Screening

· Client Satisfaction Survey

Task 6 - IT Platform

Regional staff and Local DCM Agency staff will be responsible for data entry into the program’s client tracking / IT platform, per the program’s policies. Specific forms to be used are outlined above. The national partner will be required to provide weekly reports based on the data entered in to the system, and other reports as determined by ACF. Reports will be based upon pre-established indicators within the IT Platform. Data entry must be kept up to date and current with the rate of intake. The IT platform must provide access for federal employees that may be providing disaster case management.

Task 7 – Reporting:

Throughout the period of performance, the contractor shall work closely with the Project Officer on all activities performed under this contract. This requires, at a minimum, monthly written reports, monthly meetings with ACF and weekly conference calls with the project officer and other agency representatives. The contractor shall prepare and deliver monthly written reports to the Project Officer and Contacting Officer, which shall document all activity under the contract during the report period, and shall deliver other memoranda and communications of explanation as deemed necessary by the Project Officer. The contractor may be responsible for requesting Office of Management and Budget (OMB) Clearance for information collection, if required under the Paperwork Reduction Act

The Project Officer may approve a “standing” day and time for weekly calls and monthly meetings and the contractor shall submit an agenda for each call or meeting to the project officer at least one workday prior to the meeting. If materials are needed for the meetings, the contractor shall submit the materials as soon as possible but no later than three workdays prior to the meeting date.

Deliverables for Task #7:

** One copy of the monthly progress report shall be sent to the Contracting Officer, Division of Acquisition Management, Parklawn Building, Room 5-101, 5600 Fishers Lane, Rockville, MD 20857 or via e-mail to pscacquisitions@psc.hhs.gov.

Task 8 – Continue the Provision of DCM Services in Louisiana:

The contractor will continue the provision of services to clients enrolled in the DCM program and who have been impacted by Hurricanes Gustav and Ike within the state of Louisiana. DCM services will be provided to clients enrolled in the program for up to twelve months, effective from the date of award and in accordance with the DCM Implementation Guide and DCM Program Design documents.

Deliverables for Task 8:

SEQ CHAPTER \h \r 1SECTION D - PACKING AND MARKING

D.1. PACKAGING

All deliverables shall be packaged and packed in accordance with normal commercial practice to meet the packing requirements of the carrier, including that which is necessary to prevent deterioration and damage due to the hazards of shipping, handling and storing.

D.2. DELIVERY AND MARKING

All deliverables shall be delivered to the address shown in Section F.2. , entitled “Place of Performance” and shall be marked as follows:

1. Name and address of the Contractor;

2. Contract Number: TO BE CITED UPON AWARD OF CONTRACT;

3. Description of item contained therein; and

4. Consignee’s name and address.

SEQ CHAPTER \h \r 1SECTION E - INSPECTION AND ACCEPTANCE E.1

NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

The following contract clauses pertinent to this section are hereby incorporated by reference (by Citation Number, Title, and Date) in accordance with the clause at FAR "52.252-2 CLAUSES INCORPORATED BY REFERENCE" in Section I of this contract. See FAR 52.252-2 for an internet address (if specified) for electronic access to the full text of a clause.

FAR 52.246-5 Inspection of Services—Cost Reimbursement (APR 1984) E.2

INSPECTION AND ACCEPTANCE

The place of inspection and acceptance of services provided by the contractor shall be set forth in each task order. For the purpose of this clause, the Contracting Officer's Technical Representative (COTR) or Project Officer named in the Designation of Contracting Officer's Technical Representative clause in this contract is the representative of the Contracting Officer. The Contracting Officer reserves the right to unilaterally designate other Government agents as authorized representatives. Should such occur, the Contractor will be notified by a written notice.

E.3

PERFORMANCE EVALUATION

This is a performance based contract. During performance of this contract, the contractor shall be evaluated by the COTR/PO, or other designated personnel, in accordance with the overall level of compliance with the contract and the demonstrated quality and timeliness of the services provided. The Quality Assurance Surveillance Plan (QASP) lists the performance requirements by FEMA Task for which contractor performance will be measured when performing under this contract. The Government and the contractor may mutually adjust the standards and/or identify additional performance elements as may be necessary to ensure that the performance standards for work specified in the order reflect the requirements.

E.4

METHODS OF SURVEILLANCE

The Government may use a variety of surveillance methods to evaluate the contractor’s performance. These include, but are not limited to, random sampling of recurring services, periodic surveillance of the contractor’s quality control program, test calls, and validated customer complaints.

SEQ CHAPTER \h \r 1SECTION F - DELIVERIES OR PERFORMANCE F.1.

PRINCIPAL PLACE OF PERFORMANCE

The efforts required under this contract shall be performed throughout the United States to include Alaska, Puerto Rico, Hawaii, or U.S. Territory. Individual CPFF Task orders will designate the exact locations where services shall be rendered.

· Headquarter: Headquarter element anywhere in the DC National Capital Area

· Gustav: The Gulf Coast states to include the States of Texas, Louisiana, Mississippi, Alabama, Florida, Georgia.

· Future Deployment Site: The contractor may be required to provide services throughout the United States to include Alaska, Puerto Rico, Hawaii, or U.S. Territory.

F.2.

DELIVERABLE SCHEDULE

Required deliverables will be established in individual task orders issued under the contract.

F.3.

OBSERVANCE OF FEDERAL HOLIDAYS

The following services shall be performed on Saturdays, Sundays or Federal legal holidays as necessary to provide services in declared disaster area(s):

Government holidays are -

F.4.

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): “http:\\www.arnet.gov/far/”.

FEDERAL ACQUISITION REGULATIONS (48 CFR CHAPTER 1) CONTRACT CLAUSES

FAR 52.242-15

Stop Work Order (AUG 1989) Alternate I (APR 1984) SEQ CHAPTER \h \r 1SECTION G -

CONTRACT ADMINISTRATION DATA

G.1.

ELECTRONIC FUNDS TRANSFER

The contractor shall forward electronic funds transfer information in writing to HHS Program Support Center, Division of Financial Operations, Parklawn Building, Room 16-05, 5600 Fishers Lane, Rockville, Maryland 20857, in accordance with Clause 52.232-34. All calls concerning contract payments shall be directed to general helpline for contract payments at 301-443-6766.

G.2.

INVOICE SUBMISSION:

1.

The Contractor shall submit invoices in an original and three (3) copies to the Project Officer. After review and approval the Project Officer shall:

a.

Annotate each copy of the invoice “Payment is authorized in the amount of $ [enter amount] and sign each copy.

b. Forward two (2) copies of the invoice to:

PSC/Financial Management Service Division of Financial Operations Parklawn Building, Room 16A-12 5600 Fishers Lane Rockville, Maryland 20857 Telephone Number: (301) 443-3020

c. Forward one (1) copy of the invoice to:

Attn: Contracting Officer/Contract Specialist

Contract Number/Task Order Number:___________________

d. Parklawn Building, Room 5-101

Rockville, MD 20857 d.

Maintain one (1) copy.

2.

The Contractor agrees to include the following information on its voucher, applicable:

a.

Contractor’s name and address;

b.

Delivery Order Number;

c.

Description of services, including the hours for each service and the cost;

d.

Time reports and any other substantiating documentation such as travel; vouchers e.

Identification of any subcontractor labor;

f.

Taxpayer Identification Number (TIN).

G.3.

AUTHORITIES OF GOVERNMENT PERSONNEL:

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

1. Contracting Officer

All contract administration shall be performed by Contract Administrator, William N. Li. All communications pertaining to contractual and/or administrative matters under the delivery order should be addressed to the Contract Specialist

William N. Li

Division of Acquisition Management, Parklawn Building, Room 5-101

5600 Fishers Lane, Rockville, Maryland 20857

(301) 443-2475

2. Project Officer The Project Officer will be Captain Susan McCracken, PHS

Attn: Kaee Ross, MPH, MSW

901 D. Street, S.W.

Washington DC, 20447

Email: Kaee.Ross@hhs.gov Ph: 202-401-9331

(a) Performance of work under this contract must be subject to the technical direction of the Project Officer identified above, or a representative designated in writing. The term “technical direction” includes, without limitation, direction to the contractor that directs or redirects the labor effort, shifts the work between work areas or locations, fills in details and otherwise serves to ensure that tasks outlined in the work statement are accomplished satisfactorily.

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

The Project Officer does not have authority to issue technical direction that:

(1) constitutes a change of assignment or additional work outside the specification(s)/statement of work;

(2) Constitutes a change as defined in the clause entitled “Changes”;

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

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

(5) Interferes with the contractor's right to perform under the terms and conditions of the contract; or

(6) Directs, supervises or otherwise controls the actions of the contractor's employees.

(c) Technical direction may be oral or in writing. The Project Officer shall confirm oral direction in writing within five work days, with a copy to the Contracting Officer.

(d) The contractor shall proceed promptly with performance resulting from the technical direction issued by the Project Officer. If, in the opinion of the contractor, any direction of the Project Officer, or his/her designee, falls within the limitations in (c), above, the contractor shall immediately notify the Contracting Officer no later than the beginning of the next Government work day.

(e) Failure of the contractor and the Contracting Officer to agree that technical direction is within the scope of the contract shall be subject to the terms of the clause entitled “Disputes.”

G.4.

NEGOTIATED OVERHEAD RATES

Indirect costs under this contract shall be obtained by applying the final rate or rates negotiated, subject to the approval of the Contracting Officer. Reimbursement for indirect costs shall be made on the basis of the following provisional rates:

PROVISIONAL CEILING

PROVISIONAL

CEILING

PERIOD

TYPE:

RATE:

RATE:

(TO BE COMPLETED UPON CONTRACT AWARD)

It is further agreed that, unless the prior approval of the Contracting Officer is obtained, the Contractor shall not change its method of accounting under this contract in such a manner as to account for any item of cost on a direct-cost basis if such item of cost was previously considered as an indirect charge. (See FAR 52.216-7, Allowable Cost and Payment.)

G.5.

PROVISIONS APPLICABLE TO DIRECT COSTS

Notwithstanding FAR 52.216-7, Allowable Cost and Payment, and FAR 52.244-2, Subcontracts (Cost-Reimbursement and Letter Contracts), unless otherwise expressly provided elsewhere in this contract or in any modification thereto, the costs of the following items or activities shall be unallowable as direct costs:

1. Acquisition, by purchase or lease, of an interest in real property;

2. Special rearrangement or alteration of facilities;

3. Purchase or lease of any item of general purpose, office furniture or office equipment; and

4. Travel to foreign countries.

G.6.

PAYMENT PROVISIONS

The Contractor shall submit, on a Monthly basis, to the Division of Acquisition Management, PSC, Parklawn Building, Room 5-101, 5600 Fishers Lane, Rockville, Maryland 20857, reference Contract Number: HHSP2332009XXXX. An ORIGINAL voucher to include all supporting documentation. The Contractor shall submit, on a monthly basis, to the PSC/Financial Management Service, Division of Financial Operations, Parklawn Building, Room 16A-12, 5600 Fishers Lane, Rockville, Maryland 20857, reference Contract (TO BE COMPLETED UPON CONTRACT AWARD). Three (3) copies of its voucher including (1) copy of supporting documentation.

1. The Contractor shall include the following minimum information on vouchers:

a. Contractor's name and voucher date;

b. Contract number or other authorization for delivery of property or services;

c. Description, price, and quantity of property or services actually delivered or rendered;

d. Shipping and payment terms;

e. Other substantiating documentation or information as required by the contract;

f. Name (where practicable), title, telephone number, and complete mailing address of responsible official to whom payment is to be sent;

g. The Internal Revenue Service TAX IDENTIFICATION NUMBER or social security number; and

h. Signature of an authorized official certifying the voucher to be correct and proper for payment.

2. Payment shall be made by:

PSC/Financial Management Service Division of Financial Operations Parklawn Building, Room 16A-12 5600 Fishers Lane Rockville, Maryland 20857 Telephone Number: (301) 443-3020

3. The Contractor shall furnish the following minimum information in support of costs submitted:

a. Direct Labor - include all persons, listing the person's name, title, hourly rate, number of hours worked, the total cost per person and a total amount for this category;

b. Fringe Costs - show rate, base and total amount;

c. Overhead or Indirect Costs - show rate, base and total amount;

d. Consultants - include the name, hourly or daily rate, number of days or hours worked, a total amount per consultant and a total amount for this category;

e. Travel - include for each trip taken the name of the traveler, date of travel, destination, and total travel costs per person and a total amount for this category;

f. Subcontractors - include, for each subcontractor, the same data as is being provided for the prime Contractor. A total amount for this category shall be provided;

g. Other - include a listing of all other direct charges to the contract, e.g., office supplies, telephone, equipment rental, duplication;

h. Equipment Cost - itemize and identify separately (including serial numbers where applicable) from material costs including reference to approval in all cases;

i. G & A - show rate, base and total; and

j. Fee - show total.

The Contractor shall also submit supporting documentation, e.g., receipts or invoices to substantiate costs incurred.

4. The information required by FAR 52.232-34 Payment by Electronic Funds Transfer -- Other Than Central Contractor Registration shall be submitted to the PSC/Financial Management Service at the address in Section G.1.

G.7.

CONTRACT FINANCIAL REPORT

1.

The Financial Report of Individual Project/Contract shall be submitted to the Contracting Officer by the Contractor in accordance with the instructions which accompany the form, in an original and two copies, not later than thirty (30) working days after the close of the reporting period. The line entries for subdivisions of work and elements of cost (expenditure categories) to be reported within the total contract shall be as stated in paragraph 4 below. Subsequent changes and/or additions in the line entries shall be in writing.

2.

The first financial report shall cover the period consisting of the first quarter following the date of the contract, in addition to any fractional part of the initial month.

3.

If the final payment of this contract is to be made on the basis of desk audit, the Contracting Officer may require the Contractor to submit detailed support for costs contained in one or more interim financial reports.

4.

The Contractor shall furnish the following minimum information in support of the costs submitted, in total cost by category only:

a. Period of performance for which costs are claimed;

b. Labor segregated by category;

c. Overhead rate(s) and costs;

d. Material costs;

e. Equipment costs;

f. General and administrative rate(s) and costs as applicable;

g. Travel costs; and

h. Any other supporting data that will clarify unusual expenditures.

5.

The Contractor shall include the costs for the current period and the cumulative costs for the total contract according to the categories shown above.

G.8. TRAVEL COSTS

1.

The Contractor will be reimbursed, not to exceed $____________, for each Task Order for all domestic travel as described below, incurred directly and specifically in the performance of this contract, claimed by the Contractor and accepted by the Contracting Officer.

Domestic travel expenses incurred by the Contractor in direct performance of the contract shall be reimbursed provided such travel is necessary for the performance of this contract and the cost does not exceed:

a.

The lowest customary standard, coach, or equivalent airfare offered during normal business hours for air travel except when such accommodations: 1) require circuitous routing, 2) require travel during unreasonable hours, 3) excessively prolong travel, 4) result in increased costs that would offset transportation savings, 5) are not reasonably adequate for the physical or medical needs of the traveler, or 6) are not reasonably available to meet mission requirements. In order for costs in excess of customary standard or coach airfare to be considered allowable, the applicable exception must be documented and justified.

b.

Costs of rail travel by most direct route, coach-class accommodations.

c. The prevailing mileage rate set forth in the Federal Travel Regulation (FTR) or reasonable actual expenses for travel by motor vehicle. Travel by motor vehicle, including rented automobile, shall be reimbursed on a reasonable actual expense basis, or at the Contractor’s option, on a mileage basis at the prevailing FTR rate, plus any toll or ferry charges.

c.

The prevailing rates set forth in the FTR for lodging, meals and incidental expenses.

G.9

TASK ORDER PROCEDURES

(1) Task Order Award

(i) The Contracting officer will issue a unilateral task order for the offeror to respond to the ACF declared disaster site(s).

(ii) Task orders will be issued in writing and signed by the Contracting Officer. The Contracting Officer may give the contractor a verbal order to proceed, which will be followed up with an e-mail and an executed task order within 96 hours.

(iii) In the event issues pertaining to an issued task order cannot be resolved to the satisfaction of the Contracting Officer, the Contracting Officer reserves the right to cancel the task order. In such an event, the offeror shall be notified of the Contracting Officer’s decision. This decision shall be final and not subject to the Contract Disputes Act.

(2) Commencement of Performance

(i) Upon award, a task order will be transmitted to the contractor. Service shall commence in accordance with the delivery schedule set forth in the task order.

(ii) Failure to begin services as required may result in the termination of the task order and re-issuance of the task order to another offeror. The Government reserves the right to terminate the contract and/or task order for cause if the contractor fails to begin services.

(3) Completion of Task Orders

Within ninety (90) days of physical completion of work under each task order, the contractor shall submit a final voucher. If additional time is needed, the Contractor shall submit a written request for a time extension that explains the extenuating circumstances.

(4) Payment for Task Orders

If the Contractor is performing more than one Task Order simultaneously, separate invoices are required for each Task Order.

(5) Closeout of Task Orders

(a) All task orders issued under this contract shall be closed out in accordance with FAR Subpart 4.804-5. Upon completion of each task order and the receipt of the final voucher, the Government will begin closeout procedures.

G.10.

HHSAR 352.270-5

KEY PERSONNEL (APR 1984)

The personnel specified in this contract are considered to be essential to the work being performed hereunder. Prior to diverting any of the specified individuals to other programs, the Contractor shall notify the Contracting Officer reasonably in advance and shall submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the program. No diversion shall be made by the Contractor without the written consent of the Contracting Officer; provided, that the Contracting Officer may Ratify in writing such diversion and such ratification shall constitute the consent of the Contracting Officer required by this clause. The contract may be modified from time to time during the course of the contract to either add or delete personnel, as appropriate.

Key Personnel

The individuals cited below are key personnel:

TITLE

NAME

Program Director

TBD

Case Management Supervisor (HQ)

Case Management Supervisor (Gustav)

Case Management Supervisor (Future Site)

G.11

CONTRACTOR PERFORMANCE EVALUATION REPORT

The Contractor’s performance shall be evaluated annually. This evaluation shall become a part of the contract file and shall be used as past performance information in evaluating the Contractor’s and any significant subcontractors’ or affiliates’ past performance on future contracts. The Contractor shall be given a minimum of 30 days to submit comments, rebutting statements, or additional information. A sample of the “Contractor Performance Report” form that may be used to conduct these evaluations is located at http://cps.od.nih.gov. Contractors are required to register with the NIH Contractor Performance System at https://cpscontractor.nih.gov/.

SEQ CHAPTER \h \r 1SECTION H - SPECIAL CONTRACT REQUIREMENTS H.1.

DEPARTMENT OF LABOR WAGE DETERMINATION

The resulting contracts and task orders will be subject to the Department of Labor (DOL) Service Contract Act. However, actual places of performance are currently unknown. Applicable wage determinations will be incorporated under the Task Order as necessary in accordance with FAR 52.222-49, Service Contract Act – Place of Performance Unknown.

H.2.

ARTICLE H. ELECTRONIC AND INFORMATION TECHNOLOGY STANDARDS

Pursuant to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) as amended by P.L. 105-220 under Title IV (Rehabilitation Act Amendments of 1998) all Electronic and Information Technology (EIT) developed, procured, maintained and/or used under this contract shall be in compliance with the “Electronic and Information Technology Accessibility Standards” set forth by the Architectural and Transportation Barriers Compliance Board (also referred to as the Access Board”) in 36 CFR Part 1194. The complete text of Section 508 Final Standards can be accessed at http://www.acess-board.gov/news/508-final.htm. The standards applicable to this requirement are identified in the Statement of Work.

H.3.

ADDITIONAL REQUIREMENTS REGARDING DATA, DATA RIGHTS AND COMPUTER SOFTWARE

Notwithstanding any other clause concerning data, data rights and computer software and hardware under this contract, all data and source code produced, recorded, transferred or manipulated under this contract shall remain the exclusive property of the Government irrespective of the manner or method of recording or storage no matter what form of computer mechanism is used in the processing of said information or data. The Government shall retain exclusive right and domain over any by-product produced under this contract, or any other use of the data produced under this contract by either plan or accident.

H.4.

REQUIRED INSURANCE

FAR 52.228-7 INSURANCE-LIABILITY TO THIRD PERSONS (MAR 1996)

(a)

(1) Except as provided in paragraph (a)(2) of this clause, the Contractor shall provide and maintain workers' compensation, employer's liability, comprehensive general liability (bodily injury), comprehensive automobile liability (bodily injury and property damage) insurance, and such other insurance as the Contracting Officer may require under this contract.

(2) The Contractor may, with the approval of…