SOL_(FBO)_-_Diabetes_Support_Services.pdf

Solicitation Number: IHS-16-236-SOL-00013 Diabetes Support Services

SECTION B – PRODUCTS OR SERVICES AND PRICES/COSTS

B.1. TYPE OF CONTRACT (FAR 52.216-1 (APR 1984))

The Government contemplates award of a firm-fixed price contract resulting from this solicitation.

B.2. CONSIDERATION AND PAYMENT

The Contractor shall provide the commercial services described in Section C, Description/ Specifications/Work Statement. Except as otherwise specified in the contract, the Contractor shall furnish the necessary personnel, materials, services, facilities, and otherwise provide all tasks necessary for or incident to the performance of the work set forth herein.

B.3. CONTRACT PRICE

a. This is a firm-fixed price contract. The price for the Base Period of this contract is $ TBD.

b. Upon delivery and acceptance of the item(s) specified in the DELIVERY Article in SECTION F of this contract, the Government shall pay to the Contractor resulting from the firm-fixed price cost.

c. Upon delivery and acceptance of the services described in the State of Work of this contract and identified in the schedule of charges below, the Government shall pay to the Contractor the total prices set forth below and will be paid from the following Contract Line Item Numbers (CLINs) accordingly:

SCHEDULE OF CHARGES FOR THE BASE PERIOD

CLIN # Contract Period Description of Services Total ($)

0001 Base C.1. - Diabetes Surveillance $ TBD

0002 Base C.2. - Technical Assistance to the SDPI Grantees in the Alaska Area $ TBD

0003 Base C.3. - Education and Training $ TBD 0004 Base C.4. - Statewide Outreach Activities $ TBD 0005 Base C.5. - Travel $ TBD

Total Price for Base Period: $ TBD

The Contractor shall be paid upon submission of an invoice and completion and acceptance (if deliverable) or verification (if service) by the Contracting Officer's Representative (COR), of the deliverables and/or services indicated below. Invoices shall be submitted in accordance with the instructions contained in FAR clause 52.232-25, Prompt Payment, and Section G.2 of this contract.

B.4. OPTION PRICES

a. Unless the Government exercises its option pursuant to the option clause referenced in Contract Clauses section of this contract consists only of the Base Period specified in this contract.

b. Pursuant to FAR Clause 52.217-8, Option to Extend Services and FAR Clause 52.217-9, Option to Extend the Term of the Contract, set forth in CONTRACT CLAUSES of this contract, the Government may, by unilateral contract modification, require the Contractor to perform the Option Period(s) as defined in the Statement of Work of this contract. If the Government exercises this/these option(s), notice must be given before the expiration date of the contract. Specific information regarding the time frame for this notice is set forth in the OPTION PROVISION of this order. If an option period is exercised the fixed price of this contract will be increased as set forth below.

c. Upon the delivery and acceptance of the Option Services described in the Statement of Work of the contract and identified in the schedule of charges below, the Government shall pay the Contractor the unit price(s) set forth below and will be paid from the following Contract Line Item Numbers (CLINs) accordingly:

SCHEDULE OF CHARGES FOR THE OPTION PERIODS

OPTION PERIODS:

CLIN # Option

1001 One C.1. - Diabetes Surveillance $ TBD 1002 One C.2. - Technical Assistance to the SDPI Grantees in the Alaska Area $ TBD

1003 One C.3. - Education and Training $ TBD 1004 One C.4. - Statewide Outreach Activities $ TBD 1005 One C.5. - Travel $ TBD

Total Price for Option Period One: $ TBD

2001 Two C.1. - Diabetes Surveillance $ TBD 2002 Two C.2. - Technical Assistance to the SDPI Grantees in the Alaska Area $ TBD 2003 Two C.3. - Education and Training $ TBD 2004 Two C.4. - Statewide Outreach Activities $ TBD 2005 Two C.5. - Travel $ TBD

Total Price for Option Period Two: $ TBD

3001 Three C.1. - Diabetes Surveillance $ TBD 3002 Three C.2. - Technical Assistance to the SDPI Grantees in the Alaska Area $ TBD 3003 Three C.3. - Education and Training $ TBD 3004 Three C.4. - Statewide Outreach Activities $ TBD 3005 Three C.5. - Travel $ TBD

Total Price for Option Period Three: $ TBD

4001 Four C.1. - Diabetes Surveillance $ TBD 4002 Four C.2. - Technical Assistance to the SDPI Grantees in the Alaska Area $ TBD 4003 Four C.3. - Education and Training $ TBD 4004 Four C.4. - Statewide Outreach Activities $ TBD 4005 Four C.5. - Travel $ TBD

Total Price for Option Period Four: $ TBD

d. If the Government exercises its option pursuant to the OPTION PROVISION of this contract, the Government's total estimated contract amount, represented by the sum of the price of base plus option periods and the period of performance will be increased as follows:

BASE PERIOD TOTAL ($)

BASE PERIOD: 03/25/2016 through 03/24/2017 $ TBD

Total Price for Base Period: $ TBD

OPTION PERIODS TOTAL ($)

OPTION PERIOD ONE: 03/25/2017 through 03/24/2018 $ TBD OPTION PERIOD TWO: 03/25/2018 through 03/24/2019 $ TBD OPTION PERIOD THREE: 03/25/2019 through 03/24/2020 $ TBD OPTION PERIOD FOUR: 03/25/2020 through 03/24/2021 $ TBD

Total Price for Option Periods: $ TBD

TOTAL CONTRACT PRICE - including BASE plus OPTION PERIODS: $ TBD

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C. TITLE

Diabetes Support Services

GENERAL TASKS

The contractor will work under the direction of Indian Health Service (IHS) Division of Diabetes Treatment and Prevention (DDTP) and the Alaska Area federal leadership in accomplishing the following tasks:

1. Diabetes Surveillance

2. Technical Assistance to the Special Diabetes Program for Indians (SDPI) grantees in the Alaska

Area

3. Education and Training

4. Statewide Outreach Activities

C.1. CLIN 0001 - DIABETES SURVEILLANCE

Maintain and improve the Alaska Native Diabetes Registry and provide current prevalence and complication data to all Alaska Native SDPI grant programs.

o Provide on-going statewide tracking of diabetes prevalence in AI/AN people living in Alaska;

o Track the prevalence and incidence of complications from diabetes: renal failure, amputations, and blindness;

o Provide all Alaska Area SDPI grant sites current prevalence data, both regional and statewide, meet diabetes grant requirements, and help grantees direct clinical and primary prevention programming;

o Make site visits to regions (including CRNA, KANA, Nome, YK, KIC and CATG) to update the epidemiology register by reviewing charts for current ICD-9 coding of diabetes, pre-diabetes, and diabetes during pregnancy;

o Disseminate information through peer reviewed publications, when appropriate.

C.2. CLIN 0002 - TECHNICAL ASSISTANCE TO THE SDPI GRANTEES IN THE

ALASKA AREA

Maintain and improve the network of support to the Alaska Area SDPI grantees and provide technical assistance on grant related issues.

o Coordinate a forum for sharing best practices via online meetings at least 6 times a year for all SDPI grant program coordinators in Alaska;

o Host two in-person meetings for SDPI grant program coordinators per year;

o Provide “New to SDPI” orientation to new program coordinators;

o Provide guidance and support in developing approaches to capture data via the Electronic

Health Record (EHR), compete for grant funds, maintain caseloads, maximize clinician time (group visits), and promote wellness (family fun days rather than health fairs).

C.3. CLIN 0003 - EDUCATION AND TRAINING

Provide education and training to health care providers, including Community Health Aide/Practitioners’ (CHA/P), regarding diabetes treatment and prevention.

o Plan the Annual Alaska Area Diabetes Conference—a 3-day Diabetes Conference offered to all health care providers:

This conference is held in Anchorage every December.

National experts in diabetes offer updates and information on diabetes.

During the conference, grant sites are invited to share their programs and progress with fellow providers.

o Plan and conduct an advanced CHA/P diabetes course:

This course is offered statewide to enhance the understanding of diabetes for village clinic CHA/Ps.

o Maintain and improve the statewide quarterly newsletter for CHA/Ps and other village providers:

The newsletter addresses current issues in diabetes and creates a venue for sharing information.

o Provide continuing medical education (CME) to health care providers regarding diabetes treatment and prevention.

C.4. CLIN 0004 - STATEWIDE OUTREACH ACTIVITIES

Provide Alaska Area outreach activities to enhance the community’s understanding of diabetes and to prevent the development of diabetes in high-risk individuals in Alaska.

o The outreach activities are conducted through health fairs, school programs, and community gatherings.

Provide tools for patient education;

Provide a Registered Dietitian for communities upon the request of the tribe(s) to see patients one-on-one for nutritional counseling and diabetes education.

Minimum Qualifications and Estimated Labor Hours Needed:

All subject matter experts “Key Personnel” - (Diabetes Surveillance Director, Computer Programmer, Medical Research RN, Medical Epidemiologist, Community Educator, and

Community Health Aide Trainer) should have a minimum of three to five years of experience working with SDPI, in AI/AN communities, and/or with the data systems used by the Alaska Area.

Additional qualifications for the labor categories are described below.

A: DIABETES SURVEILLANCE DIRECTOR

Contractor must include staff with experience working with the Alaska Area Diabetes Surveillance Registry and have in-depth experience tracking and evaluating diabetes prevalence data among AI/AN communities. Must have experience working with I/T/U programs, have strong leadership skills, and have demonstrated expertise in diabetes clinical and/or program evaluation issues, and

SDPI.

B: COMPUTER PROGRAMMER

Contractor’s staff will have experience in developing databases. Qualifications include Bachelor’s degree or higher in a technical field along with formal education, training, or job experience in the field of software engineering. Contractor should have sufficient work experience with epidemiology projects, including tracking diabetes related CVD, ESRD, and amputations. Must have past work experience in the Indian Health Care System. Must be proficient in RPMS, Epi- Info software, and the IHS Diabetes Care and Outcomes Audit process.

C: MEDICAL RESEARCH REGISTERED NURSE

Contractor’s staff will have experience in data analysis and be proficient in conducting chart audits for the Alaska Area diabetes registry and diabetes complication surveillance system. Contractor must have experience with I/T/U programs, and demonstrate expertise in diabetes clinical and/or program evaluation issues, as well as SDPI and the IHS Diabetes Care and Outcomes Audit process.

D: MEDICAL EPIDEMIOLOGIST

Contractor’s staff will have at least 5 years of experience in tracking and analyzing prevalence data, conducting data projects, performing surveillance, and tracking complications. Contractor should be proficient in generating data and information on resource allocation as it pertains to epidemiology and data surveillance and data management. Must have experience working with I/T/U programs and be able to demonstrate expertise in diabetes clinical and/or program evaluation issues, as well as SDPI.

E: COMMUNITY EDUCATOR

Must have experience coordinating Community Outreach and Education projects, as well as participate and foster community collaboration efforts. Must have in-depth experience working with AI/AN Tribes and Tribal organizations, as well as I/T/U programs.

F: COMMUNITY HEALTH AIDE TRAINER

Contractor must be proficient with computer software applications (Microsoft Office and Adobe Connect) and possess a minimum of a bachelor’s degree in a health related field. Must have extensive experience providing training on diabetes and SDPI issues in AI/AN communities.

Individual must be highly organized, able to multi-task, proficient in written and oral communication, possess strong leadership skills, and work well in team settings.

IDENTIFIER TASKS LABOR CATEGORY

ESTIMATED

ANNUAL LABOR

HOURS

A: C.1., C.2. DIABETES SURVEILLANCE

DIRECTOR 1840

B: C.1., C.2., C.3. COMPUTER PROGRAMMER 552

C: C.1., C.2., C.3., C.4.

MEDICAL RESEARCH -

REGISTERED NURSE 1472

D: C.1. MEDICAL EPIDEMIOLOGIST 184

E: C.2., C.3., C.4. COMMUNITY EDUCATOR 1840

F: C.3., C.4. COMMUNITY HEALTH AIDE

TRAINER 460

SECTION D – PACKAGING AND MARKING

D.1. PACKAGING

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

D.2. MARKING

Each package/container shall be delivered to the address shown in Section G.1.3 entitled “Contracting Officers’ Representative Appointment and Authority” and shall be clearly marked as follows:

A. Name of Contractor B. Contract Number C. Description of Items Contained Therein D. Consignee’s Name and Address

D.3. DELIVERY

All deliverables shall be delivered to the following address:

Indian Health Service ATTN: Division of Diabetes Treatment & Prevention 5600 Fishers Lane, 08N34A Rockville, MD 20857

SECTION E – INSPECTION AND ACCEPTANCE

E.1. INSPECTION AND ACCEPTANCE

All work under this contract is subject to inspection and final acceptance by the Contracting Officer or the duly authorized representative of the government. The COR, as a duly authorized representative of the Contracting Officer, shall assume the responsibilities for monitoring the Contractor’s performance, evaluating the quality of services provided by the Contractor, and performing final inspection and acceptance of all deliverables and services called for by the contract.

E.2. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

(For Base and Option Periods except where indicated) Purpose:

The purpose of this quality assurance surveillance plan (QASP) is to provide a government-developed and applied system to assure the use of quality assurance methods in the administration of the performance based acquisition standards included in the Diabetes Support Services contract.

The intent is to ensure that the Contractor perform services for DDTP that are provided in accordance with performance requirements set forth in the contract documents, that the government receives the quality of services called for in the contract and that the government only pays for the acceptable level of services received.

This plan provides the basis for the Contracting Officer’s Representative (COR) to evaluate the quality of the contractor’s performance. The oversight provided for in the contract and in this plan will help ensure that service levels reach and maintain the required levels throughout the contract term. Further, this plan provides the COR with a proactive way to avoid unacceptable or deficient performance and provides verifiable input for the required annual past performance evaluations.

Authority:

Authority to issue this QASP is provided under Section E.2. – Inspection and Acceptance, which provide for inspection and acceptance of the articles, services, and documentation called for in task orders to be accomplished by the Contracting Officer or COR.

Scope:

The Contractor is responsible for management and quality control actions necessary to meet the quality standards set forth by the contract. The Contractor develops and submits its quality control plan (QCP) for government approval in compliance with its contract deliverables. Once accepted, the Contractor then used the QCP to guide and rigorously document the implementation of the required management and quality control actions to achieve the specified results.

The QASP is put in place by the COR to provide government surveillance oversight of the Contractor’s quality control efforts to assure that they are timely, effective and delivering the results specified in the contract or task order. The QASP is not a part of the contract, nor is it intended to duplicate the Contractor’s QCP.

Government Resources

Contracting Officer: Stephen J. Yuter

COR: TBD

DDTP Program Manager: Carmen Licavoli Hardin

Responsibilities

Contracting Officer: Manage overall contract to assure that the Contractor receives fair and equitable treatment under the contract, as well as, determine whether the Contractor’s performance is adequate.

COR: Provide technical administration of the project and assure government surveillance of the Contractor’s performance. Inform the Contracting Officer and DDTP Director about Contractor performance and recommend payment of invoices. Participate in conference calls with the Contractor and attend occasional face-to-face meetings. Purpose of communications is to review project progress, discuss issues or problems, and develop recommendations.

DDTP Program Manager: Provide technical oversight of the contract and report findings to the COR. Participate in weekly calls with the Contractor and attend occasional face-to-face meetings.

Purpose of communications is to review project progress, discuss issues or problems, and develop recommendations.

Methods of Surveillance

The below listed methods of surveillance shall be used in the administration of this QASP. In addition to specific instructions that may be mentioned, the appropriate and standardized form that is to be used for documentation for QA surveillance is the surveillance activity checklist.

Customer Feedback – 100% of customers annually Review Reports – 100% monthly Review Web Site/Trainings/Documents Developed – 100% quarterly

Identified QA Surveillance Tasks (QASP)

The following PBSA items are identified within the contact performance work statement to be applicable on an agency-wide basis and are to be monitored under this QASP:

a. Updating the COR and the DDTP Program Manager on issues pertaining to grantee sites (i.e.

technical assistance provided, problems identified, recommended solutions, etc.) or on specific projects. This will be conducted during twice or at least monthly conference calls and progress reports.

b. Progress report of tasks and recommendations provided to the DDTP Director via face-to-face meetings, conference calls or by written Monthly Reports/Invoices.

c. Annual Report provided at the end of each year.

Documentation

The COR along with the DDTP Program Manager, in addition to providing documentation to the Contracting Officer, maintain a complete quality assurance file. The will contain copies of all reports, evaluations, recommendations, and any actions related to the government’s performance of the quality assurance function, including the originals of all surveillance activity checklist. All such records will be retained for the life of this contract. Subdivide documentation by base period and option period(s), if applicable. The COR shall forward these records to the Contracting Officer a termination or completion of the contract.

Performance Requirements Summary (PRS)

STANDARDS OF PERFORMANCE

Required Service

Performance Indicators

Method of

Surveillance

Alaska Area Diabetes Surveillance

Alaska Area Diabetes Surveillance is considered successful if:

1. All Alaska Area SDPI Grantees will have all the data needed to meet the terms and conditions of the SDPI grant and the contractor will provide appropriate TA as needed

2. DDTP is provided with electronic biannual progress reports.

1. COR will review Alaska Area SDPI grantee Annual Progress Reports and review customer feedback and any complaints reported.

2. COR will review biannual reports and evaluation summaries

Technical Assistance to SDPI Grantees in the Alaska Area

Technical Assistance to SDPI Grantees in the Alaska is considered successful if:

1. SDPI grantees find reviews and technical assistance to be helpful, timely, and relevant.

2. On-line SDPI Coordinator meetings occur at least 6 times/year to share best practices.

3. In-Person meetings for SDPI Coordinators will occur 2 times/year.

1. COR will monitor in person and/or gather reports on the performance of the contractor.

2. COR will review meeting minutes and reports.

3. COR will review meeting minutes.

Education and Training for Health Care Providers

Education and Training for Health Care Providers is successful if:

1. The Annual Alaska Area Diabetes 3-Day Conference is coordinated and implemented

2.The advanced CHA/P diabetes course is maintained and a minimum of 2 sessions are implemented annually within the Alaska Area

3. Quarterly newsletter published for the Alaska health care providers

4. A minimum of 1-2 hours of CME credits are provided to the health care providers in the Alaska Area during field clinic visits. Trainings are provided as identified in scope of work, participant evaluations are favorable, and CME/CE reports are completed as required.

1. COR will review meeting summary report

2. COR will review development of QA plan and monitor implementation.

3. COR will monitor ongoing development and updating of newsletter.

4. COR will monitor training schedule, participant feedback, and CME/CE reporting.

Statewide Outreach Activities

Providing Statewide Outreach Activities is considered successful if:

1. Patient education materials are disseminated at health fairs, school programs, and community gatherings.

1. COR will monitor ongoing development and updating of patient education materials and community activities.

Performance Evaluation - If the contractor fails to perform required services at the acceptable quality level, payment may be withheld until the contractor makes corrections. In the event that the contractor is failing to perform any required services, the COR will provide written notice of such to the DDTP Director, the Contracting Office and the contractor. The Contracting Office will issue the contractor a Contractor Discrepancy Report (CDR). The contractor shall have 14 calendar days to provide the Contracting Office with their response to the CDR.

E.3. FEDERAL ACQUISITION REGULATION (48 CFR CHAPTER 1) CLAUSES

FAR Clause No. Title and Date 52.246-4 Inspection of Services – Fixed-Price (AUG 1996)

SECTION F – DELIVERIES OR PERFORMANCE

F.1 PERIOD OF PERFORMANCE

The period of performance is a Base Period of (12) months with four (4), twelve (12) month Option Periods, unless the period is extended by modification to this contract. The Government may exercise options to extend the period of performance in accordance with FAR Clause 52.217- 9 – Option to Extend the Term of the Contract (MAR 2000); upon written notification by the Contracting Officer within 30 days of contract expiration.

The period of performance shall be as follows:

Base Period: 03/25/2016 through 03/24/2017 Option Period One: 03/25/2017 through 03/24/2018 Option Period Two: 03/25/2018 through 03/24/2019 Option Period Three: 03/25/2019 through 03/24/2020 Option Period Four: 03/25/2020 through 03/24/2021

F.2. PLACE OF PERFORMANCE

A majority of services will be performed at worksites in Alaska. However, most services can be performed remotely and communications will be primarily email or by telephone. Consultants may need to travel for occasional face to face meetings to provide technical assistance to the Alaska Area SDPI Grantees.

F.3. DELIVERABLE SCHEDULE

The Contractor shall submit the below deliverable items to the Contracting Officer’s Representative (COR) and the Contract Specialist (CS) at the address shown in Section G.1.3.

Items specified for delivery below are subject to the review and approval of the COR prior to acceptance. The Contractor shall be required to make revisions deemed necessary by the COR.

REQUIRED DELIVERABLES

Product Form When How

Data Reports Submission of Area Audit Data Summaries

Annually Submit to DDTP Director and COR by email with a cc: to the

CS.

SDPI Grantee Technical Assistance

Communication with SDPI grantees via email, telephone, and webinars.

As needed Monthly progress reports submitted by email to DDTP Director and COR with a cc: to the CS.

Alaska Area Diabetes Conference

Webinar or in-person Annually Submit to DDTP Director and COR by email.

Advanced CHA/P diabetes course

Webinar or in-person

Monthly and as needed

Progress reports submitted by email to DDTP Director and

COR.

Newsletter for CHA/Ps and other village providers

Website or electronic dissemination

Newsletter published quarterly

Progress reports submitted by email to DDTP Director and

COR.

SDPI and CME Clinical Training

Webinars Quarterly Progress reports submitted by email to DDTP Director and

COR

Coordination of community education via health fairs, school programs, and other community gatherings

Progress reports defining accomplishments.

Quarterly Progress reports submitted by email to DDTP Director and COR with a cc: to the

CS.

Monthly Progress Reports

Electronic Reports (usually submitted with invoice), will include a brief statement of progress during the preceding month; problems encountered and proposed solutions, initiatives undertaken, and an accounting of all costs in the contract.

Monthly - end of each month.

Submit to DDTP Director and COR by email with a cc: to the CS.

Annual Report The report will describe the

Contractor’s Accomplishments by task area and provide a candid assessment of the project’s progress, noting problems that arose and how they were addressed.

Annually, due 12 months after the contract is awarded and every 12 months thereafter. An annual report will not be required for the period when the final report is due.

Submit to DDTP Director and COR by email with a cc: to the CS.

Final Report

The final report will include a summary of the entire contract accomplishments and progress, problems, and solutions that occurred during the final contact year.

Final report is due on or before the last day of the contract.

Submit to DDTP Director and COR by email.

a. Miscellaneous documents and written materials developed during the course of the contract period, whether in draft or final form, are deemed the property of the US Government.

b. The U.S. Government reserves the right to accept or reject services, if the level of work performance is unsatisfactory based on deliverables.

F.4. GOVERNMENT FURNISHED PROPERTY

N/A.

F.5. TRAVEL

Any travel must be pre-planned and pre-approved by the Contracting Officer’s Representative (COR) or designee (DDTP Program Manager). The Contractor shall be reimbursed for out-of-area travel in accordance with the Federal Travel Regulations (FTR).

F.6. OBSERVANCE OF FEDERAL HOLIDAYS

When a deliverable due date occurs on a weekend or a Government holiday, the deliverable will be due on the following Government business day.

GOVERNMENT HOLIDAYS

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

SECTION G – CONTRACT ADMINISTRATION

G.1. AUTHORITIES OF GOVERNMENT PERSONNEL

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’s points of contact during the performance of this Contract.

G.1.1. Contracting Officer (CO)

The IHS Contracting Officer is the only individual authorized to modify this Contract. The CO responsible for administrative and contractual issues concerning this Contract is:

Stephen J. Yuter, Contracting Officer Indian Health Service/Division of Acquisition Policy (DAP) 5600 Fishers Lane, Mailstop 09E70 Rockville, MD 20857 Phone: 301-443-5774 Email: stephen.yuter@ihs.gov

All communications pertaining to contractual and/or administrative matters under the contract shall be sent to the address above and to the following Contract Specialist:

G.1.2. Contract Specialist (CS)

All Contract administration shall be performed by:

Vito Pietanza, Contract Specialist Indian Health Service/Division of Acquisition Policy (DAP) 5600 Fishers Lane, Mailstop 09E70 Rockville, MD 20857 Phone: 301-443-4938 Email: vito.pietanza@ihs.gov

G.1.3. DDTP Program Manager

All technical monitoring shall be performed by:

Carmen Licavoli-Hardin, DDTP Program Manager Indian Health Service/Division of Diabetes Treatment & Prevention 5600 Fishers Lane, Mailstop 08N34A Rockville, MD 20857 Phone: 301-443-2522 Email: carmen.licavolihardin@ihs.gov mailto:stephen.yuter@ihs.gov mailto:vito.pietanza@ihs.gov mailto:carmen.licavolihardin@ihs.gov

G.1.4. Contracting Officer’s Representative (COR)

The name and address of the COR assigned to this project is:

TBD, Contracting Officer’s Representative 5600 Fishers Lane, Mailstop TBD Rockville, MD 20857 Phone:

Email:

G.1.4.1. Technical Monitoring – Responsibilities of the COR

a) Performance of work under this contract must be subject to the technical direction of the Contracting Officers’ Representative 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 task areas outlined in the statement of work are accomplished satisfactorily.

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

The Contracting Officers’ Representative 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 Contracting Officers’ Representative 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 Contracting Officers’ Representative. If, in the opinion of the Contractor, any direction of the Contracting Officers’ Representative, or his/her designee, falls within the limitations in (b), 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.2. INVOICE SUBMISSION

The Contractor shall submit invoices once per month. A complete invoice with all required back-up documentation shall be sent electronically via e-mail to:

1. Contract Specialist* (CS): Vito Pietanza, 301-443-4938, vito.pietanza@ihs.gov

2. Contracting Officer’s Representative (COR): TBD

3. DDTP Program Manager: Carmen Licavoli-Hardin, 301-443-2522, carmen.licavolihardin@ihs.gov

4. Indian Health Service: Office of Finance & Accounting, HQInvoices@ihs.gov

* No other non-invoice related documents (i.e. deliverables, reports, balance statements) shall be sent to the CS or [enter billing office acronym]. Failure to submit directly to the offices listed above will delay prompt payment of your invoice.

For invoices submitted by email: the subject line of your email invoice submission shall contain the Contractor’s name, contract number, and invoice. The Contractor shall send one email per contract monthly. The email may have multiple invoices for the contract. Invoices must be in one of the following formats: PDF, TIFF, or Word. No Excel formats will be accepted. The electronic file cannot contain multiple invoices; example, 10 invoices requires 10 separate files (PDF, TIFF, or Word).

Additionally, the Contractor is required to include its Data Universal Numbering System (DUNS) number on each invoice. For additional information about the Dun & Bradstreet (D&B) DUNS number, please visit http://fedgov.dnb.com/webform.

Invoices shall be submitted in accordance with the contract terms, i.e. payment schedule, progress payments, partial payments, deliverables, etc.

All information set forth in FAR Clause 52.212-4(g), Invoice, must be included in all invoices for it to constitute a proper invoice.

FAR 52.212-4(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include-

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, contract line item number and, if applicable, the contract number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice;

mailto:vito.pietanza@ihs.gov mailto:carmen.licavolihardin@ihs.gov mailto:HQInvoices@ihs.gov http://fedgov.dnb.com/webform

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration, or 52.232-34, Payment by Electronic Funds Transfer-Other Than Central Contractor Registration), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by

EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR Part 1315.

In accordance with OMB Memorandum, M-11-32, Agencies shall make payments to small businesses as soon as practicable, with the goal of making payments within 15 days of receipt of a proper invoice. If a small business contractor is not paid within this (15 day) accelerated period, the contractor will not be given a late-payment interest penalty. Interest penalties, as prescribed by the Prompt Payment Act, remain unchanged by means of this memorandum. All small businesses shall label all invoices as “Small Business.”

Additionally, in accordance with OMB Memorandum, M-12-16, all prime contractors are encouraged to disburse funds received from the Federal Government to their small business subcontractors in a prompt manner. To assist prime contractors in expediting contractor payments to small business subcontractors, Agencies shall, to the full extent permitted by law, temporarily establish an earlier, accelerated date for making agency payments to all prime contractors. Consistent with OMB Memorandum M-11-32 above, Agencies shall have a goal of paying all prime contractors within 15 days of receiving proper documentation. In an effort to support small business growth, drive economic activity and job creation, the Contractor is encouraged to accelerate payments to their small business subcontractors.

In accordance with the requirements of the Debt Collection Improvement Act of 1996, all payments under this contract will be made by electronic funds transfer (EFT). The Contractor shall provide financial institution information to the Finance Office designated above in accordance with FAR 52.232-33 Payment by Electronic Funds Transfer - Central Contractor Registration.

Failure to submit directly to the offices listed above will delay prompt payment of your invoice.

https://www.acquisition.gov/far/current/html/52_232.html%23wp1153351 https://www.acquisition.gov/far/current/html/52_232.html%23wp1153375 http://uscode.house.gov/uscode-cgi/fastweb.exe?getdoc+uscview+t29t32+1665+30++%2831%29%20%20AND%20%28%2831%29%20ADJ%20USC%29%3ACITE%20%20%20%20%20%20%20%20%20

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1. CONTRACTOR PERFORMANCE EVALUATION REPORT

During the life of this contract, Contractor performance will be evaluated on an interim and final basis pursuant to FAR Subpart 42.15. 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. Contractor Performance Assessment Report System (CPARS) is an on-line reporting system https://www.cpars.gov/. The Contractor Performance Report is completed by the COR electronically and sent to the Contractor for review and approval at the end of each performance period as an interim report and at the end of the contract performance as a final report. After review by the Contracting Officer, the report becomes a permanent record of the Contractor’s past performance.

H.2. HHSAR 352.239-73 ELECTRONIC AND INFORMATION TECHNOLOGY

ACCESSIBILITY NOTICE (DEC 2015)

(a) Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998 and the Architectural and Transportation Barriers Compliance Board Electronic and Information (EIT) Accessibility Standards (36 CFR part 1194), require that when Federal agencies develop, procure, maintain, or use electronic and information technology, Federal employees with disabilities have access to and use of information and data that is comparable to the access and use by Federal employees who are not individuals with disabilities, unless an undue burden would be imposed on the agency. Section 508 also requires that individuals with disabilities, who are members of the public seeking information or services from a Federal agency, have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities, unless an undue burden would be imposed on the agency.

(b) Accordingly, any offeror responding to this solicitation must comply with established HHS EIT accessibility standards. Information about Section 508 is available at http://www.hhs.gov/web/508.

The complete text of the Section 508 Final Provisions can be accessed at http://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards.

(c) The Section 508 accessibility standards applicable to this solicitation are stated in the clause at 352.239-74, Electronic and Information Technology Accessibility.

In order to facilitate the Government’s determination whether proposed EIT supplies meet applicable Section 508 accessibility standards, offerors must submit an HHS Section 508 Product Assessment Template, in accordance with its completion instructions. The purpose of the template is to assist HHS acquisition and program officials in determining whether proposed EIT supplies conform to applicable Section 508 accessibility standards. The template allows offerors or developers to self-evaluate their supplies and document—in detail—whether they conform to a specific Section 508 accessibility standard, and any underway remediation efforts addressing conformance issues. Instructions for preparing the HHS Section 508 Evaluation Template are available under Section 508 policy on the HHS website http://www.hhs.gov/web/508.

https://www.cpars.gov/ http://www.hhs.gov/web/508 http://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards http://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards http://www.hhs.gov/web/508

In order to facilitate the Government’s determination whether proposed EIT services meet applicable Section 508 accessibility standards, offerors must provide enough information to assist the Government in determining that the EIT services conform to Section 508 accessibility standards, including any underway remediation efforts addressing conformance issues.

(d) Respondents to this solicitation must identify any exception to Section 508 requirements. If a offeror claims its supplies or services meet applicable Section 508 accessibility standards, and it is later determined by the Government, i.e., after award of a contract or order, that supplies or services delivered do not conform to the described accessibility standards, remediation of the supplies or services to the level of conformance specified in the contract will be the responsibility of the Contractor at its expense.

H.3. HHS SECTION 508 ACCESSIBILITY STANDARDS NOTICE (SEPTEMBER 2009)

This contract is subject to Section 508 of the Rehabilitation Act (the Act) of 1973 (29 U.S.C.794d), as amended by the Workforce Investment Act of 1998, and the Architectural and Transportation Barriers Compliance Board (Access Board) Electronic and Information Accessibility Provisions (36 CFR Part 1194). Section 508 of the Act requires that, unless an exception applies, all communications products and services that require a contractor or consultant to produce content in any format that is specifically intended for publication on, or delivery via, a federally owned or federally funded website permit the following:

(1) Federal employees with disabilities to have access to and use information and data that is comparable to the access and use of information and data by federal employees who are not individuals with disabilities.

(2) Members of the public with disabilities seeking information or services from a federal agency to have access to and use of information and data that is comparable to the access and use of information and data by members of the public who are not individuals with disabilities.

(Note: Information about Section 508 of the Act is available at http://www.section508.gov/ . The complete text of Section 508 can be accessed at http://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards. )

Accordingly, regardless of format, all web content or communications materials specifically produced for publication on, or delivery via, HHS websites, including text, audio, or video, under this contract shall conform to applicable Section 508 accessibility standards. Remediation of any materials that do not comply with the applicable accessibility standards of 36 CFR Part 1194 as set forth herein shall be the responsibility of the Contractor.

The following Section 508 accessibility standards apply to the content or communications material identified in this SOW or PWS:

http://www.section508.gov/ http://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards http://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards

(NOTE: The DDTP Program Manager shall list the applicable accessibility standards of the Access Board Final Rule (36 CFR Part 1194) (e.g., “36 CFR 1194.21(a)-(j).” Most web-based text and communication must meet the accessibility standards in 36 CFR 1194.22, “Web-based intranet and Internet information and applications.” Additionally, 36 CFR 1194.41, “Information, documentation and support,” and 36 CFR 1194.24 “Video and multimedia products” apply to all written, graphical, or broadcast video materials or products produced for HHS, including training.

36 CFR 1194.41(c) specifies that support services for products shall accommodate the communication needs of end-users with disabilities.)

H.3.1. The following Section 508 provisions apply to the content or communications material identified in the SOW (or PWS):

36 CFR 1194.21(a)-(j)

References:

• HHS Policy for Section 508 Electronic and Information Technology (E&IT) (January 2005):

http://www.hhs.gov/web/508/

• HHS Section 508 Web site: http://508.hhs.gov/

• HHS ASPA Web Communications Division Web site:

http://www.hhs.gov/web/policies/index.html

• US General Services Administration (GSA) Section 508 Web site: http://www.section508.gov/

H.4. SECURITY

H.4.1. To perform the work specified herein, contractor personnel will require access to sensitive data, regular access to HHS-controlled facilities, and/or access to HHS information systems. The Government has determined the position sensitivity under this effort to be Level 1.

H.4.2. To gain access to the sensitive data, HHS-controlled facilities, and/or HHS information systems, the Contractor shall comply with Homeland Security Presidential Directive 12, Policy for a Common Identification Standard for Federal Employees and Contractors, and with the personal identity verification and investigation procedures obtained in:

H.4.2.1. HHS Information Security Program Policy, http://www.hhs.gov/ocio/securityprivacy/.

H.4.2.2. HHS Office of Security and Drug Testing, Personnel Security/Suitability Handbook, http://www.hhs.gov/ocio/policy/index.html.

H.4.2.3. HHS Security and Handling of Data

SECURITY OF DATA

The Contractor shall comply with any security requirements established by HHS to ensure proper and confidential handling of data and information. The Contractor shall refer to “HHS Cybersecurity Program.”, which is HHS’ Information Security Program Policy, dated June 2010.

http://www.hhs.gov/web/508/ http://508.hhs.gov/ http://www.hhs.gov/web/policies/index.html http://www.section508.gov/ http://www.section508.gov/ http://www.hhs.gov/ocio/securityprivacy/ http://www.hhs.gov/ocio/policy/index.html

The contractor shall become familiar with the HHS Departmental Information Security Policies which may be found at http://www.hhs.gov/ocio/policy/index.html.

“HHS Cybersecurity Program” develops policies, procedures, and guidance to serve as a foundation for HHS' information security program. These documents implement relevant Federal laws, regulations, standards, and guidelines that provide a basis for the information security program at the Department. The contractor must become familiar with ‘HHS Cybersecurity Program” guidelines as presented at http://www.hhs.gov/ocio/policy/index.html#Security. Data obtained for this contract shall not be used to create databases or any other product not intended for use specifically in this project. All data containing personal identifiers shall be handled in accordance with the Privacy Act of 1974 (Public Law 93-579). No data is to be released to anyone without the specific approval of the COTR and the Contracting Officer.

HANDLING OF DATA

The contractor shall comply with security requirements established by HHS to ensure proper and confidential handling of data and information. The contractor shall refer to HHS - OCIO Policy for Information Systems Security and Privacy, which may be found at http://www.hhs.gov/ocio/policy/.

H.4.2.4. HHS HSPD-12 Implementation Policy

H.4.3. The minimum Government investigation for a non-critical sensitive position is a National Agency Check and Inquiries (with fingerprinting), which consists of searches of records covering specific areas of a person’s background during the past five years. Those inquiries are sent to current and past employers, schools attended, references, and local law enforcement authorities.

More restricted positions, above non-sensitive, require more extensive documentation and investigation.

H.4.4. Contractors should ensure that the employees whose names they submit have a reasonable chance for access approval. Delays associated with rejections and consequent reinvestigations may not be excusable.

H.4.5. Typically, the Government investigates personnel at no cost to the Contractor, but the expense of multiple investigations for the same position is difficult to justify.

Consequently, multiple investigations for the same position may, at the Contracting Officer’s discretion, justify reduction(s) in the Contract price of no more than the cost of the extra investigation(s).

H.4.6. Language similar to this Security section shall be included in any subcontracts which require subcontractor personnel to have access to an information system, access to sensitive data, regular or prolonged access to a HHS-controlled facility, or any combination of these three.

http://www.hhs.gov/ocio/policy/index.html http://www.hhs.gov/ocio/policy/index.html%23Security http://www.hhs.gov/ocio/policy/

H.4.7. Inquiries, including requests for forms and assistance, should be directed to the Contracting Officer or his/her designee, listed in the Contract.

H.4.8. Within seven (7) calendar days after final acceptance of the work specified herein, the Contractor shall return all identification badges to the Contracting Officer or his/her designee.

H.5. REFERENCES

The work to be performed under this contract will assist the IHS in better meeting legislative mandates and associated implementation guidance from OMB, HHS, NIST, and US CERT.

Statutes and Acts generally applicable to IHS security include, but are not limited to:

• Health Information Technology for Economic and Clinical Health Act

• Federal Information Security Management Act (FISMA), part of the E-Government Act of 2002 (Public Law 107-347, Title III)

• OMB Circular A-130 and Appendix III, Security of Federal Automated Information Resources

• OMB Circular A-11, Preparing, Submitting, and Executing the Budget

• Presidential Decision Directive 63 (PDD 63)

• NIST Special Publications – 800 Series

H.6. ADDITIONAL…