RFP__IHS-16-236-SOL-00039.pdf

Solicitation Number: IHS-16-236-SOL-00039 CHR Maternal Child Health Home Visiting Program

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/Performance 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 Performance Work Statement 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 Home Visiting Program Development specifically for implementation by Native American Indian paraprofessionals to support Native families from the pregnancy stages to 36 weeks post-partum.

$ 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 Performance Work Statement 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 contract. 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 Performance Work Statement 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 Home Visiting Program Development specifically for implementation by Native American Indian paraprofessionals to support Native families from the pregnancy stages to 36 weeks post-partum.

$ TBD

Total Price for Option Period One: $ TBD

2001 Two Home Visiting Program Development specifically for implementation by Native American Indian paraprofessionals to support Native families from the pregnancy stages to 36 weeks post-partum.

Total Price for Option Period Two: $ TBD

3001 Three Home Visiting Program Development specifically for implementation by Native American Indian paraprofessionals to support Native families from the pregnancy stages to 36 weeks post-partum.

Total Price for Option Period Three: $ TBD

4001 Four Home Visiting Program Development specifically for implementation by Native American Indian paraprofessionals to support Native families from the pregnancy stages to 36 weeks post-partum.

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: 09/30/2016 through 09/29/2017 $ TBD

Total Price for Base Period: $ TBD

OPTION PERIODS TOTAL ($)

OPTION PERIOD ONE: 09/30/2017 through 09/29/2018 $ TBD OPTION PERIOD TWO: 09/30/2018 through 09/29/2019 $ TBD OPTION PERIOD THREE: 09/30/2019 through 09/29/2020 $ TBD OPTION PERIOD FOUR: 09/30/2020 through 09/29/2021 $ TBD

Total Price for Option Periods: $ TBD

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

SECTION C – DESCRIPTION/SPECIFICATIONS/PERFORMANCE WORK STATEMENT

C. TITLE

Community Health Representatives (CHR) Maternal Child Health Home Visiting Program for the American Indian/Alaska Native (AI/AN) community.

C.1. BACKGROUND

The Indian Health Service (IHS), the Office of Clinical and Preventive Services (OCPS) provides oversight and guidance for policy development, budget development and allocation for clinical, preventive and public health programs throughout the IHS. The Division of Behavioral Health (DBH), under OCPS has authority and the responsibility to establish a national quality nursing and a CHR program to meet the needs of the AI/ANs people.

The CHR program provides community-based services through unlicensed health paraprofessionals. CHRs visit clients in their homes and other community settings. They refer clients in need of care to the proper facility; interpret; promote wellness; educate community members on a variety of health topics and behaviors related to alcohol use, cigarette smoking, poor eating habits and poor hygiene; collect patient specific data such as vital signs, blood glucose monitoring and provide transportation or arrange for police/ambulance transport in accident or emergency situations among other services.

Adaptation of some type has always been needed when outside curricula were reviewed or considered being used. Currently, the CHR program does not have a structured home visiting intervention program for pregnancy to 36 months post-partum implemented by health paraprofessionals. A defined clear curriculum for CHRs to utilize, would benefit AI/AN families by improving the mother’s parenting knowledge and skills and to thereby improve the health outcomes of her infant or child.

There is a need to establish a structured home visiting program developed specifically for implementation by Native American Indian paraprofessionals to support Native families from the pregnancy stages to 36 weeks post-partum. The curriculum must be evidence-based and culturally appropriate for American Indian and Alaska Native communities, which focuses on the physical, cognitive, and social/emotional development of preschool-aged children. The scope of this contract will be used to train CHRs as the basis for a home visiting program focusing on perinatal, infant, toddler and early childhood health. Therefore the purpose of the procurement is to purchase an evidence-based home visiting program as described above that includes a curriculum, in-person training, technical assistance on the implementation of the program, and evaluation of the program and project. It is not for the purpose of conducting a systematic study designed to contribute to generalizable knowledge.

C.2. GENERAL REQUIREMENTS

This section describes the general requirements for this effort. The following sub-sections provide details of various considerations on this effort. The Contractor must provide all training materials and technical assistance services necessary to for participants to implement and sustain a home visiting program for the American Indian/Alaska Native community. The Contractor must provide all logistics for training, including location, registration, trainers, and evaluation of all training sessions.

C.3. NON-PERSONAL SERVICES

The Government shall neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the IHS Contracting Officer (CO) immediately.

C.4. BUSINESS RELATIONS

The Contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The Contractor shall manage the timeliness, completeness, and quality of problem identification. The Contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of Subcontractors. The Contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all Contractor personnel.

C.5. CONTRACT ADMINISTRATION AND MANAGEMENT

The following sections specify requirements for contract, management, and personnel administration.

C.6. CONTRACT MANAGEMENT

The Contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The Contractor must maintain continuity between the support operations between the Contractor's corporate offices and Indian Health Service Division of Behavioral Health.

C.7. CONTRACT ADMINISTRATION

The Contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The Contractor shall respond to Government requests for contractual actions in a timely fashion. The Contractor shall have a single point of contact between the Government and Contractor personnel assigned to support contracts or task orders. The Contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement.

The Contractor will meet with the Contracting Officer’s Representative (COR) and IHS officials within 10 days of the contract award to become acquainted with the DBH staff, review the Performance Work Statement (PWS), discuss timelines and deliverables, and to begin initial planning. The Contractor and COR will hold start up meetings at the beginning of each option period of the contract to revisit and make adjustments (if necessary) to the comprehensive action plan, quality assurance plan, communications plan, evaluation plan, and project plan, to discuss ongoing tasks in the PWS, and new deliverables for the option period.

C.8. PERSONNEL ADMINISTRATION

The Contractor shall provide the following management and support as required. The Contractor shall maintain the currency of their employees by providing initial and refresher training as required to meet the PWS requirements. The Contractor shall make necessary travel arrangements for employees. The Contractor shall provide necessary infrastructure to support contract tasks

The Contractor shall provide administrative support to employees in a timely fashion (time keeping, leave processing, pay, emergency needs).

C.9. SUBCONTRACT MANAGEMENT

The Contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime Contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Contractors may add Subcontractors to their team after notification to the Contracting Officer (CO) or Contracting Officer’s Representative (COR). Cross teaming may or may not be permitted.

C.10. CONTRACTOR PERSONNEL, DISCIPLINES, AND SPECIALTIES

The Contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The Contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources. The Contractor shall identify the labor categories, labor rates, and man-hours utilized in the performance of each Task Order (PWS line item) issued hereunder will be the minimum necessary to accomplish the task.

The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract. Listed are the following Key Personnel:

Project Manager:

Responsible for the development, management, operation, cost, scheduling, and technical performance of the program. Acts as the single focal point for communication with the IHS program management team as well as the planning and executing of the training program.

Oversees all work and takes corrective action as necessary to ensure project success.

Qualifications:

• A master’s degree

• Project management training and Project Management Professional (PMP) certification with practical experience producing project management documentation.

• A minimum of three years’ experience implementing IT service management processes.

• A minimum of five years’ experience managing a team supporting large enterprise networks similar to the IHS System Environment; implementing processes and controls to improve the consistency and efficiency of network operations and management.

Principal Training Specialist:

Prepares participant training materials (course outline, course manuals, handouts, completion certificates, course critique forms, and background material) for face-to-face and virtual instructor-led training. Trains participants with the use of course materials in the setting expected for the presentation and applies the principles and techniques of adult instruction. Provides supervision and guidance of adult instruction and serve as the primary point of contact for all trainees.

Qualifications:

• A master’s degree

• A minimum of 5 years’ experience with training a health care workforce; and

• A minimum of three years’ experience implementing IT service processes for training purposes.

Training Assistant:

Assist with preparing participant training materials (course outline, course manuals, handouts, completion certificates, course critique forms, and background material). Assist principal training specialist with face-to-face and virtual trainings as needed.

Qualifications:

• A high school diploma; and

• A minimum of 5 years’ experience assisting a trainer to train a health care workforce.

Technical Assistance Associate:

Provide support for the development of plans and strategies to address client technical assistance needs. Anticipate challenges to the implementation of technical assistance activities, and recommend solutions. Contribute to the design and development of technical assistance support materials for participants.

Qualifications:

• A bachelor’s degree

• A minimum of 5 years’ experience with developing technical support materials for health professionals; and

• A minimum of 5 years’ advising a health care workforce

Research and Evaluation Associate:

Lead the development of evaluations, research plans, and designs to address evaluation. Lead the development of appropriate data collection methods and formulate specifications for instruments and data collection protocols. Prepare the evaluation instruments, measures, analysis for all the project evaluation reports.

Qualifications:

• A master’s degree; and

• A minimum of 10 years’ experience with the development of evaluations for a health care training project.

C.11. LOCATION AND HOURS OF WORK

Accomplishment of the results contained in this PWS requires work at various Contractor, Subcontractor, and Government facilities (mainly in the continental United States). Normal workdays are Monday through Friday except US Federal Holidays. Workers typically work eight

(8) hours per day, 40 hours per week. Flextime workers start not earlier than 6:00am and not later than 9:00pm. Core hours of work are from 9:00am to 4:00pm daily. All employees are expected to be available during core hours.

The Contractor will be responsible for coordinating the logistics of the trainings to include but not be limited to securing a site (with priority given to Federal facilities) for the trainings, payment of non-federal sites, and on-site and web-based registration services.

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

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 (COR) or the duly authorized representative of the government. The Contracting Officer’s Representative (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)

Community Health Representatives (CHR) Maternal Child Health Home Visiting Program

(QASP)

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 Community Health Representatives (CHR) Home Visiting Program contract. The intent is to ensure that the Home Visiting program services for the Community Health Representatives (CHR) Program 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 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 CO 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.

The Contractor must provide a quality control plan that contains, at a minimum, the items listed below to the contracting officer for acceptance not later than the post-award conference. The CO will notify the Contractor of acceptance or required modifications to the plan before the contract start date. The Contractor must make appropriate modifications and obtain acceptance of the plan for the CO before the contract start date. The plan must include:

• A description of the inspection system to cover all services listed on the performance requirements summary. The description must include specifics as to the areas to be inspected on both a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspectors.

• A description of the methods to be used for identifying and preventing defects in the quality of service performed.

• The plan must ensure that no patient personally identifiable information is disclosed to the contractor in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), Public Law 104-191.

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 (CO): Paul Premoe Contracting Officer’s Representative (COR): Natasha Royal Program Manager (PM): Georgianna Old Elk

Responsibilities

CO: 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 CO and the PM 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.

PM: 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 methods of surveillance listed below 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.

Government staff will use these surveillance methods:

A. COR/PM Feedback - Government staff will use this method to inspect and approve: The PM will review and recommend approval or corrections as appropriate to the COR, who will then approve after due consideration of performance standards. The COR/PM Feedback Form will be used each time the Contractor sends curriculum or reports to COR and PM. Procedures to be used for materials:

1. Visual inspection, reading for content, layout, visual appeal, organization, and cultural acceptability of the curriculum, lessons, lessons plans, teaching tools and Evaluation Reports by the PM and then recommendation to the COR for Approval or for corrective actions to be taken if needed.

2. PM and another IHS staff person will attend an entire in-person CHR home visit training.

B. Evaluation Summaries - This method of government method of monitoring relies on the evaluation summaries that is related to actual requirements of the contract. The evaluation summaries will be used each time the Contractor hosts a training at the pilot sites. The Contract Discrepancy Report (see Performance Evaluation below) will be used when the contractor does not meet the standards when evaluated by the COR and/or Program Manager.

Identified QA Surveillance Tasks (QASP) – Acceptable Quality Levels (AQL)

Government staff will evaluate and monitor Contractor progress of the overall CHR Home Visiting Program through the Regional Training Sessions, Technical Assistance, and Site Visits using the deliverables outlined in the contract. This includes, but not limited to:

1. Training and roster of instructors

2. Registrations

3. Attendance rosters

4. Agendas

5. Meeting minutes and summaries for technical assistance

6. Evaluation summaries and reports

7. Delivery of curriculum sets at each pilot site; and

8. Invoices

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 CHR PM, 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 contractor’s response to the CDR. Upon evaluation of the Contractor’s response to the CDR for tasks surveilled, the contractor’s payment for the month in which the performance in question occurred will be calculated. For this example, assume the following:

a. progress reports at the 90% compliance level to IHS COR and PM as specified;

b. progress report is not provided in timeframe identified; and

c. billing.

The maximum payment percentage to be withheld for not meeting the AQL would be 10%.

Documentation

The Program Manager will, 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. The Program Manager shall forward these records to the Contracting Officer upon termination or completion of the contract. Forms to be used are:

• Contract Discrepancy Report (CDR)

• Contractor Assessment Report (CHR PM/COR Feedback Form)

Performance Requirements

The Contractor will be responsible for training and materials, technical assistance, site visits, and training evaluations for the CHR MCH home visiting program.

STANDARDS OF PERFORMANCE – Acceptable Quality Levels (AQL)

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 Program Manager, the Contracting Officer 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 AND/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: 09/30/2016 through 09/29/2017 Option Period One: 09/30/2017 through 09/29/2018 Option Period Two: 09/30/2018 through 09/29/2019 Option Period Three: 09/30/2019 through 09/29/2020 Option Period Four: 09/30/2020 through 09/29/2021

F.2. PLACE OF PERFORMANCE

A majority of services will be performed at Contractors worksites. However, most services can be performed remotely and communications will be primarily email or by telephone. Contractors may need to travel for occasional face to face meetings with the IHS.

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.

F.4. REQUIRED DELIVERABLES

F.4.1. Regional Training Sessions

The Contractor will provide a maximum of three (3) regional training sessions, one (1) specific to Alaska, the other two (2) will be determined at a later date.

Performance Standards – Acceptable Quality Levels (AQL)

1) Timely - AQL: As evidenced by implementation schedule

2) Host customized, culturally-specific training sessions -

AQL: As evidenced by deliverable

3) Must accommodate at least 10 participants per training session - AQL: As evidenced by registration and attendance rosters

4) Multidisciplinary training team culturally responsive to the American Indian/Alaska Native population -

AQL: Where appropriate, the CHR MCH home visiting program must use AI/AN cultural experts familiar with Native issues, including parenting, maternal risks, child outcomes etc. to assist in the implementation of a home visiting program at the national and local level

5) Provide each participant with a curriculum set and all other training documents -

AQL: As evidenced by summary report

6) Provide registration for participant training - AQL: As evidenced by deliverable

7) Handles all travel logistics for presenters.

AQL: As evidenced by invoices

Deliverables A001 Training schedules and logistics A002 Curriculum and training materials A003 Training announcements and communication materials A004 Registration and communications materials A005 Roster of instructors A006 Travel is within federal travel regulations and the Indian Health Manual policies

F.4.2. Technical Assistance

The Contractor will provide technical assistance through virtual learning communities, webinars, and/or national conference calls.

Performance Standards

1) Timely -

AQL: According to deliverable schedule

2) Must provide and develop virtual learning communities, webinars, and/or national conference calls -

AQL: As evidenced by registration and attendance rosters

Deliverables B001 Agendas, meeting meetings, and meetings summaries

F.4.3. Site Visits

The contractor will provide tailored in-person technical assistance through site visits to resolve implementation challenges and assist with local evaluation.

Performance Standards

1) Must make up to 4 in-person visits to 4 sites per contract period - AQL: Must provide in-person technical assistance and resolution of implementation challenges and receive approval from IHS for site visits prior to travel for all travelers.

Deliverables C001 Site visit schedule C002 Site visit reports with outcomes and next steps C003 Travel is within federal travel regulations and the Indian Health Manual policies

F.4.4. Training Evaluation and Reports

The Contractor will provide summaries and reports for training sessions, site visits, and technical assistance areas.

Performance Standards

1) Timely - AQL: Within thirty (30) days of the meeting, training, event, or site visit.

2) Submits evaluation summaries/reports of all training, site visits, and/or special in-person SME consultation sessions, webinars, teleconferences, virtual learning communities - AQL: Each summary/report must include at a minimum: number of attendees, list of attendees with contact information, IHS/Tribal/Urban facilities served, evaluation of each trainer, overall quality of training, successes, and areas for improvement. Site visit reports shall be customized and coordinated with the government.

Deliverables F001 Evaluation report for each in-person training F002 Evaluation report of successes, challenges, and needs related to technical assistance site visits

F.5. MEETINGS

The Contracting Officer may require the Contract Manager to meet with the Contracting Officer, Contract Administrator, COR, CHR PM and other government personnel as deemed necessary.

The Contractor may request a meeting with the Contracting Officer when he or she believes such a meeting is necessary.

Written minutes of any such meetings must be recorded by the Contract Administrator. If the contractor does not concur with any portion of the minutes, such non-concurrence must be provided in writing to the contracting officer within 5 calendar days following receipt of the minutes. Otherwise, performance evaluation meetings will occur, on an “as needed” basis, should performance issue occur.

F.6. CORRESPONDENCE AND CONFERENCE CALLS

The Contractor shall provide quarterly updates and correspondence as determined necessary by the COR. The quarterly conference call schedule may be adjusted as determined by the COR.

Training updates and correspondence include but are not limited to training summaries, conference call agendas and minutes, and any other items deemed necessary by the COR.

F.7. SECURITY AND SAFETY

DD Forms 254: Overarching security requirements and Contractor access to classified information shall be as specified in the basic DD Form 254, which will be further identified in the DD Form 254 for each TO, as required. All contractor personnel with access to unclassified information systems, including e-mail, shall have at a minimum a favorable National Agency Check (NAC).

Visitor Group Security Agreement: The contractor shall sign a Contractor Visitor Group Security Agreement to protect classified information involved in performance under this contract or Task Order. The Agreement will outline responsibilities in the following areas: Contractor security supervision; Standard Practice Procedures; access, accountability, storage, and transmission of classified material; marking requirements; security education; personnel security clearances;

reports; security checks; security guidance; emergency protection; protection of government resources; DD Forms 254; periodic security reviews; and other responsibilities, as required.

F.8. GOVERNMENT-FURNISHED PROPERY/SERVICES & EXPECTATIONS

No government furnished materials are provided under this contract.

The Government shall be deemed as having complete control over direct ownership of records and data created or produced by the Contractor in the performance of this contract until such time as the records and data have been: (1) subjected to an acceptable method of quality control and quality assurance and utilized in the evaluation of this project; and (2) destroyed or returned completely to Indian Health Service and (3) the Contractor may not publish or use any records or findings from the project for any other purpose in accordance with the terms of this contract.

Likewise, the Government shall be deemed as having complete control over contractor provided items and services, including contractor copyrighted materials to be used to train CHR program staff at any Indian Health Service, Tribal or Urban program; and those programs may adapt materials only to the extent that they include identification of the local program utilizing the materials but not content. Government shall retain the right to obtain updated materials periodically, incorporate such updates into the home visiting program and curriculum and implement those in subsequent training done. Payment, if any is required, for such updates will be at the same or a lesser rate as for the general public and negotiated when updates are available.

As used in this PWS, "records and data" mean: (1) any handwritten, typed, or printed documents (including, but not limited to, memoranda, letters, writings, books, brochures, transcripts, minutes, electronic transmissions, study findings, laboratory note books, chromatograms, spectra, and maps); (2) documentary material in other forms (such as punch cards, magnetic or paper tapes, instrumentation cards, computer discs, electronically stored information, audio or video recordings, motion pictures, photographs, slides, microfilm, and microfiche); (3) biological samples and pathology materials (pathology slides, paraffin blocks, and wet tissues); and (4) any patient/client data obtained from Tribes or Indian Health Service for the purpose of evaluation of the project.

Records and data may or may not constitute a specific deliverable defined under the terms of the contract.

F.9. RECORDS

The Contractor shall specifically destroy or return to IHS all data utilized in the evaluation of the project. The Contractor shall not use, retain, publish, or add the data to any other data it has collected at any time for any other purpose. The Contractor shall use only non-personally identifiable information in the evaluation of the project.

F.10. REPORTING

The Contractor shall follow the reporting plan submitted as part of the proposal and keep the Government fully informed of status throughout the contract period. Throughout the contract periods, it is essential that attention be given to minimize interruptions or delays to work in progress that would impact the mission.

The Contractor shall provide status reports to the COR to include but not be limited to expense variance to budget, logistical updates, attendee metrics, attendee training evaluations, project plan tracking, evaluation data, and other items as determined by the COR. The Contractor shall deliver status reports by email or postal service no less than every month but may be adjusted as determined necessary by the COR throughout the course of the project. Electronic reports shall be presented in Microsoft Office format and approved by the COR. The monthly status reports shall be discussed at the Start-Up meeting.

The Contractor shall provide to the COR, annual performance reports that include but are not limited to project plan status and accomplishments, fiscal accountability, evaluation data, sub- Contractor performance reports (if applicable) and a Contractor self-evaluation report. The Contractor shall provide a written outline of the annual report to the COR for approval according to the deliverable schedule. The annual reports shall be delivered by e-mail and postal service according to the deliverable schedule before the end of the contract period. The annual report shall be discussed at the Start-up meeting.

Write and provide at the conclusion of the project a Comprehensive Final Report of the CHR MCH Home Visiting Program that includes but is not limited to an introduction; accomplishments of the project including numbers of CHRs and other staff trained; a description of the trainings completed; budget summary; emerging challenges and mitigation strategies and actions; lessons learned, recommendations; instructor biographies, etc..

F.11. STORAGE AND DISPOSITION OF MATERIALS

Disposition of any national training and marketing materials will be determined in the Start-Up meeting. Storage should be available as soon as national materials are generated. A disposition schedule will be discussed with the COR during the Start-Up meeting.

F.12. CONTRACTOR PAYMENT

If the Contractor fails to perform required services at the acceptable quality level, payment may be withheld until contractor makes corrections. If performance is below numerical standards, details will be recorded on "past performance report card." If performance is below standard for 2 quarters in a row, Government oversight or contractor reporting will be increased. The COR is responsible for documenting and communicating performance deviations, corrective actions, and performance improvements to the CHR PM, the Contracting Office, and the contractor.

F.13. DELIVERABLES

The Contractor shall provide deliverables as described in subsequent task orders. Deliverables shall be specified by the government. Format and delivery schedule for deliverables shall be outlined in CDRLs and/or other means TBD.

Deadline Deliverable Schedule for Contract Base Year + Option Periods

Within 10 days of contract execution

Start-up meeting with the contracting officer, COR, Program Official, and Contractor.

30 days after award Task F.4.1. Regional Training Sessions:

Submit a training session schedule for approval to include logistics, presenters, curriculum, rosters, etc.

2 months after award

Task F.4.1. Regional Training Sessions:

Provide all training announcements, communications, registration information etc.

3 months after award Task F.4.2. Technical Assistance:

Submit schedule for technical assistance for approval to include logistics, presenters, etc.

Deadline Deliverable Schedule for Contract Base Year + Option Periods

5 months after award Task F.4.3. Site Visits:

Provide schedule for site visits to IHS for approval prior to travel.

11 months after Award Task F.4.4. Training Evaluation and Reports:

Submit Annual Report draft for IHS review.

12 months after Award Task F.4.4. Training Evaluation and Reports:

Submit Annual Report final to IHS.

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.14. TRAVEL/TEMPORARY DUTY (TDY)

All travel requirements (including plans, agenda, itinerary, or dates) shall be pre-approved by the by the Contracting Officer’s Representative (COR) or Program Manager. After approval, the Contractor shall make travel arrangements in accordance with the Federal Travel Regulations (FTR), and in accordance with the regulatory implementation of Public Law 99-234 and FAR 31.205-46 Travel Costs (subject to local policy & procedures; may reference FAR).

The Contractor will be solely responsible for coordinating the logistics of the trainings to include travel, per diem, lodging of non-federal subject matter expert instructors. Technical assistance for federal training instructors shall be provided by the Contractor to include locations, hotel information, training sites and logistics, among other pertinent information. Travel cost will be the total responsibility of the Contractor and will not be covered under this contract.

F.15. 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:

Paul Premoe, Contracting Officer Indian Health Service/Division of Acquisition Policy (DAP) 5600 Fishers Lane, Mailstop 09E70 Rockville, MD 20857 Phone: 301-443-4470 Email: paul.premoe@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. Program Manager

All technical monitoring shall be performed by:

Georgianna Old Elk, Program Manager Indian Health Service/Division of Diabetes Treatment & Prevention 5600 Fishers Lane Rockville, MD 20857 Phone: 301-443-6374 Email: georgianna.oldelk@ihs.gov@ihs.gov mailto:paul.premoe@ihs.gov mailto:vito.pietanza@ihs.gov mailto:georgianna.oldelk@ihs.gov@ihs.gov

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

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

Natasha Royal, Contracting Officer’s Representative 5600 Fishers Lane Rockville, MD 20857 Phone: 301-443-6687 Email: natasha.royal@ihs.gov

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 Performance Work Statement 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)/Performance Work Statement;

(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.”

mailto:natasha.royal@ihs.gov

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): Natasha Royal, 301-443-6687, natasha.royal@ihs.gov

3. Program Manager: Georgianna Old Elk, 301-443-6374, georgianna.oldelk@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:natasha.royal@ihs.gov mailto:georgianna.oldelk@ihs.gov mailto:HQInvoices@ihs.gov http://fedgov.dnb.com/webform

(ix) Taxpayer Identification Number (TIN).