RFP_Amend__2_(11-13-18).pdf

Solicitation: #IHS-19-236-SOL-00005 DDTP Warehouse/Clearinghouse Support

Amendment #2

SECTION A

Indian Health Service (IHS)

Request for Proposal (RFP) #IHS-19-236-SOL-00005 for DDTP Warehouse/Clearinghouse Support for the

IHS - Division of Diabetes Treatment and Prevention (DDTP)

You are invited to submit a proposal in accordance with the requirements of the following Solicitation.

Proposals must be received by the Government no later than the local time on the due date stated in the table below.

Issue Date: 10/26/2018

Due Date & Time:

Tuesday, 11/20/2018 10:00 am, EST

Point of Contact: Vito Pietanza, Contracting Officer vito.pietanza@ihs.gov mailto:vito.pietanza@ihs.gov

SECTION B – PRODUCTS OR SERVICES AND PRICES/COSTS

B.1. BRIEF DESCRIPTION OF SERVICES

The Department of Health and Human Services (HHS), Indian Health Services (IHS) Division of Diabetes Treatment and Prevention (DDTP) requires continued services for a warehouse/clearinghouse to store, inventory, and disseminate diabetes treatment and prevention resources to patients and professionals throughout the nation.

B.2. TYPE OF CONTRACT (FAR 52.216-1 (APR 1984))

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

B.3. SEVERABLE SERVICES

The services acquired under this contract are severable services. Funds are only available for use for the line item to which they are obligated. Unused funds from one period (line item) may not rollover for use in other periods.

B.4. 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.5. CONTRACT PRICE

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

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 # Option Period Description of Services Total ($)

0001 Base DDTP Warehouse/Clearinghouse Support $_________ Total Price for Base Period: $ ______

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.6. 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 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 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:

Period Description of Services Total ($)

1001 One DDTP Warehouse/Clearinghouse Support $_________ Total Price for Option Period One: $ ______

2001 Two DDTP Warehouse/Clearinghouse Support $_________ Total Price for Option Period Two: $ ______

3001 Three DDTP Warehouse/Clearinghouse Support $_________ Total Price for Option Period Three: $ ______

4001 Four DDTP Warehouse/Clearinghouse Support $_________ Total Price for Option Period Four: $ ______

d. It is anticipated that the price will be paid in arrears in equal monthly installments for each contract period as follows:

Base Period: Monthly Payments – 12/01/2018 through 11/30/2019 (estimated)

Items TOTAL ($) Personnel $

Indirect Costs $ Storage $ Freight $

Option Period One: Monthly Payments – 12/01/2019 through 11/30/2020 (estimated)

Items TOTAL ($) Personnel $

Indirect Costs $

Option Period Two: Monthly Payments – 12/01/2020 through 11/30/2021 (estimated)

Personnel $

Indirect Costs $

Option Period Three: Monthly Payments – 12/01/2021 through 11/30/2022 (estimated)

Personnel $

Indirect Costs $

Option Period Four: Monthly Payments – 12/01/2022 through 11/30/2023 (estimated)

Personnel $

Indirect Costs $

e. 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: 12/01/2018 through 11/30/2019 (estimated) $

Total Price for Base Period: $

OPTION PERIODS TOTAL ($)

OPTION PERIOD ONE: 12/01/2019 through 11/30/2020 (estimated) $ OPTION PERIOD TWO: 12/01/2020 through 11/30/2021 (estimated) $ OPTION PERIOD THREE: 12/01/2021 through 11/30/2022 (estimated) $ OPTION PERIOD FOUR: 12/01/2022 through 11/30/2023 (estimated) $

Total Price for Option Periods: $

TOTAL CONTRACT PRICE - including BASE and OPTION PERIODS: $

SECTION C – DESCRIPTION/SPECIFICATIONS/PERFORMANCE WORK STATEMENT

C.1. TITLE

DDTP Warehouse/Clearinghouse Support

C.2. INTRODUCTION

In response to the diabetes epidemic among American Indian and Alaska Native (AI/AN) people, Congress established the Special Diabetes Program for Indians (SDPI) through the Balanced Budget Act of 1997. Since that time, Congress has fund the SDPI annually and has increased the funding for the program over the last 20 years. The majority of these funds are distributed to AI/AN communities via grant programs aimed at prevention and treatment diabetes in AI/AN people. There are also funds retained for administration and support of the program and collection of outcome data. Provision of the patient and professional resources for the program is a component of the support function for the grant programs.

The Division of Diabetes Treatment and Prevention (DDTP) is committed to supporting SDPI programs by developing and providing the programs with evidence based, culturally appropriate, technical/medical information for patients and professionals. DDTP has worked in partnership with a number of government and non-government organizations (i.e. CDC National Diabetes Prevention Program, National Institutes of Diabetes, Digestive and Kidney Diseases, the American Diabetes Association, the American Dietetic Association, and the American Association of Diabetes Educators) to develop, acquire, and make patient and professional resources available to promote state of the art diabetes prevention and treatment for Native communities. DDTP is also responsible for the distribution of information and sharing of standards of care, best practice guidelines, clinical and public health data, and other guidelines for assuring quality care.

Resources developed, or acquired by DDTP, include pamphlets, posters, videos, cassettes, Eagle books, education and curriculum packets, and miscellaneous materials appropriate for prevention, diagnosis, treatment and clinical care. Materials are made available via an online catalog linked to the DDTP website, which includes 148 different resources: https://www.ihs.gov/diabetes/education-materials-and-resources/

DDTP stores, inventories, and disseminates the diabetes resources via a contract mechanism. Requests for these resources have steadily increased in number and volume since DDTP began offering this service in 1997. DDTP is unable to meet the space and staffing demand for effective warehousing and dissemination of these resources without the assistance of a contract agreement. It is increasingly apparent that warehouse and distribution services continue to be required in order to address the growing need for patient and professional diabetes education resources. The inventory is stored on 121 pallets.

Materials are made available via an online catalog linked to the DDTP website which includes 148 different resources: https://www.ihs.gov/diabetes/education-materials-and-resources/

Requests for patient education and professional resource materials have steadily increased in number and volume since DDTP began offering this service in 1997. In order to meet the need for the distribution of patient education resources and clinically relevant professional guidelines, DDTP is requesting a https://www.ihs.gov/diabetes/education-materials-and-resources/ https://www.ihs.gov/diabetes/education-materials-and-resources/ clearinghouse services contract.

C.3. PURPOSE

One role of the IHS Division of Diabetes Treatment and Prevention (DDTP) is to provide technical assistance and disseminate information to Indian Health Service, Tribal, and Urban (I/T/U) programs nationwide. DDTP is unable to meet the space and staffing demand for effective warehousing and dissemination of these resources and has concluded that warehousing and distribution services are required in order to continue to meet the growing demand for resources and information.

C.4. SCOPE

The Performance Work Statement (PWS) for the subject requirement includes three major areas of work.

They are:

1) Warehousing of materials;

2) Inventory of materials; and

3) Dissemination of materials to DDTP customers.

The Warehousing of Materials tasks are focused on work related to receiving, storing, and maintaining the materials and resources DDTP has assembled and made available to customers through their online catalog and order form. The warehouse space requirements necessary to accommodate warehousing of all materials is approximately 4,600 to 5,000 square feet.

The inventory warehoused in Albuquerque, New Mexico and is stored on approximately 121 pallets. The Inventory of Materials tasks are related to maintenance of an automated and physical inventory system which tracks materials received and materials sent out and assists in assuring that an adequate supply of materials are maintained for customers. The contractor and DDTP staff work in collaboration to communicate and manage the inventory of available materials and the information presented in the online catalog.

On average, approximately 60-80 orders are placed per week for materials, with the typical order consisting of approximately 2-3 boxes of materials. There are also times when DDTP orders a high volume of materials for events where materials are displayed and marketed. This makes warehouse storage requirements increase and decrease subject to these events. During periods of high volume ordering, DDTP receives approximately 75 orders per day, with orders consisting of approximately 40 boxes of materials which are received, stored and shipped from the warehouse facility. The table below captures a six month history to the 12 IHS Areas from July 2017 through December 2017:

IHS Areas July August September October November December Total Units Shipped Alaska 408 0 0 28 2 0 438

ABQ 29 245 1820 50 21 9 2,174

Bemidji 12 184 107 150 13 10 476 Billings 0 0 106 18 3 0 127

Great Plains 0 243 311 7 134 0 695 California 216 351 9 19 228 0 823

Navajo 0 0 4 0 0 0 4

Nashville 474 1174 431 151 39 18 2,287 Oklahoma 7 280 116 27 27 0 457 Phoenix 370 217 88 838 31 27 1,571 Portland 39 60 89 8 10 1 207 Tucson 0 0 0 0 0 0 0

TOTALS: 1,555 2,754 3,081 1,296 508 65 9,259

The Dissemination of Materials tasks pertain to working in coordination with DDTP to promptly fill and ship orders for materials that are received via the online catalog and ordering system. This requires selecting the appropriate materials from the warehouse, packaging the materials and shipping them via the most cost effective method (postage vs. freight). These tasks include significant manpower and space, as over 1,500 boxes of materials per week are assembled and shipped to customers. The following chart lists the United States Postal Service zones.

Information to consider: Use of a warehouse facility in Albuquerque, NM has proven to be cost effective in terms of savings in postage and freight costs as a result of postal zones and frequency and volume of shipments to DDTP customers. Per the U.S. Postal Service, the price for postal service is determined by how far a mail piece travels to get to its destination. The farther it travels the more the postage costs. The pricing is determined by zones that are measured by the distance from point of origin to the point of delivery. Zones range from Zone 1 (0-50 miles from the point of origin) to Zone 8 (1,800 or more miles from the point of origin). Most DDTP customers are in the western half of the United States and are therefore in postal Zones that are relatively closer to Albuquerque and postage is therefore less costly. Approximately 60% of the items shipped from the warehouse in Albuquerque go to destinations that are geographically in Zones 1-5 for a shipment originating in Albuquerque. If another Vendor is selected outside the current geographical area, shipping from another site will result in approximately 25-35% increase in shipping costs as a result of increased shipping distances in Zones 6-8 for materials shipped to DDTP customers.

United States Postal Service Zone Chart (Effective Date: May 1, 2018)

The 3-digit ZIP Code prefix for Albuquerque is 871. The first 3-digits of your destination ZIP Code determine the zone. (* - Indicates ZIP Code ranges within the same NDC as the origin ZIP Code)

ZIP Code Zone ZIP Code Zone ZIP Code Zone ZIP Code Zone 005---069 8 354---368 6 660---662 5 835---838 5

070---089 7 369 5 664---668 5 840---847 4

090---098 7 370---374 6 669---678 4 850---853 3

100---104 7 375 5 679 3 855---857 3

105---109 8 376---379 6 680---681 5 859---860 3

110---114 7 380---383 5 683---689 5 863 3

115 8 384---385 6 690---693 4 864 4

116 7 386---393 5 700---701 6 865 1*

117---129 8 394---395 6 703---704 6 870---871 1*

130---212 7 396---397 5 705---708 5 873---879 1*

214---241 7 398---418 6 710---714 5 880---883 3

242 6 420---427 6 716---729 5 884 1*

243---245 7 430---438 6 730---731 4 885 3

246---253 6 439 7 733 5 889---891 4

254 7 440---499 6 734---738 4 893 4

255---259 6 500---516 5 739 3 894---895 5

260 7 520---528 5 740---741 5 897 5

261---264 6 530---532 6 743---747 5 898 4

265 7 534---535 6 748 4 900---908 5

266 6 537---539 6 749 5 910---921 5

267---268 7 540 5 750---754 4 922---925 4

270---286 7 541---545 6 755---756 5 926---928 5

287---289 6 546 5 757---758 4 930---954 5

290---292 7 547---549 6 759 5 955 6

293 6 550---551 5 760---764 4 956---961 5

294---295 7 553---565 5 765 5 962---966 5

296 6 566 6 766---769 4 967---968 8

297---299 7 567 5 770 5 969 9

300---307 6 570---577 5 772---789 5 970---974 6

308---309 7 580---588 5 790---794 3 975---976 5

310---312 6 590---599 5 795---797 4 977---978 6

313---315 7 600---611 6 798---799 3 979 5

316---319 6 612---616 5 800---812 4 980---986 6

320---322 7 617---619 6 813 1* 988---989 6

323---325 6 620 5 814---816 3 990---994 5

326---342 7 622---623 5 820 4 995---998 8

344 7 624 6 821 5 999 7

346---347 7 625---631 5 822---832 4

349 7 633---641 5 833 5

350---352 6 644---658 5 834 4

[+] 5-Digit Exceptions

Reference: https://postcalc.usps.com/DomesticZoneChart

C.5. GENERAL INFORMATION

The general scope of the responsibilities the Contractor shall be responsible for are as follows:

C.5.1. Warehousing of Materials

a. Receive, inventory and warehouse all materials and resources listed in the DDTP catalog of materials, including Eagle Books.

b. Perform warehouse functions in a manner that assures that warehoused materials do not become soiled or damaged.

C.5.2. Dissemination of Materials to DDTP Customers

a. Utilize DDTP online catalog and order form for receipt of orders (Contractor must be able to work with the DDTP online ordering system, which includes processes for receiving, warehousing, and fulfilling and shipping orders. Contractor must assure that the online catalog and ordering systems are not disrupted.

Contractor must also be able to provide DDTP with the distribution and inventory data needed for the program).

https://postcalc.usps.com/DomesticZoneChart

b. Fulfill orders and ship materials and Eagle Books as ordered and if needed, confirmed by DDTP staff, within one week of receipt of orders. Returned mailings will be reported to DDTP for further instruction.

c. Provide DDTP with verification of shipment of orders.

d. Maintain an IHS area wide distribution list specifying total distribution to IHS Areas, Service Units, Diabetes Programs, Clinics and Health Centers, Community Groups and Programs, and individual patients and professionals.

C.5.3. Inventory Management

a. Maintain data base inventory of all warehoused materials and Eagle Books, including total items available by case and single items, total items distributed and total remaining in stock. *Must have a data base inventory system to track all warehoused DDTP materials, etc.

b. On a regular schedule, Contractor shall review inventory for low stock and fast moving items and advise DDTP of status. Contractor shall also advise DDTP of items that are not moving. DDTP will be responsible for reordering and reprinting of materials as depletion occurs. If necessary, Contractor shall dispose of items that do not move. Disposal of items will be at the direction of DDTP.

c. Receive materials according to DDTP purchase order number, document receipt of new or reordered materials by counting/sorting and reporting to DDTP contact, the type and number of items received.

Detailed information regarding specific tasks for each major area for the base and option periods proposed are addressed in detail below.

C.5.4. Definitions/Abbreviations

AI/AN = American Indian/Alaska Native DDTP = Division of Diabetes Treatment and Prevention IHS = Indian Health Service ITU = Indian Health Service/Tribal/Urban Programs QASP = Quality Assurance Surveillance Plan RFA = Request for Application SDPI = Special Diabetes Program for Indians

C.6. PERFORMANCE WORK STATEMENT

The Contractor shall furnish all of the necessary personnel, materials, services, facilities, (except as otherwise specified herein), and otherwise do all the things necessary for or incident to the performance of the work as set forth below:

C.6.1. General Administrative Requirements

Subtask C.6.1.1. – Contract Manager/Project Director

The Contractor shall appoint a Contract Manager/Project Director who shall manage all tasks subject to the performance of work. The name of the Contract Manager/Project Director and an Alternate Manager/Director who will act on behalf of the Contractor in the absence of the Contract Manager/Project Director shall be designated in writing to the Contracting Officer (CO). The Contract Manager/Project Director or Alternate Contract Manager/Project Director must have full authority to act on behalf of the Contractor regarding all matters related to daily contract operations.

Subtask C.6.1.2. – Contractor Staff The Contractor shall provide staff to provide all administrative, warehousing, inventory and shipping tasks for the clearinghouse/warehouse.

The Contractor shall not employ persons for work on this contract who are employees of the United States government if employing such persons would create a conflict of interest.

All contract employees must maintain satisfactory standards of competence, conduct, appearance, integrity, and ethics.

Subtask C.6.1.3. – Quality Control Plan

The Contractor shall provide a quality control plan containing, at a minimum, the plan for ensuring the quality of the management of warehousing, receiving, and distribution of materials.

Subtask C.6.1.4. – Performance Evaluation Meetings

The Contractor shall meet quarterly with the Contracting Officer Representative (COR) and DDTP staff to review and discuss inventory management, online cataloging of materials and ongoing procedures for contract performance.

DDTP will have regular communications with the Contract Manager/Project Director via telephone, email and quarterly face-to-face meetings (if applicable) for the purpose of ongoing review and evaluation of Contractor performance. Documentation of quarterly meetings/conference calls and results will be maintained. Refer to PWS and Deliverables for specifics of Contractor performance standards.

Subtask C.6.1.5. – Records Storage

The Contractor shall maintain and secure files received from DDTP and DDTP customers.

C.6.2. Specific Tasks

The Contractor shall provide warehouse and distribution services for the provision of efficient and reliable receiving, packaging, mailing, delivery and inventory services so that essential patient and professional education materials are provided to DDTP customers nationwide, as follows:

Task C.6.2.1. Warehousing of Materials

The Contractor shall receive and warehouse all materials and resources. This function includes receiving and warehousing all materials and resources listed in the DDTP catalog of materials, including Eagle Books. It includes details on receiving materials according to DDTP purchase order number, document receipt of new or reordered materials by counting/sorting and reporting to DDTP contact, and the type and number of items received. It also includes assuring that warehouse functions are performed in a manner so that warehoused materials do not become soiled or damaged.

• The Contractor shall receive materials according to DDTP purchase order number, document receipt of new or reordered materials by counting/sorting and reporting to DDTP contact, the type and number of items received.

• The Contractor shall receive, inventory and warehouse all materials and resources listed in the DDTP catalog of materials.

• Perform warehouse functions in a manner that assures that warehoused materials do not become soiled or damaged.

• The new Contractor shall retrieve all materials and resources from the current Contractor located at Enterprise Rd, NE Rio Rancho, New Mexico 87124. Specific contact information regarding the current storage area will be provided upon award.

Task C.6.2.2. Dissemination of Materials to DDTP Customers

The Contractor shall disseminate materials to DDTP customers. This function includes utilizing the DDTP online catalog and order form for receipt of orders from DDTP customers. It includes fulfillment of orders and cost effectively shipping materials and Eagle Books as ordered and if needed, confirmed by DDTP staff, within one week of receipt of orders. It includes reporting returned mailings to DDTP, providing DDTP with verification of shipment of orders, and maintaining an IHS area wide distribution list specifying total distribution to IHS Areas, Service Units, Diabetes Programs, Clinics and Health Centers, Community Groups and Programs, and Individual patients and professionals.

Task C.6.2.3. Inventory Management

The Contractor shall provide inventory management. This function includes maintaining a data base inventory of all warehoused materials, including total items available by case and single items, total items distributed and total remaining in stock. It also includes reviewing inventory for low stock and fast moving items and advising DDTP of status. (DDTP will be responsible for reordering and reprinting of materials as depletion occurs). Notification of items that are not moving shall also be provided (DDTP will be responsible for providing direction as to the disposition of the items that do not move).

The Contractor shall also be responsible for the following:

• The Contractor shall maintain database inventory of all warehoused materials, including total items available by case and single items, total items distributed and total remaining in stock.

• On a regular schedule, the Contractor shall review inventory for low stock and fast moving items and advise DDTP of status. DDTP will work with the Contractor to set suitable threshold levels to be maintained for all materials. DDTP will be responsible for reordering and reprinting of materials as depletion occurs.

• The Contractor shall also provide notification of items that are not moving. DDTP will be responsible for providing direction regarding the disposition of the items that are not being ordered.

• The Contractor shall submit a monthly report to the COR summarizing materials shipped, materials received, and current inventory. The report shall address any issues or problems experienced in the warehouse, including items falling below threshold levels and items not moving in the warehouse.

• Contractor must be able to work with DDTP online ordering system, which includes processes for receiving, warehousing and fulfilling, and shipping orders. Contractor must assure that the online catalog and ordering systems are not disrupted. Contractor must also be able to provide DDTP with the distribution and inventory data needed for the program.

SECTION D – PACKAGING AND MARKING

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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 this 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: TBD

COR: TBD

DDTP Program Manager: TBD

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 monthly meetings/conference calls with the Contractor.

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 Project Officer. Participate in monthly meetings/conference calls with the Contractor. 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 Data Base Inventory and Distribution Report – 100% quarterly

Identified QA Surveillance Tasks

The following 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 Contracting Officer’s Representative (COR) and DDTP Program Manager on issues pertaining to warehoused inventory, management of inventory thresholds, and distribution of materials, and distribution costs. This will be accomplished during monthly meetings and written reports.

b. Progress report of tasks and recommendations provided to the COR via face-to-face meetings (if applicable), conference calls or by written reports monthly.

c. Data base inventory and distribution reports provided monthly.

d. Semi-annual inspection of the warehouse facilities and inventory.

e. Summary 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 (CO), 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 CO for a termination or completion of the contract.

Performance Requirements Summary (PRS)

STANDARDS OF PERFORMANCE

Task Item Performance Indicators

Acceptable Quality

Level (AQL)

Method of Surveillance

Maximum Payment % for Meeting

AQL

Task C.6.2.1.

Warehousing of Materials

Warehousing of materials is considered successful if:

Materials are received and appropriately stored in the warehouse. DDTP is provided with monthly reports.

100% compliance

Monthly receiving reports, quarterly meetings, and semi-annual DDTP inspection of warehouse.

COR will review Contractor reports, and meet with Contractor quarterly to discuss work processes, and will meet with Contractor semiannually to view & inspect inventory and warehouse conditions.

Payment will be awarded with successful achievement of AQLs.

100% payment for all materials appropriately stored and monthly reports provided.

90% payment if monthly report is submitted late

80% payment for materials not received, accepted by COR or materials lost or damaged.

Task C.6.2.2.

Dissemination of materials to DDTP customers

Dissemination of materials to DDTP customers is considered successful if:

Materials requested by ITU customers are shipped within 1 week of placing online order.

DDTP is provided with monthly reports of distributions.

90% Compliance

100% Compliance

Customer feedback – 100% of customers are Surveyed annually.

COR will review reports to review distribution and usage of materials.

Payment will be awarded with successful achievement of AQLs.

100% payment for 90% of orders shipped within 1 week of placing on-line order.

75% payment if shipment of materials exceed 1 week more than 90% of the time.

100% payment for timely submission of Reports.

90% payment if submission is late.

Task C.6.2.3.

Inventory Management

Inventory management is considered successful if:

DDTP is provided with current inventory of warehoused materials, including items available and items distributed.

Appropriate levels of materials are warehoused.

100% compliance

COR reviews Inventory database submitted with monthly reports.

COR will monitor Inventory database submitted with monthly reports and records of other communication with Contractor regarding inventory and threshold levels of materials.

Payment will be awarded with successful achievement of AQLs.

100% payment for timely submission and COR acceptance of monthly inventory and threshold report.

90% payment, if submitted late.

1. 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 Officer and the Contractor.

2. 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 standard for 2 months in a row, Government oversight or Contractor reporting will be increased and payments will continue to be withheld until the COR determines that required services are provided at the acceptable quality level. The COR is responsible for documenting and communicating performance deviations, corrective actions, and performance improvements to the DDTP Director, the Contracting Officer and the Contractor.

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, as follows:

Base Period: 12/01/2018 through 11/30/2019 (estimated) Option Period One: 12/01/2019 through 11/30/2020 (estimated) Option Period Two: 12/01/2020 through 11/30/2021 (estimated) Option Period Three: 12/01/2021 through 11/30/2022 (estimated) Option Period Four: 12/01/2022 through 11/30/2023 (estimated)

Option Periods may be exercised in accordance with FAR Clause 52.217-9 entitled, “Option to Extend the Term of the Contract.”

F.2. PLACE OF PERFORMANCE

The place of performance must be at the Contractor’s place of business.

F.3. REPORT(S)/DELIVERABLES and DELIVERY SCHEDULE

All reports shall reference and cite the contract number. The Contractor shall submit the below required report(s)/deliverable items in accordance with the following schedule:

REQUIRED DELIVERABLES

TASK DESCRIPTION FORMAT DUE DATE METHOD OF

DELIVERY

C.6.2.3. Monthly Reports Written report for DDTP summarizing materials shipped in fulfillment of orders placed, materials received, and inventory issues including items falling below threshold levels and items not moving.

Report will also include overview of costs for the month along with invoice for costs.

On or before the 10th day of each month for each prior month.

Submit to DDTP Director and COR by email.

C.6.2.3. Inventory database Copy of the inventory from the database with complete and current inventory of warehoused materials.

On or before the 10th of each month for each prior month and annual summary 10 days prior to the end of each contract year.

Submit to DDTP Director and COR by email.

C.6.2.2. Distribution List Report itemizing customers, addresses, order volume and past cost for shipping materials.

Monthly Report and Annual Summary

Submit to DDTP Director and COR by email.

C.6.2.1. Retrieval of existing materials

15 days after award

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. DELIVERY REQUIREMENTS (if applicable)

Pickup and delivery of items to IHS Headquarters in Rockville, MD under this contract shall be accomplished between the hours of 8:30 a.m. and 4:00 p.m., Monday through Friday unless changed by mutual agreement between the COR and the Contractor. No deliveries shall be made on Saturdays, Sundays, and days of government closure or Federal legal holidays found at: http://www.opm.gov/operating_status_schedules.

F.5. GOVERNMENT FURNISHED PROPERTY

N/A

F.6. TRAVEL

N/A

F.7. OBSERVANCE OF FEDERAL HOLIDAYS

When a deliverable due date occurs on a weekend or a Government holiday, the deliverable will be due on the http://www.opm.gov/operating_status_schedules 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

If the date falls on a Saturday, the Government holiday is the preceding Friday. If the date falls on a Sunday, the Government holiday is the following Monday.

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

• Any other day designated by Federal Statute

• Any other day designated by Executive Order

• Presidential Inauguration Day

• Any other day designated by the President’s Proclamation

It is understood and agreed between the Government and the Contractor that observance of such days by Government personnel shall not otherwise be a reason for an additional period of performance, or entitlement of compensation except as set forth within the contract. When the Federal, State, Local or other Governmental entity grants excused absence to its employees, assigned Contractor personnel may also be dismissed. The Contractor agrees to continue to provide sufficient personnel to perform critical tasks already in operation or scheduled, and must be guided by the instructions issued by the CO or COR.

If Government personnel are unavailable due to furlough or any other reason, the Contractor must contact the CO or the COR to receive direction. It is the Government's decision as to whether the contract price/cost will be affected. Generally, the following situations apply:

• Contractor personnel who are able to continue contract performance (either on-site or at a site other than their normal workstation), must continue to work and the contract price shall not be reduced or increased.

• Contractor personnel who are not able to continue contract performance (e.g., support functions) may be asked to cease their work effort. This may result in a reduction to the contract price.

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:

TBD, Contracting Officer Indian Health Service/Division of Acquisition Policy (DAP) 5600 Fishers Lane Rockville, MD 20857 Phone: TBD Email: TBD

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. DDTP Program Manager

All technical monitoring shall be performed by:

TBD, DDTP Program Manager Indian Health Service/Division of Diabetes Treatment & Prevention 5600 Fishers Lane Rockville, MD 20857 Phone: TBD Email: TBD

G.1.3. 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 Rockville, MD 20857 Phone: TBD Email: TBD

G.1.3.1. Responsibilities of the COR

a) Performance of work under this contract must be subject to the technical direction of the COR 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 COR 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 COR 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 COR. If, in the opinion of the Contractor, any direction of the COR, 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. Contracting Officer* (CO): TBD

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

3. DDTP Program Manager: TBD

4. Indian Health Service: Office of Finance & Accounting, TBD

* No other non-invoice related documents (i.e. deliverables, reports, balance statements) shall be sent to the CO 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;

(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.

http://fedgov.dnb.com/webform https://www.acquisition.gov/far/current/html/52_232.html#wp1153351 https://www.acquisition.gov/far/current/html/52_232.html#wp1153375

(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.

G.3. PAYMENT FOR UNAUTHORIZED WORK

No payments will be made for any unauthorized supplies and/or services or for any unauthorized changes to the work specified herein. This includes any services performed by the Contractor of their own volition or at the request of an individual other than a duly appointed Contracting Officer. Only a duly appointed Contracting Officer is authorized to change the specifications, terms, and conditions under this contract.

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. PROHIBITION AGAINST PERSONAL SERVICES

The Contractor shall not perform personal services under this contract. Contractor personnel are employees of the Contractor or its Subcontractors and are under the administrative control and supervision of the Contractor.