N0013-13-T-0122__SOLICIT_FOR_NECO_fbiz__LINEN_NHC_CORPUS____02052013.doc

Section A - Solicitation/Contract Form

CLAUSES INCORPORATED BY FULL TEXT

Fill in blanks:

TIN: _________________

CAGE: _______________

DUNS: _______________

Vendor Point of Contact: ______________Phone:

Vendor email: _______________________

Billing/Quarterly Payment in Arrears.

NME/Naval Medical Center Contracting POC: Mary Frances Begley, Contract Specialist

Phone: 757-953-5055 Fax: 757-953-5739 Email: mary.begley@med.navy.mil

Product/Services for:

NHC Corpus Christi

POC: Phone:

Fax: Email:

Vendor to reference RFQ number N00183-13-T-0122 on all inquires.

Vendor shall provide laundry rental services for Naval Health Clinic Corpus Christi. Annual service requirement shall include the items listed in Section B – rental of garments and healthcare items as well as dust control product including the safe handling of healthcare linens, accomplished by observing Universal Precautions, detecting and properly handling sharps, documenting and notifying appropriate healthcare personnel of each incident, and properly disposing of all infectious waste according to federal, state and/or locally approved guidelines. Vendor shall also provide a microbiological services report, reflecting evaluation of bacterial load, test method, and method parameters with results and conclusions. See Statement of Work for technical provisions. Weekly laundry drops shall be made using the rental items listed in Section B.

NOTE: Award will be made on an all or nothing best value evaluation based on price, technical capability and past performance.

“AVAILABILITY OF FUNDS. Pursuant to Section I, Availability of Funds (FAR 52.232-18), of the contract, funds are not presently available for this contract. The Government’s obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing to the Contracting Officer.

PROMPT PAYMENT

For Prompt Payment Act Purposes, this contract is:

Subject to the 7-calender day constructive acceptance period.

REQUEST THE FOLLOWING INFORMATION FOR REQUEST FOR QUOTES (RFQ):

Requirement to be awarded on a brand-name or equal basis. Quotes should reflect pricing on all items for consideration. Technical Evaluation of vendor’s quote will consist of a review of past performance, delivery capability, technical capability to provide and perform product specifications, warranty, and price. The Government reserves the right to award “all or none” to one contractor, to make multiple awards, or to delete any line items in order not to exceed allotted funding, whichever is in the best interest of the Government.

Solicitation closes on Thursday, February 17th, 2013 @ 11:00 p.m. For further information, please contact Mary Frances Begley, Contracting Division, Materiel Management Department, Naval Medical Center, Building 250, 54 Lewis Minor Street, Portsmouth, VA 23708-2297, phone (757) 953-5055, fax (757) 953-5006. Bids should be received by fax, mail, or e-mail by the close of business (1700 Hours – 5:00 p.m.) on or before the closing date. E-mail address is mary.begley@med.navy.mil.

Section B - Supplies or Services and Prices

Laundry Bags, Large Size

FFP

Annual quantity, delivered weekly

FOB: Destination

MILSTRIP: N0028513RC09Q07

PURCHASE REQUEST NUMBER: N0028513RC09Q07

NET AMT

Blankets, Cotton Thermal delivery weekly

FOB: Destination

NET AMT

Blankets, Wool delivery weekly

FOB: Destination

NET AMT

Cases, Pillow delivery weekly

FOB: Destination

NET AMT

Coats, Doctors delivery weekly

FOB: Destination

NET AMT

Pedi Patient Gowns delivery weekly

FOB: Destination

NET AMT

Gowns, Patient delivery weekly

FOB: Destination

NET AMT

Heads, Dust Mop delivery weekly

FOB: Destination

NET AMT

Heads, Mop, Wet delivery weekly

FOB: Destination

NET AMT

Jackets, Technician delivery weekly

FOB: Destination

NET AMT

Hydropad delivery weekly

FOB: Destination

NET AMT

Scrub, O.R. Pants delivery weekly

FOB: Destination

NET AMT

Scrub, O.R. Tops delivery weekly

FOB: Destination

NET AMT

Sheets, Bed-White delivery weekly

FOB: Destination

NET AMT

Towel, Bath (22x44) delivery weekly

FOB: Destination

NET AMT

Towel, Hand delivery weekly

FOB: Destination

NET AMT

Wrapper delivery weekly

FOB: Destination

NET AMT

Curtains delivery weekly

FOB: Destination

NET AMT

Laundry Services, Kingsville, TX

White BedSheets, patient gowns, scrubs, towels, jackets, pillow cases

FOB: Destination

MILSTRIP: N3264713RCKGQ02

PURCHASE REQUEST NUMBER: N3264713RCKGQ02

NET AMT

001901

Each

White Bed Sheets

450 each; delivered weekly

FOB: Destination

NET AMT

001902

Each

Patient Gowns

450 each; delivered weekly

NET AMT

001903

Each

Scrub, O.R. Tops

270 each; delivered weekly

NET AMT

001904

Each

Scrub, O.R. Pants

270 each; delivered weekly

NET AMT

001905

Each

Towels, Bath

275 each; delivered weekly

NET AMT

001906

Each

Jackets, Technician

300 each; delivered weekly

NET AMT

001907

Each

Pillow, Cases

200 each; delivered weekly

NET AMT

Section C - Descriptions and Specifications

STATEMENT OF WORK

(a) GENERAL REQUIREMENTS. These technical provisions specify work, to be accomplished for laundry/linen services at the Naval Health Clinic Corpus Christi, Texas and the Veterinary Clinic, Naval Air Station, Corpus Christi, Texas and Branch Health Clinic at Naval Air Station, Kingsville, Texas.

(b) ACCESS, The Contracting Officer or his designated representative shall, at all reasonable times, have access to the contractor’s premises wherein work is to be performed, for the purposes of inspection of services provided hereunder.

(c) LAUNDRY OPERATION. All work under this contract shall be accomplished in accordance with the following:

(d) Bacteriological Count. The Government, on finished linen at the point of delivery, shall accomplish the bacteriological count. The count shall not exceed ten (1) colonies per rodac plate with an absence of staphylococcus aureus or coliform organism. Linen exceeding this count or containing the forgoing organisms will be returned to the contractor for correction at no additional cost to the Government. If such correction is not accomplished at the next delivery, the matter will be referred to the Contract Administration office identified on the face page of the contract for resolution. A germicidal textile agent shall be used in the final rinse as additional protection against bacterial growth.

(e) Tensile Strength Loss. Tensile strength measurement shall be performed by the contractor in accordance with standard procedures of the American Institute of Laundering. Results of these test shall be available for examination upon request by the government and shall not exceed ten percent (10%).

(f) Whiteness retention. Whiteness retention measurement shall be performed by the contractor in accordance with standard procedures of the American Institute of Laundering. Results of the test shall be available for examination upon request by the Government and shall be, between 96% and 100%.

(g) Linen Stains, The contractor shall take special action consistent with professional laundry management techniques to identify and remove all stains on linens. These procedures may require selected items to be subjected to additional flushes or complete washing cycles. All linen shall be free of stains prior to delivery unless acceptable methods of removal have been unsuccessful. Stained linen may be collected by the Government and subject to spot cleaning by the contractor.

(h) FLATWORK IRONING AND PRESSING All flatwork shall be machine finished so that surfaces are smooth and without rough-dry spots or tails. The pressing and finishing operations for items shall be accomplished in accordance with industry standards. Polyester/cotton blend garments may be tumble-dried or processed through steam tunnels, steam air finisher or pressed on a dry cleaning type press (whichever is appropriate to obtain desired finish) and then placed in bundles.

(i) Flatwork finished linen shall be washed, dried, pressed, folded, and quantity packaged according to items and color. Flatwork finished items include but are not limited to sheets, pillowcases, hand towels, surgical wrappers and tablecloths.

(j) ROUGH FINISH AND OTHER LINENS. Rough finished linens shall be washed, dried, pressed, folded, and quantity packaged according to item. Rough finished items include bath towels and mats, blankets, spreads and laundry bags.

(k) Items such as coats, gowns, scrub shirts and pants and other outerwear apparel will be finished (ironed) so that all surfaces are smooth and free of wrinkles. After pressing, coats, gowns, outerwear including shirts and scrub pants, items will be hung on hangers.

(l) HANDLING OF CONTAMINATED LINEN. The contractor must have regulations regarding transportation and handling of contaminated linens. The contractor shall use appropriate procedures and equipment to control the spread of the spread of infectious diseases.

(m) The Contractor must ensure that all polyester and cotton blend linens meet the static generation limitation requirements set forth in National Fire Protection Association (NFPA) Standard 56A. All new polyester and cotton linen, when identified, shall be laundered with suitable ionizing agent.

(n) All clean linen shall be properly packaged for protection from contamination in accordance with requirement of the Joint Commission.

(o) Carts or other equipment used to transport soiled linen shall not be used to transport clean processed linen unless the contractor has sanitized them in accordance with Joint Commission requirements.

(p) QUALITY STANDARDS. Laundry services hall be provided in accordance with the current Joint Commission requirements, including collection and delivery with the consonance with the best practices of the laundry industry. The contractor, in the provision of laundry services must maintain the following quality standards.

a. All articles furnished herein shall be of good quality, laundered clean and suitable for the purpose intended.

b. Fabrics shall be free of all removable soil and stains. A government representative, before acceptance, must approve linen with non-removable spots and stains.

c. All work shall be entirely clean, dry and free of lint.

d. All fabrics shall be bright and all colored fabrics shall be clearly defined.

e. All linen shall be free of objectionable odors.

f. Care shall be exercised to ensure the shrinkage of fabrics is no greater than that which can be termed “natural shrinkage”. Special attention must be paid in the prevention of shrinkage for itms composed of animal fabrics such as wool or silk.

15. DELIVERY TICKETS. Delivery tickets shall be completed at the time of receipt of articles picked up and/or delivery identifying the count and kind of article agreed upon as a result of a joint count by the contractor and the Government point of contact. One copy of each ticket shall be provided to the Government and one copy of each ticket shall accompany the contractor’s proper invoice.

16. TORN LINEN/UNSERVICEABLE ARTICLES. The contractor shall be responsible for repairing/replacing laundry and/or linen lost or damaged while in its possession. All repaired linen will be laundered after repair and prior to return.

Repairs shall be restricted to open seams, mall holes or tears, replacement of hooks and pile fastener tape and replacement of slide fasteners. Only high temperature resistant polyamide cloth (MIL-D-81280) and high temperature resistant nylon thread (MIL-T-83193) shall be used of repairs.

17. REPLACEMENT COST. This is a request for rental linen services and any replacement costs shall not apply.

18: PASSES AND BADGES. All contractor delivery employees required to pick-up and deliver linens on Government installations shall retain required vehicle passes.

19: STATION SECURITY/SAFETY REGULATIONS. The contractor and its delivery employees shall become acquainted with and comply with all base regulations as posted or ad describe in the contract.

20: VEHICLES. All contractor-owned vehicles shall be indentified with contractor’s name so that it is clearly visible and shall at all times display a valid license plate and safety inspection sticker. Vehicles used for transportation shall be designed to insure adequate protection of laundered /linen as outlined under Joint Commission requirements.

21: PERMITS. The contractor shall obtain all appointments licenses and permits required to access NAS Corpus Christi for the execution of the work and comply with all federal, state, and local laws. The contractor shall provide evidence of these permits and licenses upon request.

22: DELIVERY: Deliveries shall be made in accordance with the scheduled times and days agreed upon by the Contractor and our Government Linen person or persons.

TIME

LOCATION PICKUP/Delivery Day’s

MONDAY THROUGH FRIDAY

Naval Health Clinic, Linen Division, Building H100, 20651 E. Street Corpus Christi, Texas, 78419.

VETERINARY CLINIC FRIDAY

BLDG. H110, CORPUS CHRISTI, TX 78419

BRANCH HEALTH CLINIC MONDAY THROUGH FRIDAY

730 FORRESTAL DRIVE

BUILDING 3775

KINGSVILL, TEXAS 78363

REQUIRED STANDARD OF WORKMANSHIP

Unless otherwise specifically provide in this contact the quality of services rendered hereunder shall conform to Joint Commission Standards and Naval Health Clinic Policies and Procedures. All services shall be rendered by or supervised directly by individuals qualified in the relevant profession, trade, or field who hold any licenses required by law.

EMPLOYMENT OF THE DEPARTMENT OF DEFENSE PERSONNEL.

In performing this contract, the contractor will not use as a consultant or employ (on either a full time or part-time basis) any personnel (civilian or military) who are employed within the Department Of Defense (DoD) without the prior approval of the Contracting Officer. Such approval may be given only in circumstances in which it is clear that no laws and no DoD or Navy instructions, regulations, or policies might possibly be contravened, and no appearance of a conflict of interest will result.

PREPARATION FOR DELIVERY

Data furnished hereunder shall be adequately packaged to assure safe delivery at destination

In the event it becomes necessary to transmit classified matter by mail, the transmittal shall be in accordance with DoD industrial security regulation (DD522.22R)

PLACE OF DELIVERY/PERFORMANCE

The services to be furnished under this contract shall be completed at the commands specified in Navy Region Southeast, in accordance with the statement of work.

LIABILITY, AUTOMOBILE, AND WORKEN’S COMPENSATION INSURANCE

The following types of insurance are required in accordance, with entitled “INSURANCE-WORK ON GOVERNMENT INSTALLATION” FAR 52.228-5 and shall be maintained in the minimum amount shown:

(A) Comprehensive General Liability: $200,000 per person and $50,000 per accident for bodily injury.

(B) Automobile Insurance $200,000 per person and $500,000 per accident for bodily injury and $20,000 per accident for property damage.

(C) Standard Workmen’s compensation and Employer’s Liability Insurance (or, where maritime employment is involved “Longshoremen” and “Harbor Worker” Compensation Insurance) in the minimum amount of $100,000.

FREEDOM OF INFORMATION ACT

UNIT PRICES

Contractor unit prices, when incorporated into a Government contract, will be released under the Freedom of Information act (FOIA) without further notice to the contractor submitter. If the Contractor takes issue with the release, it should submit its proposal data with the appropriate legends and explain in detail why such data cannot be release as a public record under the Freedom of Information Act.

ORDERING OFFICER

The following person is designated as ordering officer for this contract:

Mr. Brian S. Manley

Naval Health Clinic Corpus Christi

10651 E. Street

Corpus Christi, Texas 78419

Phone: 361-961-2665

E-mail: brian.manley@med.navy.mil Section E - Inspection and Acceptance

INSPECTION AND ACCEPTANCE TERMS

Supplies/services will be inspected/accepted at:

Section F - Deliveries or Performance

DELIVERY INFORMATION

07-FEB-2014

EZZIE GARCIA

10651 E STREET

CORPUS CHRISTI TX 78419

361-961-6043

N00285

07-FEB-2014

N00285

07-FEB-2014

N00285

07-FEB-2014

N00285

07-FEB-2014

N00285

07-FEB-2014

N00285

07-FEB-2014

N00285

07-FEB-2014

N00285

07-FEB-2014

N00285

07-FEB-2014

N00285

07-FEB-2014

N00285

07-FEB-2014

N00285

07-FEB-2014

N00285

07-FEB-2014

N00285

07-FEB-2014

N00285

07-FEB-2014

N00285

07-FEB-2014

N00285

07-FEB-2014

N00285

07-FEB-2014

RECEIVING OFFICE

730 FORRESTAL AVENUE

BLDG 3775

KINGSVILLE TX 78363

361-561-6178

N32647

Section G - Contract Administration Data

CLAUSES INCORPORATED BY REFERENCE

252.232-7006 WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (JUN 2012)

(a) Definitions. As used in this clause--

“Department of Defense Activity Address Code (DoDAAC)” is a six position code that uniquely identifies a unit, activity, or organization.

“Document type” means the type of payment request or receiving report available for creation in Wide Area WorkFlow (WAWF).

“Local processing office (LPO)” is the office responsible for payment certification when payment certification is done external to the entitlement system.

(b) Electronic invoicing. The WAWF system is the method to electronically process vendor payment requests and receiving reports, as authorized by DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.

(c) WAWF access. To access WAWF, the Contractor shall--

(1) Have a designated electronic business point of contact in the Central Contractor Registration at https://www.acquisition.gov; and

(2) Be registered to use WAWF at https://wawf.eb.mil/ following the step-by-step procedures for self-registration available at this Web site.

(d) WAWF training. The Contractor should follow the training instructions of the WAWF Web-Based Training Course and use the Practice Training Site before submitting payment requests through WAWF. Both can be accessed by selecting the “Web Based Training” link on the WAWF home page at https://wawf.eb.mil/.

(e) WAWF methods of document submission. Document submissions may be via Web entry, Electronic Data Interchange, or File Transfer Protocol.

(f) WAWF payment instructions. The Contractor must use the following information when submitting payment requests and receiving reports in WAWF for this contract/order:

(1) Document type. The Contractor shall use the following document type(s).

INVOICE AND RECEIVING REPORT COMBO

-OR-

2 IN 1 SERVICES ONLY

(2) Inspection/acceptance location. The Contractor shall select the following inspection/acceptance location(s) in WAWF, as specified by the contracting officer.

DESTINATION / DESTINATION

(3) Document routing. The Contractor shall use the information in the Routing Data Table below only to fill in applicable fields in WAWF when creating payment requests and receiving reports in the system.

Routing Data Table*

(4) Payment request and supporting documentation. The Contractor shall ensure a payment request includes appropriate contract line item and subline item descriptions of the work performed or supplies delivered, unit price/cost per unit, fee (if applicable), and all relevant back-up documentation, as defined in DFARS Appendix F, (e.g. timesheets) in support of each payment request.

(5) WAWF email notifications. The Contractor shall enter the email address identified below in the “Send Additional Email Notifications” field of WAWF once a document is submitted in the system.

WAWF Acceptor/COR Email Address:

Ezzie.garcia@med.navy.mil

(g) WAWF point of contact.

(1) The Contractor may obtain clarification regarding invoicing in WAWF from the following contracting activity's WAWF point of contact.

wawf@med.navy.mil

(2) For technical WAWF help, contact the WAWF helpdesk at 866-618-5988.

(End of clause)

Section H - Special Contract Requirements

CLAUSES INCORPORATED BY FULL TEXT

INFORMATION ONLY: This document has been designated for posting to the Navy Electronic Commerce Online (NECO) at http://www.neco.navy.mil

Section I - Contract Clauses

CLAUSES INCORPORATED BY REFERENCE

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

FAR Clauses http://acquisition.gov/comp/far/index.htm

DFAR Clauses http://www.acq.osd.mil/dpap/dars/dfars/index.htm (End of clause)

Section J - List of Documents, Exhibits and Other Attachments

CAP & CAD DESCRIPTION

CONTRACT ADMINISTRATION PLAN

1. Definitions.

1.1 Administrative Contracting Officer (ACO). To the extent that the Procuring Contracting Officer (PCO) has delegated contract administration, the Government official responsible for administering the contract. For the purposes of this contract, the PCO has retained contract administration responsibilities. Therefore, the terms PCO and ACO refer to different functions performed by the same individual.

1.2 Alternate Contracting Officer’s Representative (ACOR). In the absence of the Contracting Officer’s Representative (COR), the Government official appointed in writing by the PCO who functions as the technical representative of the PCO for a specific contract, for a specified period of time.

1.3 Bureau of Medicine and Surgery (BUMED). The Department of the Navy command responsible for all Navy health contracting initiatives.

1.4 Commanding Officer. The medical department officer that has ultimate responsibility for the operation of a Military Treatment Facility (MTF).

1.5 Contracting Officer’s Representative (COR). The Government official appointed in writing by the PCO who functions as the technical representative of the PCO.

1.6 Contractor. The offeror identified in blocks 8 and 13of the Standard Form 18 and its employees who are providing services under the contract.

1.7 Reserved

1.8 Reserved

1.9 Military Treatment Facility (MTF). A Department of Defense (DoD) hospital or medical or health center that may require services under these contracts. The abbreviation, “MTF” includes all the Branch Medical or Health Clinics, Medical Administrative Units, Branch Medical or Health Annexes and other subordinate clinical activities specified in these contracts. The abbreviation, “MTF” also refers to any military treatment facility within the scope of these contracts.

1.10 Naval Medical Center Portsmouth (NMCP). The Department of the Navy command responsible for executing contracting authority within Navy Medicine East.

1.11 Procuring Contracting Officer (PCO). The Government official within NMCP authorized by warrant to enter into these contracts for the Government.

1.12 Supervisor. The Government official whose duty it is to provide day-to-day direction to, and oversight of, contractor personnel, including supervisory functions such as time and attendance. Applicable to personal services contracts only.

1.13 Reserved

2. Responsibilities.

2.1 The Navy's ASSISTANT CHIEF FOR HEALTH CARE OPERATIONS, BUREAU OF MEDICINE AND SURGERY (BUMED Code M3) as Program Manager shall:

2.1.1 Establish medical contract policy guidance.

2.1.2 Provide overall direction for the planning, development, and operation of all Navy MTFs.

2.1.3 Monitor the progress and achievement of medical contracts within the Navy’s health care delivery system.

2.1.4 Serve as subject matter expert for all technical aspects of medical contracting efforts.

2.2 The PCO, NMCP shall:

2.2.1 Perform all required pre-award actions including providing information or answering questions that arise during the solicitation period and as a result of Freedom of Information Act (FOIA) inquiries.

2.2.2 Review the Contract Administration Plan (CAP). The PCO shall furnish sample COR nomination letters to the MTF in accordance with NAVSUPINST 4205.3D. delete TA verbiage?

2.2.3 Verify that the individual(s) nominated to act as COR have had the required training and the necessary experience. If the PCO determines that a nominee does not meet experience and training requirements, the PCO shall request that the MTF nominate another individual.

2.2.4 Review the CAP prior to incorporation into the solicitation. This review shall ensure that all contract administration functions are assigned, suit the specific circumstances of the contract and give due consideration to the type of contract, the place of performance, period of performance, and inspection and acceptance criteria stated in the solicitation/contract.

2.2.5 Include the COR duties contained in this master CAP in the resultant solicitation/contract. Additional duties shall be separately delineated within the contract, as appropriate.

2.2.6 Designate the paying office in the contract.

2.2.7 Appoint the COR and ACOR.

2.2.8 Perform all contract administration duties of a Contracting Officer. Regular meetings between the PCO, the COR or the MTF Commanding Officer (or representative) will be held to discuss the status of and the performance under individual contracts. The format and frequency of these meetings will depend upon the size and complexity of the contract.

NOTE: All parties are specifically reminded that only the Contracting Officer has the authority to modify the terms of the contract. Therefore, in no event will any understanding, agreement, modification, change order, or other matter deviating from the terms of the basic contract between the Contractor and any other person be effective or binding on the Government. When/if, in the opinion of the Contractor, any direction affecting the terms of the basic contract has been given by the COR or any other person, the Contractor shall promptly notify the PCO.

2.2.9 Evaluate reports of Contractor non-compliance and take appropriate action within 30 days of receipt. Copies of any correspondence regarding the results of such analyses shall be provided to the MTF and the COR simultaneously with the action taken.

2.2.10 Ensure that all personnel involved understand current DoD Standards of Conduct policies.

2.2.11 Oversee the performance of CORs under the contract. Prompt action shall be taken when COR (or alternate) is not performing properly.

2.2.12 Maintain the official contract file including modifications (and all back-up documentation).

2.2.13 Maintain the accuracy of this Master CAP throughout the life of these contracts.

2.2.14 Maintain a list of all CORs under their authority. Periodically review the files and performance of these CORs in accordance with NAVSUPINST 4205.3D and local policies.

2.2.15 Enter data into the applicable contractor performance reporting system.

2.2.16 Reserved

2.3 Reserved

2.4. The COMMANDING OFFICER OF THE MTF shall:

2.4.1 Budget and provide funding for the contracts.

2.4.2 Nominate (to the PCO) individual(s) to be appointed as COR (by name, title, organizational code and telephone number). This individual(s) shall also be the contract quality assurance monitor and lead technical advisor to the ACO and shall be responsible for the technical interface needed during contract performance. An ACOR can be nominated to act in the absence of the COR, when needed, or to provide additional expertise.

NOTE: COR duties cannot be delegated. The COR shall be accountable for the actions of ACORS.

NOTE: Nomination of new CORs as a result of reassignment, termination of employment, etc., shall be made in accordance with the procedures outlined herein.

2.4.3 Ensure all individuals nominated as COR or ACOR have the necessary qualifications to satisfactorily perform the required duties and hold a position of responsibility commensurate with the complexity of the contract. All CORs shall have graduated from a Naval Supply System Command (NAVSUP) approved/BUMED provided medical COR training course prior to their appointment.

2.4.4 Upon receipt of the contract from the PCO, forward copies of documents to staff having administrative responsibilities for these contracts.

2.4.5 Support and supervise the COR in the performance of their duties. If the Commanding Officer determines that assigned duties are not being performed in a satisfactory manner, immediate corrective action shall be taken (including the recommendation to replace the COR if required). The PCO shall be promptly notified of all actions taken. The MTF should consider COR performance in rating all individuals assigned COR functions.

2.4.6 Notify the PCO in writing of any organizational or personnel changes affecting the CAP.

2.4.7 Ensure that appropriate timely action is taken on all contract related correspondence received from either the PCO or COR. This includes the timely submission (to the PCO) of any requests for changes to the performance work statement, deviations or waivers. An Independent Government Cost Estimate of the impact on contract price and the availability of additional funding (if required) must accompany all requests for changes to the performance work statement/contract. The Contractor’s price quote and the rationale for requesting the change shall accompany any changes proposed by the Contractor. The Contractor’s price quote serves as a budgetary estimate of the cost impact. The MTF shall also provide input as to technical acceptability of proposed contract language changes.

2.4.8 Reserved

2.5 The CONTRACTING OFFICER'S REPRESENTATIVE (COR) shall:

2.5.1 Reserved

2.5.2 Attend periodic meetings (as necessary) among the PCO, MTF and Contractor(s) to discuss the status of and performance under the contracts.

2.5.3 Avoid issuing any instructions that would constitute a change to the contract. The COR and Contractor shall not enter into any understanding, agreement, modification, or change order deviating from the terms of the basic contracts which shall be effective or binding on the Government. If in the opinion of the Contractor, an effort outside the scope of the contract is requested, the Contractor shall promptly notify the PCO in writing. The Contractor shall not act unless the PCO or ACO has issued a written change to the contract. The COR will include, on all correspondence to the Contractor, a declination of authority statement as follows:

“I have neither the authority nor the intent to change the terms or conditions of this contract. This contract can only be changed by a written modification issued by the Contracting Officer. If you believe that I am requesting an effort outside the scope of this contract, promptly notify the Contracting Officer. Additionally, this shall not be construed as an authorization for new work or additional work not already contained in the contract.”

2.5.4 Perform as the technical interface between the Government and the Contractor(s) for these contracts. The COR shall provide technical advice or clarification regarding the performance work statement; milestones to be met within the general terms of the contract or specific subtasks of the contract. The COR is the point of contact through whom the Contractor can relay technical questions and problems to the Contracting Officer. The Contractor may also contact the Contracting Officer directly.

2.5.5 Coordinate/facilitate complete and timely credentials submissions between the MTF and the Contractor using the applicable Medical Staff Services Department (MSSD) staff at the MTF. The COR shall provide technical advice or clarification regarding the performance work statement, milestones to be met within the general terms of the contract or specific subtasks of the contract, maintain a method for tracking expiring credentials, and maintain shift schedules. The COR shall inspect the credentials of each contract employee prior to submission to the MSSD. Applicable to personal services contracts only.

2.5.6 Monitor Contractor performance and progress under the contract. If potentially inefficient or wasteful methods are being used, the COR shall take reasonable and timely action to alert the Contractor and the PCO. Furthermore, the COR shall promptly advise the PCO of any observed continuous and/or substantial deficiencies in the Contractor's performance or other noncompliance with the terms or conditions of the contract. Enclosure (1) is the surveillance plan to be used by the COR to monitor Contractor performance. Deviation from this surveillance plan is only permitted with the prospective approval of the PCO.

2.5.7 In accordance with procedures given in Enclosure 1, Surveillance Plan, promptly issue Contract Discrepancy Reports (CDRs) (Enclosure (2)) to the Contractor to document discrepant performance. The COR shall always obtain the Contractor's response/rebuttal to the CDR, evaluate the acceptability of the response and promptly forward the CDR, Contractor response/rebuttal, and their recommendation to NMCP PCO.

2.5.8 Monitor and verify services provided in accordance with Sections B and C of the contract. The COR shall always use this information as a tool when evaluating Contractor performance for payment purposes.

2.5.9 Accept the services as the official Government representative.

2.5.10 Use appropriate, contract-specific sampling methods for contract surveillance.

2.5.11 Completely understand contract invoicing requirements. The COR shall verify receipt of services in a timely manner to ensure that prompt payment due dates are met.

2.5.12 Immediately alert the PCO and the ACO of any unusual performance problems. If a corrective action plan is approved by the Contracting Officer, the COR shall monitor the implementation and effectiveness of that corrective action plan. In uncertain situations, the COR shall always seek advice from the PCO and/or ACO, as prudent, before acting.

2.5.13 Continually monitor the quantity of services provided under each CLIN/SLIN and/or task order. Advise the PCO if it appears that service quantities may be exhausted before the end of the performance period, or if quantities of unused hours for services have been ordered but will not be received by the end of the performance period.

2.5.14 Perform administrative duties including all files which support the actions performed as a COR. The COR shall respond to all contract correspondence in a timely manner. Contract files shall include a conforming copy of the contract, all modifications, a conforming copy of the Contractor’s Technical Proposal, all surveillance reports, each CDR (including the Contractor’s response/rebuttal), any contract-related correspondence, a contract log or COR diary, all telephone conversation and email records, meeting minutes, reports from Government subject matter experts, and Independent Government Cost Estimates.

2.5.15 Take the necessary steps to ensure that Government property furnished to the Contractor is provided in a timely manner and in proper condition for use. The COR shall maintain both inventory and disposition records for all Government furnished property. This inventory/disposition file is coordinated with the ACO. The COR shall ensure that the Contractor returns all Government furnished property or that Government furnished material has been reasonably consumed in the performance of work.

2.5.16 Read and comply with all applicable Standards of Conduct and Conflict of Interest instructions and procedures including annual financial interest filings.

2.5.17 Ensure that the Contractor receives copies of all regulations and/or directives considered appropriate to the services being provided.

2.5.18 Submit information detailing the Contractor's performance to the PCO. A statement indicating performance has been satisfactory along with your request to continue performance would be required prior to the issuance of any subsequent contracts. Enclosed Past Performance Evaluation report must be sent to the PCO within 60 days after completion of the contract. The final report shall contain a conclusive statement describing the Contractor's overall performance and an evaluation on the accountability of Government property furnished to the Contractor.

2.5.19 Perform other duties, particular to the contract, as may be incorporated into the contract document or as required by the Contracting Officer.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

1.0

PURPOSE

This Quality Assurance Surveillance Plan (QASP) is a Government developed and applied document used to make sure that systematic quality assurance methods are used in the administration of the Performance Based Service Contract (PBSC) standards included in this contract. The intent is to ensure that the Contractor performs in accordance with performance metrics 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.

2.0

AUTHORITY

Authority for issuance of this QASP is provided under FAR 52.212-4(a), Inspection/Acceptance; which provides for inspections and acceptance of the articles, services, and documentation called for in the contract to be accomplished by the Contracting Officer or his duly authorized representative.

3.0

SCOPE

The Contractor, and not the Government, is responsible for management and quality control actions necessary to meet the quality standards set forth by the contract. The Quality Assurance Surveillance Plan (QASP) is put in place to provide Government oversight of the Contractor’s quality control efforts to assure that they are timely, effective and are delivering the results specified in the contract. The QASP is not a part of the contract nor is it intended to duplicate the Contractor’s Management Plan. The Government may provide the Contractor an information copy of the QASP as an Attachment to the solicitation to support the Contractor’s efforts in developing its plan for maintaining the levels of quality anticipated to be delivered under the terms of the contract.

4.0

GOVERNMENT RESOURCES

Contracting Officer – The Contracting Officer ensures performance of all necessary actions for effective contracting, ensures compliance with the terms of the contract and safeguards the interests of the United States in the contractual relationship. It is the Contracting Officer that assures the Contractor receives impartial, fair, and equitable treatment under the contract. The Contracting Officer is ultimately responsible for the final determination of the adequacy of the Contractor’s performance.

Contracting Officer’s Representative (COR) - An individual designated in writing by the Contracting Officer to act as his authorized representative to assist in administering a contract. The source and authority for a COR is the Contracting Officer. COR limitations are contained in the written letter of appointment.

Assistant Contracting Officer’s Representative (ACOR) – An individual designated in writing by the COR to act as his authorized representative to assist in administrating a contract. ACOR limitations are contained in the written letter of appointment. The ACOR provides detailed oversight of the Contractors’ performance and reports monthly his or her findings to the COR in a timely complete and impartial fashion.

5.0

METHODS OF QA SURVEILLANCE

The below listed methods of surveillance shall be used in the administration of this QASP. The Performance-Based Matrix, describes the methods of surveillance that may be used to monitor the services and deliverables to be provided under the contract.

Customer Feedback – Customer feedback may be obtained either from the results of formal customer satisfaction surveys or from random customer complaints. Customer complaints, to be considered valid, must set forth clearly and in writing the detailed nature of the complaint, must be signed and must be forwarded to the COR. The COR shall maintain a summary log of all formally received customer complaints as well as a copy of each complaint in a documentation file. The COR shall also keep the tabulated results of all customer satisfaction surveys on file and shall enter the summary results into the Surveillance Activity Checklist.

Random Monitoring – Random monitoring shall be conducted if and when deemed necessary to ensure compliance with the terms of the contract. The COR will conduct the random monitoring.

Random Checks/Inspections on Completion of Workload Tasking – Random checks will be conducted to ensure compliance with the QASP Matrix. The COR will conduct the random checks.

5.1 Performance Measurement

Performance will be measured in accordance with the following table:

If performance is within acceptable levels, it will be considered to be satisfactory. If not, overall performance may be considered unsatisfactory.

6.0

IDENTIFIED QA SURVEILLANCE ITEMS

The PBSC items that have been identified for surveillance are identified in the Performance-Based Matrix.

7.0

DOCUMENTATION

The COR will maintain a complete Quality Assurance file. The file will contain copies of all reports, evaluations, recommendations, and any actions related to the Government’s performance of the quality assurance function. All such records will be retained for the life of this contract. The COR shall forward these records to the Contracting Officer at termination or completion of the contract.

For each item on the QASP Matrix that does not meet acceptable levels, the Government may issue a Contract Discrepancy Report (CDR). CDRs will be forwarded to the Contracting Officer with a copy sent to the contractor. The contractor must reply in writing within 5 days of receipt identifying how future occurrences of the problem will be prevented. Based upon the contractor’s past performance and plan to solve the problem, the Contracting Officer will determine if any further action will be taken.

In accordance with the inspection of services provisions of the contract, the contractor will be incentivized to provide quality services in a timely manner since the Government can require the Contractor, at no additional cost, to replace or correct work that fails to meet contract requirements.

CONTRACT ADMINISTRATION PLAN (CAP)

In order to expedite the administration of this contract, the following delineation of duties is provided. The names, addresses and phone numbers for these offices or individuals are included elsewhere in the contract award document. The office or individual designated as having responsibility should be contacted for any questions, clarifications, or information regarding the administration function assigned.

Responsibilities

1. The Procuring Contract Office (PCO) is responsible for:

· All pre-award duties such as solicitation, negotiation and award of contracts

· Any information or questions during the pre-award stage of the procurement

· Freedom of Information inquiries

· Changes in contract terms and/or conditions

· Post award conference

2. The Contract Administration Office (CAO) is responsible for matters specified in the FAR 42.302 and DFARS 42.302 except those areas otherwise designated as the responsibility of the Contracting Officer's Representative (COR) or someone else herein.

3. The paying office is responsible for making payment of proper invoices after acceptance is documented.

4. The Contracting Officer's Representative (COR) is responsible for interface with the contractor and performance of duties such as those set forth below. It is emphasized that only the PCO/CAO has the authority to modify the terms of the contract. In no event will any understanding, agreement, modification, change order, or other matter deviating from the terms of the basic contract between the contractor and any other person be effective or binding on the Government. If in the opinion of the contractor an effort outside the scope of the contract is requested, the contractor shall promptly notify the PCO in writing. No action may be taken by the contractor unless the PCO or CAO has issued a contractual change. The COR duties are as follows:

Technical Interface

1. The COR is responsible for…