Solicitation_NIHCC-16-003337_04.25.2016.pdf

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SECTION 1 - SOLICITATION

This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in

Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

This solicitation is being issued in conjunction with FAR Part 15 Contracting by Negotiation as applicable. The solicitation number is NIHCC-16-003337. This announcement is issued as a Request for

Proposal.

The solicitation document and incorporated provisions and clauses are those in effect through Federal

Acquisition Circular (FAC) 2005-88-2, dated 10-02-2016.

This solicitation is issued as a 100% set aside for small business concerns expressly certified by the Small

Business Administration (SBA) for participation in the SBA’s 8(a) Program. The associated North

American Industry Classification System (NAICS) Code is 561210. The small business size standard is

$38.5 million.

This announcement serves to notify offerors that the government contemplates awarding a fixed price contract resulting from this solicitation for the services defined herein. Prospective offerors are responsible for downloading the solicitation and any amendments. It is offerors’ responsibility to monitor the FedBizOpps website for the release of any amendments to this solicitation.

SECTION 2 –PRICING

2.1 – Type of Contract

The anticipated contract type to be awarded is Fixed Price.

2.2 - Pricing

Transport of patients, specimen, blood, and miscellaneous hospital items located throughout the NIH

Clinical Center (NIH CC.) The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract on site for non-personal services twenty-four (24) hours per day, seven (7) days a week, and three hundred sixty five (365) days a year to include holidays, inclement weather or government closures.

2.3 – 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.

2.4 - Ceiling Price

The ceiling for each period is identified in pricing tables below (to be completed at award.) The

Government shall not be obligated to pay any amount in excess of this ceiling price nor is the

Contractor obligated to continue performance if to do so would exceed this ceiling price. In the event that the Government chooses to exercise option periods, unused funds from a previous contract/order period may not be used to fund any services taking place in a subsequent contract/order period. The ceiling price may be modified by the Government if it is determined that the estimated hours are insufficient for the work required.

2.5 Consideration and Payment

The Contractor shall be paid in accordance with the fixed loaded hourly rates as shown herein for the specified categories of labor based on the number of hours outlined below. If the options are exercised, subsequent year funding will be obligated by modification. The base period and option periods are priced as follows:

Base Period:

Labor Category Estimated

Hours/Week

Hourly

Rate

Estimated Total

Onsite Project Manager 40

Supervisor/Dispatcher (Full Time) 160

Supervisor/Dispatcher (Part Time) 48

Nurse Assistant II/Orderly (Full Time) 160

Nurse Assistant I/Orderly (Full Time) 400

Nurse Assistant I/Orderly (Part Time) 480

Total Ceiling Amount

2.5.1 – Option Prices

Option Period One:

Hours/Week

Hourly

Rate

Option Period Two:

Hours/Week

Hourly

Rate

Option Period Three:

Hours/Week

Hourly

Rate

Option Period Four:

Hours/Week

Hourly

Rate

SECTION 3 –DESCRIPTION OF SUPPLIES AND SERVICES

3.1 – Title: Patient Transport and Messenger Services

3.2 - Purpose

The NIH CC has a requirement to provide Patient Transport and Messenger Services. The scope of this requirement is to acquire transportation services to pick up and deliver patients, specimen, blood, medicinal, and miscellaneous hospital items throughout the NIH CC. Patients range from very sick and incapacitated patients in hospital beds, stretchers, or wheelchairs to patients who are ambulatory, but need assistance.

Patients are transported to and from their appointments and scheduled procedures. The contractor plays a very important role in transporting clinical specimens, research specimens, blood products, medications and

(optional) pharmacy items, patient luggage, "e” sized medical oxygen gas cylinders, medical records and defective and repaired transportable medical devices. In addition, the contractor is responsible for wheelchair fleet maintenance and management.

3.3 – Performance Work Statement

3.3.1 Introduction

The NIH Clinical Center Complex is a biomedical research hospital located in Bethesda, Maryland. The facility consists of 200 inpatient beds, 81 day hospital stations, over 20 outpatient clinics, diagnostic and treatment areas, and public waiting areas. Adjacent to the hospital facilities are research laboratories. The complex consists of three buildings: the Warren G. Magnuson Clinical Center (Magnuson Center), the Mark

O. Hatfield Clinical Research Center (CRC or Hatfield Center), and the Ambulatory Care Research Facility

(ACRF.) Together these three buildings represent approximately 3.5 million square feet of space.

3.3.2 Scope

The scope of this requirement is to acquire commercial services to transport patients, specimen, blood, and miscellaneous hospital items located throughout the NIH CC. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract on site for non-personal services twenty-four (24) hours per day, seven (7) days a week, and three hundred sixty five (365) days a year to include holidays, inclement weather or government closures.

3.3.3 Non-Personal Services

The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services.

3.3.4 Contract Management and Administration

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between the support operations on-site at NIH, CC and the contractor's corporate offices.

The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall respond to Government requests for contractual actions in a timely fashion.

The contractor shall have a single point of contact between the Government and Contractor personnel assigned to support contracts or task orders. The contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement.

3.3.5 Training Requirements

The contractor shall ensure that each contract employee completes any mandatory Government or other unique training requirements in accordance with NIH procedures.

Government Unique Training: The Government may elect to provide unique Government training to contract employees that are performing services under this contract. If the Government elects to provide such training, the Government will provide such training at no additional expense to the contract employee. When directed by the CO, contract employee shall attend all such training in a paid status as part of the normal services required and billed under the contract. Such training shall require a performance commitment by the contract employee and the contractor shall reimburse the Government (by means of a credit on the next month’s invoice) if a contract employee fails to satisfy the performance commitment after the contract employee receives the unique Government training. The amount of the reimbursement shall be the prorated cost of training and the number of months by which the contract employee fails to complete the performance commitment. The length of the performance commitment shall be 12 months or until the end of performance under the contract/task order, whichever first occurs. Contract employees that require access to Government

Information Systems with access to a government information system must successfully complete the Federal

Governments Information Assurance Awareness training prior to access to the information systems and then annually thereafter.

Computer Training - Contract employees who have any interaction with the federal Government computer systems must receive training for the applicable system(s). The COR will coordinate the necessary computer training. The training will be on-site and during normal duty hours. This training will be at no cost to the contractor.

Hours for attending any of the above shall be compensated at the regular hourly rate established in the contract/task order.

3.3.6 Customer Service

The contractor shall represent front line and interactive patient care service in the Clinical Center. This will include, but is not limited to clearly speaking, reading and understanding the English language, offering a friendly greeting with a warm smile, interpreting non-verbal behavior in order to respond to patients and staff in an appropriate and welcoming manner and delivering the service in an efficient and timely manner.

3.3.7 Pharmacy Service (optional)

The contractor, IF INSTRUCTED THROUGH THE EXERCISE OF AN OPTION, shall be responsible for transportation of medications and other pharmacy supply items. This requirement is an optional task; it utilizes a dedicated group of escorts that are located in and directly dispatched from the Pharmacy Department upon demand. This service is provided seven days a week from 6:30am-11:00pm.

3.3.8 Contractor Personnel, Disciplines, and Specialties

The contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources. The contractor shall ensure the proposed labor categories meets or exceeds the Staffing Qualifications defined below necessary to accomplish the tasks.

Labor Category: Program Manager/Supervisor

Qualifications: Experience with hospital work

Education: Bachelor of Science and/or equivalent;

Certification: Project Management, desired;

Experience: Minimum of 1 year experience working in a laboratory or hospital setting, speak and write

English proficiently, possess good communications AND customer service skills;

Labor Category: Dispatcher

Education: High School Graduate and/or equivalent;

Certification: NA

Experience: Minimum of 1 year experience working in a laboratory or hospital setting, speak and write

Labor Category: Nurse Assistant I

Education: High School Graduate and/or equivalent

Certification: desired

Experience: Minimum of 1 year experience working in a laboratory or hospital setting, speak and write

Labor Category: Nurse Assistant II

Education: High School Graduate and/or equivalent

Certification: desired

Experience: Minimum of 1 year experience working in a laboratory or hospital setting, speak and write

English proficiently, possess good communications AND customer service skills

3.3.9 Essential Contractor Services and Staffing Qualifications

The Government has identified all services performed under this contract as essential contractor services in support of NIH’s mission-essential functions. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract on site for services twenty-four (24) hours per day, seven (7) days a week, and three hundred sixty five (365) days a year to include holidays, inclement weather or government closures.

SECTION 4 –PERFORMANCE OBJECTIVES AND STANDARDS

4.0 Performance Objectives and Standards

4.1 The contractor shall access the electronic medical record system (CRIS) at the Patient Transport and

Messenger Office to fulfill requests to pick up and deliver patients, specimens, blood, and miscellaneous hospital and (optional) pharmacy items throughout the NIH CC.

Performance Standards

a) Standard: As it happens during operations within 30 seconds

AQL: 98%

4.2 The contractor shall efficiently and safely transport patients, specimens, blood, medicinal, and other miscellaneous items throughout the NIH CC;

a) Standard: safety procedures meeting or exceeding national standards established by the Joint

Commission (TJC).

AQL: 100%

4.2.1 The Contractor shall positively identify and account for patients during transit operations throughout the hospital.

4.2.1.1 The Contractor shall transport On-Demand Patient service;

a) Standard: STAT: Twenty (20) minutes from receipt of order to pickup and delivery of patient at destination;

or

ROUTINE: Thirty (30) minutes from receipt of order to pickup and delivery of patient at destination.

AQL: 98% on time

4.2.1.2 The Contractor shall transport Advance Patient service;

a) Standard: STAT: Twenty (20) minutes from receipt of order to pickup and delivery of patient at destination;

or

ROUTINE: Thirty (30) minutes from receipt of order to pickup and delivery of patient at destination.

AQL: 98% on time

4.2.1.3 The Contractor shall make scheduled rounds throughout the NIH Campus to pickup and drop-off

Specimens, Urine, Biological Spore Strips, Medicinal, Medical Records, Reports, Pharmacy Carts, Oxygen Gas Cylinders, and Wheelchairs.

4.2.1.4 The Contractor shall pickup and deliver specimen at eighteen (18) different locations;

a) Standard: Safe, timely, and proper handling procedures meeting Joint Commission (TJC) standards and Hospital Epidemiology Service (HES) infection control guidelines;

and

Accurate Record Keeping of Logs for accountability purposes;

AQL: 99%

4.2.1.5 The Contractor shall pickup and delivers Urine;

and Hospital Epidemiology Service (HES) infection control guidelines;

and

4.2.1.6 The Contractor shall pickup and delivers Blood Products;

and Hospital Epidemiology Service (HES) infection control guidelines;

and

4.2.1.7 The Contractor shall pickup and deliver miscellaneous items (Liquid Oxygen, Dictation/Medical

Reports, Biological Spore Strips, personal luggage’s, films, and slides);

and Hospital Epidemiology Service (HES) infection control guidelines;

and

AQL: 95%

4.2.1.8 The Contractor shall pickup and delivers Medication, and Pharmacy Items (Carts);

and Hospital Epidemiology Service (HES) infection control guidelines;

and

AQL: 95%

4.3 The Contractor shall perform fleet management services of wheelchairs.

4.4 The Contractor shall maintain qualified and trained staff to perform services as required in the PWS.

Approximately four times a month, additional staffing may be required for operational changes during short periods of time, such as: Pick-up and delivery of lab results from Department of Lab Medicine to various inpatient units when the pneumatic tube system is not operational or when there is an unexpected CRIS (electronic medical record system) downtime.

Dedicated patient escort for isolation patients going to and from the Radiology Department

Pick-up of medical records at the end of a weekday from all outpatient clinics and return to Admissions. The

COR will be responsible for notifying the contractor at least 24 hours in advance of this need whenever possible and the contractor must be able to provide sufficient staffing to meet the short term requirement.

SECTION 5 –PERIOD AND PLACE OF PERFORMANCE

5.0 Period and Place of Performance

The period of performance shall be sixty (60) estimated from April 1, 2016 to March 31, 2021 as follows:

Option One:

Option Two:

Option Three:

Option Four:

Performance will take place on-site at the NIH CC which is located at 9000 Rockville Pike, Bethesda, Maryland 20892.

Regular work hours: The contractor shall provide services in 4 or 8-hour shifts plus a 30, 45, or 60 minute unpaid meal break. In the event the contract employees is required to work beyond an 8-hour shift in support of a disaster, or emergency, the overtime rate will be paid for hours worked at the hourly rate established in the contract.

Overtime Service: This is defined as an eight (8) hour shift. Contractor staff will not be authorized to work overtime unless it is authorized by the Contracting Officer. The overtime rate will be paid for hours worked at the hourly rate established in the contract.

Replacements: Absences such as vacations shall be coordinated and approved at least 30 days in advance and mutually agreed upon by the COR and the contractor. Scheduled absences shall be limited to two (2) weeks.

If requested by the COR, the contractor shall provide replacements for all absences.

Facility/Building Closures: During anticipated closure of the facility/building due to declared training holidays, administrative leave granted to the entire government staff, or other closure, contract employees are required to perform services. In the event of unplanned closure of the facility due to natural disasters, emergency, or severe weather, contract workers shall report to work unless notified differently by the COR.

Federal Holidays: The contract employee will not be paid on federal holidays unless contract employee is scheduled to work on a holiday and will be paid for hours worked at the hourly rate established in the contract.

Holidays: The following is a list of legal federal holidays as referred to elsewhere in the contract/task order.

Contract employees may be required to work on legal holidays as determined by the COR.

New Year’s Day, January 1st

Martin Luther King’s Birthday, 3rd Monday in January

Presidents Day, 3rd Monday in February

Memorial Day, Last Monday in May

Independence Day, July 4th

Labor Day, 1st Monday in September

Columbus Day, 2nd Monday in October

Veterans Day, November 11th

Thanksgiving Day, 4th Thursday in November

Christmas Day, December 25 th

SECTION 6–QUALITY

6.0 Quality

6.1 Quality Control Plan

The Contractor shall develop a Quality Control Plan (QCP) and maintain an effective quality control program to ensure services are performed in accordance with the contract and this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The

Contractors QCP is the means by which he assures himself that his work complies with the requirement of the contract.

The finalized QCP will be accepted by the Government at the time of the award of the contract. The

Contracting Officer may notify the Contractor of required modifications to the plan during the period of performance. The Contractor then shall coordinate suggested modifications and obtain acceptance of the plan by the Contracting Officer. Any modifications to the program during the period of performance shall be provided to the Contracting Officer for review no later than 10 working days prior to effective date of the change. The QCP shall be subject to the Governments review and approval. The Government may find the

QCP "unacceptable" whenever the Contractors procedures do not accomplish quality control objective(s). The

Contractor shall revise the QCP within 10 working days from receipt of notice that QCP is found

"unacceptable."

6.3 Quality Assurance Surveillance Plan (QASP)

Authority for issuance of this Quality Assurance Surveillance Plan (QASP) is provided under Part 46 of the

Federal Acquisition Regulation, Inspection of Services clauses, which provides for inspection, acceptance and documentation of the service called for in the contract or order. This acceptance is to be executed by the contracting officer or a duly authorized representative.

The QASP provides a systematic method to evaluate performance for the stated non-personal services contract. This QASP explains the following:

What will be monitored?

How monitoring will take place.

Who will conduct the monitoring?

How monitoring efforts and results will be documented.

This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government's responsibility to be objective, fair, and consistent in evaluating performance.

In addition, the QASP should recognize that unforeseen and uncontrollable situations may occur.

This QASP is a "living document" and the Government may review and revise it on a regular basis.

SECTION 7 –SAFETY AND SECURITY AND EMPLOYEE CONCERNS/QUALIFICATIONS

7.0 Safety and Security

7.1 Security

Security Requirements

NIH is a restricted campus. An identification badge is required for access for entry into buildings and is also shown to the Security Police/Sentry when entering/exiting the NIH Campus. NIH employees and contractors must present a HHS ID badge when entering the NIH campus and when accessing Federal information systems on the NIH network.

Physical and Logical Access Security Requirements

In accordance with OMB Memorandum M-05-24, Implementation of Homeland Security Presidential

Directive (HSPD) 12 Policy for a Common Identification Standard for Federal Employees and Contractors

(08-05-05) , the Contractor shall ensure that background investigations are conducted for all contractor/subcontractor personnel who have (1) access to sensitive information, (2) access to Federal information systems, (3) regular or prolonged physical access to Federally-controlled facilities, or (4) any combination thereof. OMB Memorandum M-05-24 is available at http://www.whitehouse.gov/omb/memoranda/fy2005/m05-24.pdf.

Access to HHS-Controlled Facilities and Information

(a) To gain routine physical access to a Federally controlled facility, logical access to a Federal information system, and/or access to sensitive data or information, the Contractor and contract employees shall comply with Homeland Security Presidential Directive (HSPD)-12, Policy for a Common Identification Standard for

Federal Employees and Contractors; Office of Management and Budget memorandum (M-05-24); and Federal

Information Processing Standards Publication (FIPS PUB) Number 201; and with the personal identity verification and investigation procedures contained in the following documents:

(1) HHS Information Security Program Policy:

http://intranet.hhs.gov/infosec/docs/policies_guides/ISPP/Information_Security_Program_Policy.pdf

(2) HHS Office of Security and Drug Testing, Personnel Security/Suitability Handbook, dated February 1, 2005: http://intranet.hhs.gov/security/ossi/documents/pssh.pdf

(3) Homeland Security Presidential Directive/HSPD-12, Policy for a Common Identification Standard for

Federal Employees and Contractors (08-27-04): http://www.gpo.gov/fdsys/pkg/WCPD-2004-08-

30/pdf/WCPD-2004-08-30-Pg1709.pdf

Background Investigations

Background investigations are required for contractors who will need access to NIH information systems and/or to NIH physical space. Each contract employees needing a background investigation will be contacted via email by the NIH Office of Personnel Security and Access Control (DPSAC). The DPSAC email message will contain instructions regarding fingerprinting as well as links to the electronic forms contract employees must complete. The background investigation (also referred to as personnel security investigation) is a Federal government job requirement for individuals working at NIH who need an HHS ID Badge (PIV Card). In most circumstances, Contractors will be issued an HHS ID Badge when NIH verifies the individuals have met minimum investigative requirements. The background investigation can take a few weeks or several months, depending upon the type of investigation needed. The scope of the background investigation is determined by the sensitivity of the position designated in the section below.

Contract employees will receive their badge when NIH successfully completes their fingerprint check. The background check will then begin and contract employees will receive notice of the results of the investigation when it is completed.

Position Sensitivity Designations

The following sensitivity level(s), clearance type(s), and investigation requirements apply to this contract:

[ X ] Level 1: Non-Sensitive Contractor/subcontractor employees assigned to Level 1 positions shall undergo a Suitability Determination and National Agency Check and Inquiry Investigation (NACI).

All contractor and subcontractor employees shall comply with the conditions established for their designated position sensitivity level prior to performing any work under this contract.

Additional information about background checks and position sensitivity levels can be found at the following website: http://idbadge.nih.gov/background/index.asp

Personnel Security Responsibilities

The Contractor, within five working days before a contract employee begins working on this contract, shall provide the Project Officer, COR, and Information System Security Officer

(ISSO) the name, position title, e-mail address, and phone number of all contract employees working under the contract.

If the contract employees is filling a new position, the Contractor shall provide a position description and the Government will determine the appropriate position sensitivity level.

If the contract employees are filling an existing position, the Contractor shall provide the name, position title and position sensitivity level held by the former incumbent. Typically, the Government investigates personnel at no cost to the Contractor. However, multiple investigations for the same position may, at the Contracting Officers discretion, justify reduction(s) in the contract price of no more than the cost of the additional investigation(s)

Based on the anticipated position sensitivity levels are specified above, the Contractor shall notify the

Contracting Officer of (1) its proposed personnel who will be subject to a background check/investigation and (2) whether any of its proposed personnel who will work under the contract have previously been the subject of national agency checks or background investigations.

Investigations are expensive and may delay performance, regardless of the outcome of the investigation. Delays associated with rejections and consequent re-investigations may not be excusable in accordance with the FAR clause, Excusable Delays see FAR 52.249-14. Accordingly, if position sensitivity levels are specified, the Contractor shall ensure that the contract employees it proposes for work under this contract have a reasonable chance for approval.

The Contractor shall notify the Project Officer, COR, and system ISSO within five working days before an employee stops working under this contract.

The Contractor shall provide the name, position title, and position sensitivity level held by or pending for departing Contract employees.

The Government will stop pending background investigations for contract employees that no longer work under this acquisition.

The Contractor shall perform and document the actions identified in the Contractor Employee

Separation Checklist (attached) when a Contractor/subcontractor Contract employees terminates work under this contract. All documentation shall be made available to the Project

Officer, COR and/or Contracting Officer upon request.

Within 7 calendar days after the Governments final acceptance of the work under this contract, or upon termination of the contract, the Contractor shall return all identification badges to the

Contracting Officer or designee.

Commitment to Protect Non-Public Departmental Information and Data

Contractor Agreement

The Contractor, and any subcontractors performing under this contract, shall not release, publish, or disclose non-public Departmental information to unauthorized personnel, and shall protect such information in accordance with provisions of the following laws and any other pertinent laws and regulations governing the confidentiality of such information:

18 U.S.C. 641 (Criminal Code: Public Money, Property or Records)

18 U.S.C. 1905 (Criminal Code: Disclosure of Confidential Information)

Public Law 96-511 (Paperwork Reduction Act)

Contractor Employee Non-Disclosure Agreement

Each employee, including subcontractors, having access to non-public Department information under this acquisition shall complete the Commitment to Protect Non-Public Information Contractor Employee

Agreement at http://irtsectraining.nih.gov/NIH_Non-Disclosure_Agreement.pdf.

A copy of each signed and witnessed Non-Disclosure agreement shall be submitted to the Project Officer prior to performing any work under this acquisition.

HHS ID Badges

Contract employees shall comply with NIH identification and access requirements.

Each contract employees shall wear a visible NIH identification badge issued by the NIH Division of

Personnel Security and Access Control (DPSAC) on the front of his/her outer clothing. The contract employees shall turn in the NIH issued identification badge to the Contracting Officers Representative (COR) upon completion of their services under this contract.

The contract employees shall immediately report lost/stolen ID Badges to the COR and to Access Control

(301-451-4766).

Parking Permits

Each vehicle parking on the NIH campus, excluding visitors' vehicles, must display a NIH Parking Permit. All contract employees must register their vehicles with the NIH Parking Office to obtain an NIH Parking Permit.

The NIH Parking Office will issue the permit after the AO has entered the contract employees in the NIH

Enterprise Directory (NED). Additional information about campus parking and parking permits can be found at http://www.ors.od.nih.gov/pes/dats/parking/Pages/parking_permits.aspx

All vehicles, with or without pass, are subject to search. Contract employees may encounter long delays for vehicle inspection and ID checks upon entering and exiting the campus. The Government will not reimburse the contractor for time spent at installation checkpoints. Contract employees must plan accordingly and report to work at their scheduled duty time, at their appointed place of duty within the NIH CC.

The contract employees shall turn in the NIH Parking Permit to the Contracting Officers Representative

(COR) upon termination of their services under this contract.

Keys

The contractor shall be responsible for any keys issued by the Government to contract employees for use on

NIH Campus. The keys shall not be duplicated. Lost keys and/or locks shall be reported to the issuing party, Department Chief, or COR immediately upon discovery of the loss.

Safeguarding Material and Confidentiality of Information

The contractor shall be responsible for safeguarding all Government property provided or obtained in connection with this contract. The contractor shall safeguard information of a confidential or sensitive nature in accordance with Federals directives below:

OMB Memorandum M-06-15, Safeguarding Personally identifiable Information (05-22-06) http://www.whitehouse.gov/omb/memoranda/fy2006/m-06-15.pdf;

OMB Memorandum M-06-06, Protection of Sensitive Agency Information (06-23-06) http://www.whitehouse.gov/OMB/memoranda/fy2006/m06-16.pdf and

OMB Memorandum M-06-19, Safeguarding Against and responding to the Breach of Personally Identifiable

Information: http://www.whitehouse.gov/omb/memoranda/fy2006/m06-19.pdf

Neither the contractor nor any of its contract employees shall disclose or cause to be disseminated any personally identifiable information concerning an NIH patient that could result in a violation of the Federal

Privacy Act of 1974 and/or HIPAA Security and Privacy Rules, as applicable. However, should the contractor be requested or required to provide testimony in legal or administrative procedures related to any activity performed under this contract, they will immediately notify the contracting officer. Such participation must be consistent with the disclosure requirements imposed in this contract and coordinated with the contracting officer.

The contract employees under this contract shall have access to and/or process information requiring protection under the Privacy Act of 1974. Contractor and contract employees shall comply with Executive

Order (EO) 10450 and OMB Memorandum M-05-24.

Unless otherwise specified, all financial, statistical, personnel, medical, patient and/or technical data which is furnished, produced or otherwise available to the contractor during the performance of this contract are considered confidential information and shall not be used for purposes other than performance of health care services under this contract. The contractor shall not release any of the above information without prior written consent of the CO.

The contractor and contract employees shall abide by federal and local NIH regulations and requirements concerning the nature of privileged communication between patients and the contract employees as may be necessary for security and personnel reliability programs. They shall also abide by federal and local regulations concerning the confidentiality of patient records, to include but not limited to the Privacy Act of

1974 and the Health Insurance Portability & Accountability Act (HIPAA) of 1996. All regulations referenced are available for review from the COR, or the CO. All medical records and reports will remain the property of the Government.

7.2 Safety

Contractor Compliance: The contractor and its subcontractors shall comply with Public Law 91-596

(Occupational Safety and Health Act (OSHA)) and the Environmental, Safety, and Occupational Health

(ESOH). These requirements shall be incorporated into the contractor’s safety and health program.

Mishap Notification and Investigation: The contractor and its subcontractors (if applicable) shall promptly report pertinent facts regarding mishaps involving Government property damage or injury to Government personnel and to cooperate in any resulting safety investigation. The contractor shall notify (via telephone) the http://www.whitehouse.gov/OMB/memoranda/fy2006/m06-16.pdf cognizant contracting officer, the contracting officer’s representative, and/or other applicable members within four (4) hours of all mishaps or incidents. The Government person notified by the contractor will in-turn notify the Safety office. Contractor notifications made after duty hours shall be reported to the Safety

Department. If requested by the cognizant contracting officer, the contracting officer’s representative, and/or the cognizant program manager, the contractor shall immediately secure the mishap scene/damaged property and impound pertinent maintenance and training records until released by the investigating safety office. If the Government investigates the mishap, the contractor and the subcontractors shall cooperate fully and assist the Government personnel until the investigation is completed.

Misconduct or Disruption of Services: At any time during the performance period of this contract, the

Contracting Officer or COR may request the Contractor employee be immediately removed from the premises if they determine, at their unilateral discretion, that any of the Contractor employee’s actions or impaired state to be a disruption to the workforce.

Unauthorized Services: The Contractor shall not undertake any action that will increase the price of the contract without the written approval of the Contracting Officer. Any such unauthorized action taken by the contractor or any Contractor employee, which might be construed to be approved by the Government, shall be the responsibility of the Contractor and shall be resolved by the Contractor at no expense to the Government.

Third party claims resulting from such unauthorized actions shall also be resolved by the Contractor without expense to the Government.

Smoking Policies within NIH Campus: The Contractor shall ensure that all employees comply with NIHs

Tobacco Free Campus smoking policies while performing services under this contract. The use of all tobacco products (including cigarettes, cigars, pipes, smokeless tobacco, or other tobacco products) is prohibited at all times in all buildings and on all outside property or grounds, including parking areas on the NIH Bethesda

Campus.

7.3 Personal Appearance:

All Patient Escort/Messenger staff are required to wear a uniform that is provided by the Contractor while on duty. Personnel in uniform will wear the same color and style. NIH must approve the uniform to be worn.

The appearance of uniforms shall be maintained so that all items fit well, are cleaned and pressed.

Patches to indicate the identity of the contract company shall be worn.

An NIH-issued identification name badge shall be worn and visible to occupants at all times.

The cleaning of the uniforms will be the responsibility of the Contractor or Contractor’s employees and not billed to the Government

7.4 Health and Immunization Requirements

Health and Immunization Requirements

Contractors working in the NIH Clinical Center must ensure that they comply with all applicable federal and state government regulations regarding control of infectious diseases in health care facilities.

Contractors should consult the specific regulations for further details, exemptions, documentation, and record-keeping requirements. Contractor requirements include, but are not limited to: Measles, Mumps Rubella

Personnel who have patient contact must demonstrate proof of immunity to measles, mumps and rubella at pre-placement or be immunized with at least two doses of measles, mumps, rubella (MMR) vaccine. The contractor shall keep immunization records or the serologic status of each worker on file (Prevention of

Measles, Rubella, Congenital Rubella Syndrome, and Mumps, 2013: Summary Recommendations of the

Advisory Committee on Immunization Practices (ACIP). MMWR 62(RR04); 1-34.)

Hepatitis B Vaccine Personnel at risk for occupational exposure to blood (human blood, human blood components, and products made from human blood) or other potentially infectious materials shall be offered the hepatitis B vaccine within 10 working days of the initial assignment unless the worker has previously received the complete hepatitis B immunization series, antibody testing has revealed that the worker is immune, or the vaccine is contraindicated for medical reasons. The primary series of three appropriately timed immunizations should be completed as indicated. Personnel who decline the hepatitis B immunization must sign the mandatory declination, as specified in the Occupational Safety and Health Administration

(OSHA) Blood borne Pathogen standard. The contractor shall maintain worker records for at least the duration of employment plus 30 years, in accordance with the standard. (29 CFR Part 1910.1030, OSHA

Occupational Exposure to Blood borne Pathogens)

Universal Precautions Training Personnel at risk for occupational exposure to blood or other potentially infectious materials must receive annual training in universal precautions. For workers in the Clinical Center and/or credentialed to provide patient care, this training is routinely offered by the Hospital Epidemiology

Service. Contractors must either provide annual training to their employees who are at risk for occupational exposure or ensure that they receive training through the Hospital Epidemiology Service. Contractors must maintain training records for three years, according to the standard. (29 CFR Part 1910.1030, OSHA

Occupational Exposure to Blood borne Pathogens)

Occupational Exposures to Blood or other Potentially Infectious Materials Personnel who experience occupational exposure to blood or other potentially infectious materials shall be offered medical evaluation and post-exposure evaluation and follow-up. The contractor shall maintain these records for at least the duration of employment plus 30 years, in accordance with the standard. (29 CFR Part 1910.1030, OSHA

Occupational Exposure to Blood borne Pathogens). The Occupational Medical Service (OMS) provides emergency clinical evaluation and post-exposure treatment to NIH employees, contract personnel, and visitors on campus who report an exposure to potentially infectious materials. Incidents involving exposure to human blood and body fluids must be reported immediately to OMS and their immediate the supervisor. If the exposure involves a primate retrovirus, OMS also offers chemoprophylaxis and serologic monitoring.

Contractors are responsible for follow-up of exposures other than those involving primate retroviruses.

Tuberculosis (TB) Personnel who are at risk for occupational exposure to Mycobacterium tuberculosis (Mtb), the causative agent of TB, shall receive counseling, screening, and evaluation. These workers include: persons who routinely have patient contact or who enter patient rooms, examination or treatment rooms whether occupied or not; persons who are exposed to Mtb in a la boratory or morgue; and persons who work in a nonhuman primate animal care setting. Workers who have positive tuberculin skin test (TST) results or a positive interferon gamma release assay (IGRA), TST or IGRA conversions, or symptoms suggestive of TB should be identified, evaluated for tuberculosis infection, and started on antibiotics if indicated. The results of replacement and, if indicated, periodic TB screening must be kept by the Contractor in a retrievable aggregate database. Contractor data must be reported to the Hospital Epidemiology Service upon request. (Centers for

Disease Control and Prevention. Guidelines for preventing the transmission of Mycobacterium tuberculosis in health-care facilities, 2005. MMWR 54 RR 17)

Every contract employee physically working in the Clinical Center, irrespective of individual risk for occupational exposure to Mtb, must undergo a replacement TST or IGRA; those with positive tests must be evaluated as described above.

Varicella - Personnel who have patient contact must have varicella immune status on file. Those who do not have a clear history of varicella infection (chickenpox) should be tested for varicella immunity. Varicella vaccine should be offered to those who are non-immune. The contractor shall keep records of each workers varicella immune status.

Influenza Personnel who have patient contact must be immunized annually with the influenza vaccine. Those with medical contraindications (severe allergic reaction to the vaccine, severe egg allergy, or a history of

Guillain-Barre syndrome) must submit physician documentation to be exempted from immunization.

Personnel with religious objections to immunization must file a statement to that effect each year in order to decline the vaccine. Records of immunization, declination, or exemption must be kept by the contractor for a period of one year. (Influenza Vaccination of Health-Care Personnel: Recommendations of the Healthcare

Infection Control Practices Advisory Committee (HICPAC) and the Advisory Committee on Immunization

Practices (ACIP). 2006; 55(RR02) 1-16)

Tetanus, Diphtheria, Pertussis A one-time administration of tetanus toxoid, reduced diphtheria toxoid, and acellular pertussis vaccine (Tdap) is strongly encouraged for all contract staff age 19 and older who have not yet received a dose of Tdap. Tdap should be administered regardless of the interval since the last tetanus, or diphtheria toxoid-containing vaccine. (Updated Recommendations for the Use of Tetanus Toxoid, Reduced

Diphtheria Toxoid, and Acellular Pertussis (Tdap) Vaccine in Adults 65 Years and Older Advisory Committee on Immunization Practices (ACIP). 2012. MMWR June 29, 2012/61(25);468-470

Removal/Suspension of Contractor Personnel

Limitation of clinical privileges, as used in this section, refers to a partial withdrawal/reduction of clinical privileges as a result of a determination that, or pending investigation to determine whether, an individual has engaged in unprofessional conduct or substandard medical practice or is incompetent to perform certain medical practices.

The contractor shall not use any individual to provide direct health care services under this contract/task order if that individual, within the past five (5) years: 1) Has had his/her clinical privileges limited, suspended, or revoked by any healthcare authority, facility, public or private, anywhere in the world; 2) Is the subject of a current or pending hearing or appeal brought by any healthcare authority, facility, public or private, anywhere in the world, which may result in the limitation, suspension, or revocation of the individuals’ clinical privileges?

This prohibition does not apply to any individual whose clinical privileges, although originally limited, suspended or revoked by a healthcare authority, facility, were subsequently fully reinstated by the health care facility

The contractor shall not use or submit for clinical privileges an individual who is listed on the Excluded

Parties List System (EPLS) maintained by General Services Administration (GSA); or who is listed on the

Health and Human Services (HHS) list of providers excluded from Federally funded health care programs.

The HHSA list may be found at http://oig.hhs.gov/fraud/exclusions.asp.

Impaired Personnel

The Contractor is required to remove immediately any contractor personnel whose actions or impaired state raises reasonable suspicion that clear and present danger or physical harm exists to a patient, other contractor employees, Government personnel or the impaired individual. If, after any investigation deemed necessary by government representatives and discussions with the contractor's representative, the Contracting Officer conclude that the contract employee’s impairment requires permanent removal from performance under the contract, the

Contracting Officer will notify the contractor that permanent removal is required. In the event of disagreements between the government and the contractor's representative concerning matters of impaired contract employees, the decision of the Contracting Officer will be final. During the period of time between the removal on a suspicion of impairment by government personnel and the final decision of the Contracting Officer, the contractor agrees to provide a backup / replacement contract employees in accordance with the terms of this contract.

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SECTION 8– INSPECTION AND ACCEPTANCE

8.1 - Inspection and Acceptance (Commercial)

Pursuant to 52.212-4, all work described in the statement of work to be delivered under this contract is subject to final inspection and acceptance by an authorized representative of the Government. The authorized representative of the Government is the Government's COR, who is responsible for inspection and acceptance of all services, materials, or supplies to be provided by the Contractor.

SECTION 9 – DELIVERIES OR PERFORMANCE

9.1- Period of Performance

The period of performance shall be for a base period of 12 months and four12-month Option Periods as follows:

Option Period One:

Option Period Two:

Option Period Three:

Option Period Four:

SECTION 10– CONTRACT DATA ADMINISTRATION

10.1 Authorities of Government Personnel

Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of this 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:

The following Contracting Officer and Contract Specialist(s) will represent the Government for the purpose of this contract:

TBD, Contracting Officer

Office of Purchasing and Contracts, CC

TBD, Contract Specialist

Office of Purchasing and Contracts, CC

This contract will be administered by the contract specialist within the Clinical Center, Office of Purchasing and

Contracts, under the supervision of the contracting officer. Changes to the current contract specialist, contracting officer, and contact information for both, will be updated via email or modification to the contract throughout the lifecycle of this contract.

10.2 Contracting Officer’s Representative (COR) Authority

TBD

10 Center Drive;

Bethesda, Maryland 20892-1504

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(a) Performance of work under this contract must be subject to the technical direction of the Contracting

Officer's Representative identified above, or a representative designated in writing. The term "technical direction" includes, without limitation, direction to the contractor that directs or redirects the labor effort, shifts the work between work areas or locations, fills in details and otherwise serves to ensure that tasks outlined in the work statement are accomplished satisfactorily.

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

Officer's Representative does not have authority to issue technical direction that:

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

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

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

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

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

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

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

Officer.

(d) The contractor shall proceed promptly with performance resulting from the technical direction issued by the Contracting Officers, Representative.