Performance Work Statement - RFP 75H70424R00002.pdf

PERFORMANCE WORK STATEMENT

Sources Sought Notice # 75H70424R00002

Section 1: General Information

The IHS Division of Diabetes Treatment and Prevention (DDTP) requires continued services for a warehouse/clearinghouse to warehouse, inventory, and disseminate diabetes treatment and prevention resources for patients and professionals throughout the nation. The resources have been effectively developed and/or acquired by DDTP and marketed to I/T/U customers. They are made available at no cost through an online catalog linked to the DDTP web site. Requests to DDTP for these patient education and professional resource materials have steadily increased in number and volume since DDTP began offering this service in 1997.

The Statement of Work for the Base Year, plus 4 option years includes the following:

1. Warehousing of Materials

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

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

2. Dissemination of Materials to DDTP Customers

a. Utilize DDTP online catalog and order form for receipt of orders.

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

c. Provide DDTP with verification of shipment of orders.

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

3. Inventory Management

a. Maintain data base inventory of all warehoused materials and Eagle Books, including total items available by case and single items, total items distributed and total remaining in stock.

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

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

1.1 Scope of Work

The period of performance for this requirement is a 12-month Base Year plus four 12- month Option Years.

DDTP is requesting a contract for services for a warehouse/clearinghouse to work under the guidance and leadership of the DDTP to warehouse, inventory, and distribute diabetes treatment and prevention resources for patients and professionals throughout the nation.

1.2 Contractor Personnel

1.2.1 Contractor Manager/Project Director

The contractor must provide a contract manager who must be responsible for the performance of the work. The name of this person, and an alternate who must act for the contractor when the manager is absent, must be designated in writing to the contracting officer.

1.2.1.1 The contract manager or alternate must have the full authority to act for the contractor on all contract matters relating to daily operations of this contract.

1.2.2 Program Staff

The contractor must provide program staff to provide the administrative, warehousing, inventory, and shipping aspects of the clearinghouse services.

1.3 Contractor Employees

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

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

1.4 Quality Control

The contractor must provide a quality control plan that contains, at a minimum the methods planned to the control for quality management of warehousing, receiving, and distribution of materials.

1.5 Quality Assurance

1.5.1 Performance Evaluation Meetings

a. Meet quarterly with the COR and DDTP staff to review and discuss inventory management, online catalog of materials, and ongoing procedures for performance of the contract.

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

1.6 Hours of Operation

1.6.1 Normal Hours of Operation

The Warehouse will be open Monday through Friday, except federal holidays. There may be 3 additional holidays as determined at the local setting.

1.6.2 Hours: 7 am to 4 pm Mountain Time

1.7 Records

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

Section 2 Definitions

2.1 General Definitions

Abbreviations

AI/AN = American Indian/Alaska Native

DDTP = Division of Diabetes Treatment and Prevention

IHS = Indian Health Service

ITU = Indian Health Service/Tribal/Urban Programs

QASP= Quality Assurance Surveillance Plan

RFA = Request for Application

SDPI = Special Diabetes Program for Indians

For more information, refer to the IHS Division of Diabetes website:

https://www.ihs.gov/diabetes/

Section 3 Government Furnished Property (GFP) and Services https://www.ihs.gov/diabetes/

No GFP and Services

Section 4 Contractor Furnished Items and Services

No Contractor Furnished Items and Services

Section 5 Specific Tasks

5.1 General Information

The contractor will perform warehouse and distribution services for the provision of efficient and reliable receiving, packaging, mailing, delivery and inventory services so that essential patient and professional education materials are provided to DDTP customers nationwide.

5.1.1 Warehousing of Materials.

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

5.1.2 Dissemination of Materials to DDTP Customers

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

5.1.3 Inventory Management

This function includes maintaining a data base inventory of all warehoused materials, including total items available by case and single items, total items distributed and total remaining in stock.

It also includes reviewing inventory for low stock and fast moving items and advising DDTP of status. (DDTP will be responsible for reordering and reprinting of materials as depletion occurs).

Notification of items that are not moving shall also be provided (DDTP will be responsible for providing direction as to the disposition of the items that do not move).

5.2 Tasks for Base Year and Option Years One, Two, Three, and Four

5.2.1 Warehousing of Materials

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

5.2.1.2 Receive, inventory and warehouse all materials and resources listed in the

DDTP catalog of materials

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

5.2.2 Dissemination of Materials to DDTP Customers

5.2.2.1 Utilize DDTP online catalog and order form for receipt of orders.

5.2.2.2 Fulfill orders and ship materials as ordered and if needed, confirmed by DDTP staff, within a maximum of one week of receipt of orders. Returned mailings will be reported to DDTP for further instruction. Any unusual or unreasonable order requests, such as for a very large quantity or non-standard shipment rate will be reviewed with DDTP before processing.

5.2.2.3 Provide DDTP with verification of shipment of orders.

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

5.2.3 Inventory Management

5.2.3.1 Maintain data base inventory of all warehoused materials, including total items available by case and single items, total items distributed and total remaining in stock.

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

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

Continuation of Ongoing and Prior Activity:

All of the activities to be included in this contract are continuation activities associated with the previous contract. This collaboration for the use of the warehouse and online ordering system and forms for the distribution of resources to DDTP customers is deemed very successful and supportive of ongoing DDTP activities and initiatives. This contract is proposed for the purpose of continuation and expansion of these activities.

Performance Requirements Summary (PRS)

STANDARDS OF PERFORMANCE

Required

Service

Performance

Indicators

Acceptable

Quality

Level (AQL)

Method of

Surveillance

Maximum

Payment % for Meeting AQL

Warehousing of Materials

Warehousing of

Materials is considered successful if:

Materials are received and appropriately stored in the warehouse.

DDTP is provided with monthly reports.

100% compliance

Monthly receiving reports, quarterly meetings, and semi-annual

DDTP inspection of warehouse.

COR will review

Contractor reports, and meet with Contractor quarterly to

Payment will be awarded with successful achievement of

AQLs.

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

90% payment for provision of fewer than 100% of

80% payment for discuss work processes, and will meet with

Contractor semi-annually to view & inspect inventory and warehouse conditions.

materials not received or materials lost or damaged.

Required

Service

Performance

Indicators

Acceptable

Quality

Level (AQL)

Payment % for

Meeting AQL

Dissemination of Materials to

DDTP

Customers

Dissemination of

Materials to

DTP Customers is considered

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

DDTP is provided with monthly reports of

90%

Customer feedback – 90% of customers are surveyed annually.

COR will review reports to review distribution and

Payment will be awarded with successful

100% payment for

90% of orders shipped within 1 week of placing online order and provision of all distributions and costs of freight/postage for distributions.

usage of materials and assure cost effective shipping practices.

75% payment for

>1 week shipment of materials more than 90% of the time.

Required

Service

Performance

Indicators

Acceptable

Quality

Level (AQL)

Payment % for

Meeting AQL

Inventory

Management

Inventory

Management is considered

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

Appropriate levels of materials are warehoused.

COR reviews inventory data base submitted with monthly reports.

COR

will monitor inventory data base submitted with monthly reports and records of other communication with

Contractor regarding inventory and threshold levels of materials.

Payment will be awarded with successful

100% payment for provision of monthly inventory and threshold report.

1. Performance Evaluation – If the contractor fails to perform required services at the acceptable quality level, payment may be withheld until the contractor makes corrections. In the event that the contractor is failing to perform any required services, the COR will provide written notice of such to the DDTP Director, the Contracting Office, and the contractor. The Contracting Office will issue the contractor a Contractor Discrepancy Report (CDR). The contractor shall have 14 calendar days to provide the Contracting Office with their response to the CDR. Upon evaluation of the contractor’s response to the CDR for tasks surveilled, the contractor’s payment for the month in which the performance in question occurred will be calculated as outlined below.

2. Contractor Payment – If the contractor fails to perform required services at the acceptable quality level, payment may be withheld until contractor makes corrections. If deviations continue after 6 months, then payment may be reduced an additional 5% if compliance is < 90%, reduced 10% if compliance is < 80%. If performance is below numerical standards, details will be recorded on “past performance report card.” If performance is below standard for 2 quarters in a row, Government oversight or contractor reporting will be increased and payments with continue to be withheld until the COR determines that required services are provided at the acceptable quality level. The COR is responsible for documenting and communicating performance deviations, corrective actions, and performance improvements to the DDTP Director, the Contracting Office, and the contractor.

3. Example of Payment Computation

For this example, assume the following 1) monthly reports are not provided at the 100% compliance level to DDTP as specified; 2) 25% of reports are not provided: 3)

a) Maximum Payment Per Month for all Services $ 22,417

b) Maximum Payment Percentage for the Required Service x 5%

c) Maximum Payment for Acceptable Performance $ 1,121

d) Percentage of Service Not Completed at Acceptable Level x10%

e) Payment for Percentage of Acceptable Service $ 1,010

*Values above are not reflective of estimated contract pricing.

DELIVERABLES

Product Form When How

Monthly Reports Written report for DDTP summarizing materials shipped in fulfillment of orders

Monthly – by the

10th day of each

Submit to DDTP

Director and placed, materials received, and inventory issues including items falling below threshold levels and items not moving. Report will also include overview of costs for the month along with invoice for costs.

month for the prior month.

COR by Email

Inventory (Data Base) Written Data Base with complete and current inventory of warehoused materials.

Monthly Report and Annual Summary

Submit to DDTP

Director and

COR by Email

Distribution List Written Data Base itemizing customers, addresses, order volume, and cost for shipping materials.

Monthly Report and Annual Summary

Submit to DDTP

COR by Email

REQUIRED REPORTS

Product Form When How

Monthly Reports Written report for DDTP summarizing materials shipped in fulfillment of orders placed, materials received, and inventory issues including items falling below threshold levels and items not moving. Report will also include overview of costs for the

Monthly – by the

10th day of each month for the prior month.

Submit to DDTP month along with invoice for costs.

Inventory (Data Base) Written Data Base

With complete and current inventory of warehoused materials.

Monthly Report and Annual Summary

Submit to DDTP

Director and

COR by Email

Distribution List Written Data Base itemizing customers, addresses, order volume, and cost for shipping materials.

Monthly Report and Annual Summary

Submit to DDTP