RFP 75H70421R00010 Health Coaching.pdf

National Health Coaching Training Pilot in accordance with the SOO

Base Year Period of Performance: 01/20/2021 to 01/19/2022

Option Year One Period of Performance: 01/20/2022 to 01/19/2023

Option Year Two Period of Performance: 01/20/2023 to 01/19/2024

Option Year Three Period of Performance: 01/20/2024 to 01/19/2025

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Indian Health Service

Request for Proposal

For

National Health Coaching Training Pilot

(RFP) 75H70421R00010

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

Proposal must be received by the Government no later than the local time on the Due Date stated in the table below.

Issue Date: December 23, 2020

Due Date: January 11, 2021

Time: 3:00 pm EST

Points of Contact:

Cole Cook

(580) 695-8291 Cole.Cook@ihs.gov Crystal Showell

(301) 491-0307 crystal.showell@ihs.gov mailto:Cole.Cook@ihs.gov mailto:crystal.showell@ihs.gov

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SECTION B – PRODUCTS OR SERVICES AND PRICES/COSTS

B.1. CONSIDERATION

The Contractor shall provide the commercial services described in Section C, Description/ Specifications/Statement of Objectives (SOO). Except as otherwise specified in the contract, the Contractor shall furnish the necessary personnel, equipment, materials, services, and otherwise do all things necessary for the performance of the work set forth herein.

B.2. CONTRACT PRICING

The Indian Health Service (IHS) is planning to issue a firm-fixed price contract vehicle as a result of this solicitation. You are invited to submit a written proposal utilizing the below Schedule of Prices for the services specified in Section C, under Request for Proposal (RFP) 75H70421R00010.

Schedule of Prices

Period of Performance: Base & Three Option Years

CLINs

RFP CLIN Description Quantity Unit Unit Price Total Price

Base Period

0001 Environmental Scan (Development & Implementation) 12 MO

0002 Development of Marketing & Promotion Materials

1 EA

0003 Development of Program Evaluation 1 EA

0004 Travel Travel See B.3.

N/A

NTE Contractor’s Cost

BASE YEAR

TOTAL PROPOSED AMOUNT

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Option Year One Period 0001 Training Program 1 EA 0002 Trainer #1 348 HR 0003 Trainer #2 348 HR

0004 Training Material Per Student Curriculum Set – Print & Ship 50 EA

0005 Program Implementation TA 20 Hours 11 Months

0006 Data Analysis and Evaluation 12 MO

0007 Environmental Scan (Development & Implementation) 12 MO

Development of Marketing & Promotion Materials 1 EA

0009 Travel Travel

OPTION YEAR ONE

TOTAL PROPOSED AMOUNT

Option Year Two Period 0001 Training Program 1 EA 0002 Trainer #1 348 HR 0003 Trainer #2 348 HR

0004 Training Material Per Student Curriculum Set – Print & Ship

50 EA

0005 Program Implementation TA 20 Hours MO 0006 Data Analysis and Evaluation 12 MO

0007 Environmental Scan (Development & Implementation) 12 MO

Development of Marketing & Promotion Materials 1 EA

0009 Travel Travel

OPTION YEAR TWO

TOTAL PROPOSED AMOUNT $

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Option Year Three Period

Training Program Results & Findings Review 1 EA

0002 Data Analysis and Evaluation 12 MO

0003 Environmental Scan (Development & Implementation)

12 MO

0004 Travel Travel

OPTION YEAR THREE

TOTAL PROPOSED AMOUNT $

*Estimated quantities may change upon program needs.

B.3. TRAVEL LINE ITEMS

Travel Line items shall be treated as part of the effort for the purposes of this contract and shall be handled in the following manner.

The Contractor shall be reimbursed for travel costs in accordance with FAR 31.205-46.

Local. The cost of local travel, meal, and/or incidental expenses cost will not be reimbursed for Contractor performance when involving local travels.

Non-local. In the event that non-local travel is required, the Government will reimburse the cost via appropriate contract line item.

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SECTION C – STATEMENT OF OBJECTIVES (SOO)

Indian Health Service

Health Coaching Training Pilot Program

Introduction and Background

The American Indian and Alaska Native (AI/AN) people have long experienced lower health status when compared with other Americans. Lower life expectancy and the disproportionate disease burden exist perhaps because of inadequate education, disproportionate poverty, discrimination in the delivery of health services, and cultural differences. These are broad quality of life issues rooted in economic adversity and poor social conditions. In addition, AI/AN populations continue to die at higher rates than other Americans in many categories, including chronic liver disease and cirrhosis, diabetes mellitus, unintentional injuries, assault/homicide, intentional self-harm/suicide, and chronic lower respiratory diseases.

Given the higher health status enjoyed by most Americans, the lingering health disparities of AI/AN populations are troubling. In trying to account for the disparities, the Division of Clinical & Community Services (DCCS) Health Education program is looking at the inclusion of health and wellness coaching (HWC) as a way for improving health status evidenced from the following:

• Recognition of a shift in leading causes of death and disability from acute disease to chronic conditions, which requires increased individual involvement in prevention and recognition of illness;

• Growing awareness among health professions that many health problems such as smoking, poor nutrition, overweight, lack of exercise, abuse of drugs and alcohol, are both environmental and behavior patterns and lifestyle choices;

• Concern about the high cost of health care which has resulted in efforts to recognize and prevent health problems and to promote more effective planning and use of health care resources as ways of achieving savings to obtain maximum benefit from expenditures;

• Recognition by health care providers that improved communication and understanding support patients/clients towards autonomy for both personal and community health.

The Health and Wellness Coaching (HWC) field is an emerging discipline championing healthy behavior change as a means of averting or mitigating chronic lifestyle related diseases. Health and wellness coaching is rapidly emerging as an adjunct treatment for lifestyle diseases, which collectively are the greatest causes of morbidity and mortality in the developed world. The HW Coach holds great potential for advancing healthy behavior change and stemming the rising tide in prevalence of chronic disease.

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1.0 Purpose

The purpose of this contract is to secure a contractor with the expertise to develop an IHS-specific national health coaching training pilot for the IHS community and clinical health professionals.

The pilot program will require the contractor to assess the feasibility of, design the pilot, implement the IHS-specific courses as part of nationally recognized existing curriculum, launch pilot trainings to 2 cohorts of 50 participants each (100 total participants), and evaluate training session pilots.

Contractor will also be required to: 1) build capacity across the IHS health care system, and 2) to establish a health and wellness coach and behavior change approach for facilitating and educating healthy behaviors through self-management of care at the clinical and community levels.

All final compendium of training materials will be included in the DCCS Health Education Program that will be provided the by contractor. Training materials will be shared with the Office of Clinical & Preventive Services and DCCS authorities to encourage wide-scale implementation of the National Health Coaching Training Pilot.

2.0 Scope

The contractor shall provide all labor, supervision, and other resources required to develop and conduct the DCCS Health Education Program National Health Coaching Training Pilot.

Contractor shall recruit participants and manage logistics. This includes planning all aspects of the training compendium curriculum and implementation (includes timeline for training, personnel, sites, and follow up). The term curriculum refers to the subcomponents of materials, tools, content, printed materials, and learning activities. The Health Education Program National Health Coaching Training pilot shall include an overarching strategy with each cohort consisting of training curriculum, roll-out plan, project timelines (schedule, dependencies, milestones), staff training, implementation methodologies, (virtual, health study modules, video presentations, experiential learning activities, etc.), and to include evaluation design, development, implementation and assessment specific to annual program pilot components (i.e., participant perceptions, organizational readiness, health outcomes and program outputs). Educational content shall be created with transferability for inclusion in other IHS educational offerings (e.g., sub-modules on specific cross-related topics). Corresponding supplemental content will be available to AI/AN populations in print and web-based formats that will enhance learning application.

3.0 Performance Objectives

3.01 Development of Health Coaching Pilot

• Develop and conduct assessment of IHS, Tribal, and Urban (I/T/U) Indian healthcare programs’ readiness and identify strategies to effectively implement health/wellness coach training across IHS in alignment with the IHS Strategic Plan (2019-2023).

• Develop comprehensive compendium tailored to program objectives of the CHR Program, including training needs of CHRs working within and between Tribal communities, and the health and social systems that communities engage with.

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• Develop comprehensive compendium tailored to program objectives of the Health Education Program including training needs of health educators to ensure training delivery of health and wellness coach Inter-professional training. All health and wellness training materials must meet standards of National Board for Health and Wellness Coaching (NBHWC) organization as a permanent approved program.

• Develop case-based training program for community and health professionals; targeting delivery of patient education and behavior change.

• Develop comprehensive evaluation plan and delivery reflecting integration of industry measures, IHS strategic plan, patient education, patient engagement strategies, behavior change processes in accordance with internal DCCS team and stakeholders.

3.02 Phase I: (Base Year) Planning

• Assessment and development phase – environmental scan and identification of existing and new training materials related to agreed upon needs assessment. Training materials endorsed from the National Board for Health & Wellness Coaching (NBHWC) organization as a permanent approved program.

o Identify criteria indicators for environmental scan o Consideration of community readiness model o Create rollout, recruitment, and buy-in o Community readiness plans/assessments enacted

Support of sponsor organizations documented o Identify resource materials to support behavior change, core coach training, group practice and learning, skills application and assessment, and certification pathway towards NBHWC credential o Develop marketing and promotion materials, blogs, campaigns for recruitment o Develop strategies to effectively implement national health coaching training pilot across IHS o Consideration of IHS Strategic Plan (2019-2023) o Patient Centered Medical Home (PCMH) alignment o Provide research/exploration advisement and outcome development for specialized strategies to integrate public health and medical model of health o Consideration of AI/AN cultural environment o Social determinants of health topics o Integration of Billing and Coding, 3 CPTS Level III codes o Development of program evaluation plan for each year/phase.

o Evaluation to include formative, developmental, theories of change specific to design, development, implementation and assessment for annual program pilot components (i.e., logic model design, participant perceptions, organizational readiness, cross discipline integration, health outcomes and program outputs)

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3.03 Phase II: Implementation of Health Coaching Pilot

• Deliver (two) one-year each cohort-based health coaching pilots targeting the healthcare setting and community setting. Training sessions based on the government approved IHS-specific health coaching training program for health education professional’s and community health representatives; includes identification and recruitment of 50 total participants per cohort (25 health educator/providers and 25 community health representatives).

• Option Year 1 & 2: Implementation Pilot training phases for clinical and community health professionals (25-educators and 25- CHW/CHRs).

- Option Year 1:

o Training delivery targeting health educators/providers working in healthcare setting to develop knowledge and skills using health coaching training approaches (include health, wellness and behavior change concepts) to include training, group practice and learning, skills application and assessment, and certification pathway towards National Board Certification) (25-educators) o Training delivery targeting community health representatives working in community setting to develop knowledge and skills using modified health coaching training approaches (include health, wellness and behavior change concepts) to include training, group practice and learning, skills application and assessment. (25-CHW/CHRs) o Provide case-based learning – monthly group calls o Program Evaluation (see base year)

- Option Year 2: Repeat of Pilot year 1 (new cohort training group) o Continued case-based learning for all participants during option years

• Improving Health Status o Championing healthy behavior change o [Health Promotion/Health Education] approach to promoting patients self-management of health care o Utilize cutting-edge educational learning paradigms, adult learning principles, and experiential learning activities to optimize learning and knowledge transfer.

3.04 Phase III: Option Year 3 CLINS & Evaluation of Program

Part A:

• Program Evaluation o Quantitative and qualitative evaluation with recommendations for the long-range goal.

o Recommendations for future enhancements with Quality Improvement (coding, billing, educator efficacy, patient satisfaction) o Readiness of 3rd party billing to offset health coaches in I/T/U organizations

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Part B:

• Future scope for integration of IHS/DCCS Health Education Program targeting Health and

Wellness Coaching and Community-based Wellness Coaching o Compilation of health and wellness coaching curriculum for Health Education Program coaching roll-out o Compilation of Community-based wellness coaching training delivery for Community Health CHR Program roll-out

• Develop an IHS-specific health and wellness coach and community-based coaching training program for IHS community and health professionals upon completion and findings of pilot cohorts.

3.05 Performance Work Statement

Offeror will draft the Performance Work Statement (PWS) for this requirement. It shall describe the work in terms of the required results and enable assessment of work performance against measurable performance standards. The PWS must be submitted with proposal and finalized at award. This deliverable shall include:

• A Project Management Plan, with progress reports.

• A proposed Quality Control Plan that defines responsibilities, timeline, risk mitigation plans the project management plan.

3.06 Quality Assurance Surveillance Plan (QASP)

Offeror will draft the Quality Assurance Surveillance Plan (QASP) to coincide with the PWS. The QASP establishes the methodology the government will use to monitor and evaluate contractor performance and ensure the objectives of the contract are met. Each element of the QASP must be tied to the specific objectives from the government’s performance requirements within the SOO.

The QASP must be submitted with proposal and finalized after award. This deliverable shall include:

• The applicable performance metrics

• A summary of the efforts/outputs to be surveilled, including identification of the specific

PWS paragraph or section addressed by each surveillance activity.

• The methodology used to evaluate performance.

• Performance incentives and disincentives

• The personnel responsible for the performance objective.

4.0 Type of Contract Contemplated

This will be a firm fixed-price (FFP) contract.

5.0 Period of Performance

The period of performance of this contract is One (1) 12-month base period and three (3) 12-month option periods.

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6.0 Place of Performance

Indian Health Service federal and tribally managed locations to be determined from contractor’s community analysis. Due to COVID-19, the government anticipates that during the base year of the contract, most work including training will be performed offsite and all training will be conducted in a virtual learning format.

7.0 Government Information

The government has unlimited rights to all data documents and materials produced under this contract. All documents and materials collected or produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Contractor.

8.0 Program Objectives and Requirements

Objective 1: Develop the Performance Work Statement (PWS).

Objective 2: Develop the Quality Assurance Surveillance Plan (QASP).

Objective 3: Develop the Quality Control Plan.

3.1 Government reserves the right to modify the proposed QASP prior to and after award.

Objective 4: Develop a National Health Coaching Training Pilot that aligns with Indian Health Service strategic plan and the National Board of Health and Wellness Coaching criteria.

4.1 Contractor shall develop marketing and promotion materials, blogs, campaigns for recruitment

4.2 Contractor will have NBHWC program certification and insure certification is up to date.

4.3 Contractor will develop evaluation plan

4.3.1 Contractor will develop a satisfaction survey for all participants after the training.

Objective 5: Implement the Health Coaching Pilot

5.1 Contractor shall implement (two) one year cohort-based health and wellness and community-based training sessions based on government approved IHS-specific health coaching training programs for healthcare and community-based health professionals.

5.2 Contractor shall provide monthly group calls for case-based learning

5.3 Contractor shall provide monthly group calls for planning, updating IHS DCCS program staff.

5.4 Contractor shall provide monthly reports to COR and PM program team.

5.4.1 The monthly report should include but not limited to: How the contractor met the SOW, key activities, Changes in staffing, budget status, schedule of deliverables with expanded narrative summary, challenges and mitigation, and contract summary.

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Objective 6: Evaluate the Health Coaching Pilot

6.1 Contractor will develop, design and implement a mixed methods evaluation report for long-range assessment.

6.2 Contractor will provide recommendations for Quality Improvement activities related to coding, billing, patient satisfaction, and readiness of 3rd party billing to offset health coaches in I/T/U organizations.

6.3 Contractor will provide a compendium of health and wellness coaching curricula for Health Education Program future programming.

6.4 Contractor will provide a compendium of community-based health coach training for Community Health CHR program.

6.5 Contractor will provide a yearly report to COR and PM program team

6.5.1 The yearly report should include but not limited to: How the contractor met the SOW, key activities, Changes in staffing, budget status, schedule of deliverables with expanded narrative summary, challenges and mitigation, and contract summary.

9.0 Table 1: Schedule of Deliverables

SOO

Reference

Description Delivery Schedule

OR

Period of Performance

Delivery Method Destination, Place of Performance

OR

Delivery To

Task 3.05 Performance Work Statement

(PWS)

With Submission of Proposal

With Submission of Proposal

Contractor’s Facility

Task 3.05 Quality Control Plan/Project Management Plan

With Submission of Proposal

With Submission of Proposal

Contractor’s Facility

Task 3.06 Quality Assurance Surveillance Plan

(QASP)

With Submission of Proposal

With Submission of Proposal

Contractor’s Facility

N/A Post Award Conference/Kick-off Meeting

No later than 7 days after contract award

Virtual /Teleconference Platform

Virtual /Teleconference Platform

Task 3.02 Environmental Scan (Development & Implementation)

Base & All Option Years

Via electronic mail (e-mail) transaction

Deliver Assessment and Evaluation Reports to Project Officer (PO), COR, and CO

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Task 3.02 Development of Marketing & Promotion Materials

All Phases, Base Year, & Option Years One & Two

Via electronic mail (e-mail) transaction, hand deliver, or postal mail

Deliver Materials to Project Officer (PO), COR, and CO

Task 3.02 Development of Program Evaluation

Phase I, Base Year

Via electronic mail (e-mail) transaction

Deliver Materials to Project Officer (PO), COR, and CO

Task 3.03 Cohort-based Health and Wellness and Community-based Training

Phase II, Option Years One & Two

TBD due to Covid 19 TBD due to Covid 19

Task 2.4 Status Reports Monthly Via electronic mail (e-mail) transaction

Deliver to Project Officer, COR and CO in Word for PDF form

Task 1.2 and Task 1.2.1

Program Evaluation

Phase III - Monthly

Via electronic mail (e-mail) transaction

Deliver Assessment and Evaluation Reports to Project Officer (PO), COR, and CO

Task 3.5 Participant’s Data 12 Months after award of base period and award of any exercised Option Periods

Via electronic mail (e-mail) transaction

Deliver Training documents and materials for each of the 50 participants to the COR and PO. File should be in PDF format.

8.0 Objective 4

Satisfaction Survey

Phase II, Option Year One

Via electronic mail (e-mail) transaction

Deliver surveys to the COR and PO

8.0 Objective 6

Yearly Report 12 Months after award of base period and award of any exercised Option Periods

Deliver via electronic mail (e-mail)

Deliver to the COR and PO

10.0 – Quality Assurance Surveillance Plan (QASP)

Contractor shall submit a Quality Assurance Surveillance Plan (QASP) in concurrence with the PWS to be developed and submitted with the proposal, with specific key performance indicators and acceptable quality standards to meet all task area requirements with proposal. The Government will review and determine the acceptability of the QASP proposed by the Contractor. At least one performance measure and acceptable quality level must be included for each major Task Area.

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The contractor will be evaluated in accordance with the following:

1. PURPOSE

The Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated 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.

The 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.

The QASP is a “living document” and the Government may review and revise it on a regular basis.

However, the Government shall coordinate changes with the contractor through contract modification. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

2. GOVERNMENT ROLES AND RESPONSIBILITIES

The following personnel shall oversee and coordinate surveillance activities.

a. Contracting Officer (CO) – The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

b. Contracting Officer’s Representative (COR) – The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COR shall keep a quality assurance file. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

3. CONTRACTOR REPRESENTATIVES

The following employee(s) of the contractor serve as the contractor’s program manager(s), key personnel for this contract.

Primary:

Alternate:

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4. PERFORMANCE STANDARDS

The contractor is responsible for performance of ALL terms and conditions of the contract. CORs will provide contract progress reports quarterly to the CO reflecting performance on this plan and all other aspects of the resultant contract. The performance standards outlined in the QASP shall be used to determine the level of contractor performance in the elements defined. Performance standards define desired services. The Government performs surveillance to determine the level of Contractor performance to these standards.

The Performance Requirements are listed below in Section 5. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the standard and assign a rating. At the end of the performance period, these ratings will be used, in part, to establish the past performance of the contractor on the contract.

5. METHODS OF PERFORMANCE SURVEILLANCE

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of performance surveillance and evaluation.

a. DIRECT OBSERVATION. 100% surveillance:

b. PERIODIC INSPECTION. Inspections scheduled and reported quarterly per COR delegation or as needed. (As an example, ten (10) randomly selected files will be reviewed per inspection period.

All inspections and reports will be conducted in compliance with IHS Privacy and Information security standards.)

c. VALIDATED USER/CUSTOMER COMPLAINTS.

d. RANDOM SAMPLING. (As an example, ten (10) randomly selected files will be reviewed per quarter. All reviews and reports will be conducted in compliance with IHS Privacy and Information security standards.)

e. Verification and/or documentation provided by Contractor.

6. RATINGS

Metrics and methods are designed to determine rating for a given standard and acceptable quality level. The following ratings shall be used:

EXCEPTIONAL: Performance meets contractual requirements and exceeds many to the Government’s benefit. The contractual performance of the element or sub-element being assessed was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective.

To justify an Exceptional rating, you should identify multiple significant events in each category and state how it was a benefit to the GOVERNMENT. However a singular event could be of such magnitude that it alone constitutes an Exceptional rating. Also there should have been NO significant weaknesses identified.

VERY GOOD: Performance meets contractual requirements and exceeds some to the Government’s

75H70421R00010 Page 16 of 38 benefit. The contractual performance of the element or sub-element being assessed was accomplished with some minor problems for which corrective actions taken by the contractor were effective.

To justify a Very Good rating, you should identify a significant event in each category and state how it was a benefit to the GOVERNMENT. Also there should have been NO significant weaknesses identified.

SATISFACTORY: Performance meets contractual requirements. The contractual performance of the element or sub-element contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

To justify a Satisfactory rating, there should have been only minor problems, or major problems the contractor recovered from without impact to the contract. Also there should have been NO significant weaknesses identified.

MARGINAL: Performance does not meet some contractual requirements. The contractual performance of the element or sub-element being assessed reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear only marginally effective or were not fully implemented.

To justify Marginal performance, you should identify a significant event in each category that the contractor had trouble overcoming and state how it impacted the GOVERNMENT. A Marginal rating should be supported by referencing the management tool that notified the contractor of the contractual deficiency (e.g. Management, Quality, Safety or Environmental Deficiency Report or letter).

UNSATISFACTORY: Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the element or sub-element being assessed contains serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

To justify an Unsatisfactory rating, you should identify multiple significant events in each category that the contractor had trouble overcoming and state how it impacted the GOVERNMENT.

However, a singular problem could be of such serious magnitude that it alone constitutes an unsatisfactory rating. An Unsatisfactory rating should be supported by referencing the management tools used to notify the contractor of the contractual deficiencies (e.g. Management, Quality, Safety or Environmental Deficiency Reports, or letters).

7. DOCUMENTING PERFORMANCE

a. The Government shall document positive and/or negative performance. Any report may become a part of the supporting documentation for any contractual action and preparing annual past performance using CONTRACTOR PERFORMANCE ASSESSMENT REPORT (CPAR).

b. If contractor performance does not meet the Acceptable Quality level, the CO shall inform the

75H70421R00010 Page 17 of 38 contractor. This will normally be in writing unless circumstances necessitate verbal communication.

In any case the CO shall document the discussion and place it in the contract file. When the COR and the CO determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to CO. The CO will in turn review and will present to the contractor's program manager for corrective action.

Notice to offerors:

All information and data related to this project that the Contractor gathers or obtains shall be both protected from unauthorized release and considered the property of the government. The Contracting Officer will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this contract. Press releases, marketing material, or any other printed or electronic documentation related to this project, must not be publicized without the written approval of the contracting officer.

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SECTION D – PACKAGING AND MARKING

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SECTION E – INSPECTION AND ACCEPTANCE

E.1 INSPECTION AND ACCEPTANCE

a. All work under this contract is subject to inspection and final acceptance by the Contracting Officer or the duly authorized representative of the Government.

b. The Government’s Contracting Officer’s Representative (COR) is the duly authorized representative of the Government and is responsible for inspection and acceptance of all items to be delivered under this contract.

c. Inspection and acceptance of the Contractor’s performance shall be in accordance with applicable FAR clauses.

E.2 APPROVALS BY THE CONTRACTING OFFICER’S REPRESENTATIVE (COR)

All items to be delivered to COR will be deemed to have been approved thirty (30) calendar days after date of delivery, except as otherwise specified in this contract, if written approval or disapproval has not been given within such period. The COR’s approval or revision to the items submitted shall be within the general scope of work stated in this contract.

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SECTION F – DELIVERIES OR PERFORMANCE

F.1 PERIOD OF PERFORMANCE (POP)

The period of performance of this contract is One (1) 12-month base period and three (3) 12-month option periods.

F.2. POST-AWARD CONFERENCE/PERIODIC PROGRESS MEETING

The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The CO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance.

F.3. DELIVERABLES SCHEDULE

See Page 12.

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SECTION G – CONTRACT ADMINISTRATION DATA

G.1. AUTHORITIES OF GOVERNMENT PERSONNEL

Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, the administration of the contract will require coordination between the Government and the Contractor. The following individuals will be the Government’s points of contact during performance of the contract.

G.1.1 Contracting Officer (CO) All contractual actions shall be authorized by:

Cole Cook Indian Health Service, HQ Division of Acquisition Policy 5600 Fishers Lane, Mail Stop 09E32 Rockville, MD 20857 Phone: (580) 695-8291 Email: Cole.Cook@ihs.gov

G.1.2 Contracting Officer's Technical Representative (COR)

Michelle Archuleta Indian Health Service, HQ Division of Clinical and Community Services 5600 Fishers Lane, Mail Stop 10E49 Rockville, MD 20857 Phone:

Email:

G.1.3 Technical Monitoring

a) Performance of work under this contract must be subject to the technical direction of the COR identified above, or a representative designated in writing. The term “technical direction” includes, without limitation, direction to the contractor that directs or redirects the labor effort, shifts the work between work areas or locations, fills in details and otherwise serves to ensure that tasks outlined in the work statement are accomplished satisfactorily.

(b) Technical direction must be within the scope of the specification(s)/of the Statement of Objectives.

The Contracting Officers’ Representative does not have authority to issue technical direction that:

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

(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;

mailto:Cole.Cook@ihs.gov

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(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.

G.2. INVOICE SUBMISSION

The Contractor shall submit invoices once per month. A complete invoice with required information shall be sent electronically, via email, to:

1. Contracting Officer: cole.cook@ihs.gov

2. Contracting Officer’s Representative (COR): michelle.archuleta@ihs.gov

3. Office of Finance and Accounting (OFA): HQInvoices@ihs.gov

* No other non-invoice related documents (i.e. deliverables, reports, balance statements) should be included in the invoice submission. Failure to submit directly to the offices listed above will delay prompt payment of your invoice.

For invoices submitted by email: the subject line of each email invoice submission shall contain the contractor name, DUNS, contract/task order number, and unique invoice number. The Contractor shall send one email per contract/order per month. The email may have multiple invoices for the contract. Invoices must be in one of the following formats: PDF, or Word.

All information set forth in FAR Clause 52.212-4(g), Invoice, must be included in all invoices for it to constitute a proper invoice.

FAR 52.212-4(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include --

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a mailto:cole.cook@ihs.gov mailto:michelle.archuleta@ihs.gov

75H70421R00010 Page 23 of 38 proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer— System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by

EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

G.3 USE OF GOVERNMENT DATA

a. Any data given to the Contractor by the Government shall be used only for the performance of the contract unless the Contracting Officer specifically permits another use, in writing. Should the Contracting Officer permit the Contractor the use of Government-supplied data for a purpose other than solely for performance of this contract and, if such use could result in a commercially viable product, the Contracting Officer and the Contractor must negotiate a financial benefit to the Government. This benefit should most often be in the form of a reduction in the price of the contract; however, the Contracting Officer may negotiate any other benefits he/she determines is adequate compensation for the use of these data.

b. Upon the request of the Contracting Officer, or the expiration date of this contract, whichever shall come first, the Contractor shall return or destroy all data given to the Contractor by the Government. However, the Contracting Officer may direct that the data be retained by the Contractor for a specific period of time, which period shall be subject to agreement by the Contractor. Whether the data are to be returned, retained, or destroyed shall be the decision of the Contracting Officer with the exception that the Contractor may refuse to retain the data. The Contractor shall retain no data, copies of data, or parts thereof, in any form, when the Contracting Officer directs that the data be returned or destroyed. If the data are to be destroyed, the Contractor shall directly furnish evidence of such destruction in a form the Contracting Officer shall determine is adequate.

G.4 DISSEMINATION, PUBLICATION AND DISTRIBUTION OF

INFORMATION

a. Data and information either provided to the Contractor, or to any subcontractor or generated by activities under this contract or derived from research or studies supported by this contract, shall be used only for the purposes of the contract. It shall not be duplicated, used or disclosed for any purpose other than the fulfillment of the requirements set forth in this contract. This restriction does not limit the contractor's right to use data or information obtained from a non-restrictive source. Any questions concerning "privileged information" shall be referred to the Contracting Officer.

b. Some data or information may require special consideration with regard to the timing of its disclosure so that preliminary findings which could create erroneous conclusions are not simulated.

Also, some data or information, which relate to policy matters under consideration by the Government, may also require special consideration with regard to the timing of its disclosure so

75H70421R00010 Page 24 of 38 that the open and vigorous debate, within the government, of possible policy options is not damaged.

c. Any questions about use or release of the data or information or handling of material under this contract shall be referred to the Contracting Officer who must render a written determination. The Contracting Officer's determinations will reflect the results of internal coordination with appropriate program and legal officials.

d. Written advance notice of at least forty-five (45) days shall be provided to the Contracting Officer of the Contractor's desire to release findings of studies or research or data or information described above. If the Contractor disagrees with the Contracting Officer's determination, and if this disagreement cannot be settled by the Contractor and the Contracting Officer in a mutually satisfactory manner, then the issue will be settled pursuant to the "Disputes" clause.

e. Any presentation of any report, statistical or analytical material based on information obtained from this contract shall be subject to review by the COR before dissemination, publication, or distribution. Presentation includes, but is not limited to, papers, articles, professional publications, speeches, testimony or interviews with public print or broadcast media. This does not apply to information that would be available under the Federal Freedom of Information Act.

f. The COR’s review shall cover accuracy, content, manner of presentation of the information, and also the protection of the privacy of individuals. If the review finds that the Privacy Act is or may be violated, the release/use of the presentation shall be denied until the offending material is removed or until the Contracting Officer makes a formal determination, in writing, that the privacy of individuals is not being violated.

g. If the review shows that the accuracy, content, or manner of presentation is not correct or is inappropriate in the light of the purpose of the project, the COR shall immediately inform the Contractor, in writing, of the nature of the problem. If the Contractor disagrees, the COR may insist that the presentation contain, in a manner of equal importance, materials which show the government's problem with the presentation.

75H70421R00010 Page 25 of 38

SECTION H– SPECIAL CONTRACT REQUIREMENTS

H.1. MANDATORY TRAINING FOR ALL CONTRACT PERSONNEL

"PROTECTING CHILDREN FROM SEXUAL ABUSE BY HEALTH CARE PROVIDERS"

All contractor staff assigned to this contract shall take the training that is available via IHS website, https://www.ihs.gov/sexualabuseprevention/training/, on protecting children from sexual abuse by health care providers, within 30 days from the contract award date, and yearly thereafter.

Furthermore, all the new hires will complete the training no later than 30 days after the assignment to the contract, throughout the contract period. This annual training covers the IHS Indian Health Manual Part 3 Chapter 20 policy that provides professional standards and guidance to protect against sexual abuse or exploitation of children by health care providers. The training covers what all IHS federal and contractor staff need to know about their critical role in preventing sexual abuse of children.

Anyone with knowledge or suspicion of child abuse has a responsibility to report the information to local law enforcement; the IHS Headquarters Division of Personnel Security and Ethics; or the HHS Office of the Inspector General. IHS health care practitioners, administrators and other personnel including the contractor staff have a legal duty to report known or suspected abuse. When reporting suspected child abuse case, the informer can be confident that The IHS Leadership will take the allegations seriously and without reprisal.

No later than ________________ (30 days after the award date), please respond to the Contracting Officer via email with a completion status on behalf of all contractor staff assigned under the contract# _________________. This completion status shall be submitted to the Contracting Officer within 30 days of each option period start date.

H.2. RECORDS MANAGMEENT AND RETENTION

The Contractor (and/or any subcontractor) shall maintain all information in accordance with Executive Order 13556 -- Controlled Unclassified Information, National Archives and Records Administration (NARA) records retention policies and schedules and HHS/IHS policies and shall not dispose of any records unless authorized by HHS/IHS.

In the event that a contractor (and/or any subcontractor) accidentally disposes of or destroys a record without proper authorization, it shall be documented and reported as an incident in accordance with HHS/IHS policies.

H. 3 CONTRACTOR PERFORMANCE EVALUATION REPORT

Contractor performance will be evaluated pursuant to FAR Subpart 42.15. This evaluation shall become a part of the contract file and shall be used as past performance information in evaluating the Contractor’s, and any significant subcontractors’ or affiliates, past performance on future contracts. Contractor Performance Assessment Report System (CPARS) is an on-line reporting system http://www.cpars.csd.disa.mil/cparsmain.htm. The Contractor Performance Report is completed by the Project Officer electronically and sent to the Contractor for review and approval at http://www.cpars.csd.disa.mil/cparsmain.htm

75H70421R00010 Page 26 of 38 the end of each performance period as an interim report and at the end of the contract performance as a final report. After review by the Contracting Officer, the report becomes a permanent record of the Contractor’s past performance.

H.4 BUSINESS ETHICS, CONFLICT OF INTEREST AND COMPLIANCE (DEC

2015)

It is imperative that the Contractor and the services provided under this contract be free, to the greatest extent possible, of all Organizational and Personal Conflicts of Interest. In this clause, all references to Organizational and/or Personal Conflicts of Interests will be referred to individually or collectively, as the text justifies, as Conflicts of Interest (COI). Except as provided below, the Contracting Officer shall not maintain a contract with a Contractor that the Contracting Officer determines has, or has the potential for, an unresolved COI. However, in accordance with FAR

9.503 Waiver, the Contracting Officer may contract with a Contractor that has an unresolved COI if the Contracting Officer determines that it is in the best interest of the Government to do so.

H.5 HHSAR 352.237-75 KEY PERSONNEL (DEC 2015)

The key personnel specified in this contract are considered to be essential to work performance. At least 30 days prior to the contractor voluntarily diverting any of the specified individuals to other programs or contracts the Contractor shall notify the Contracting Officer and shall submit a justification for the diversion or replacement and a request to replace the individual. The request must identify the proposed replacement and provide an explanation of how the replacement's skills, experience, and credentials meet or exceed the requirements of the contract. If the employee of the contractor is terminated for cause or separates from the contractor voluntarily with less than thirty days’ notice, the Contractor shall provide the maximum notice practicable under the circumstances.

The Contractor shall not divert, replace, or announce any such change to key personnel without the written consent of the Contracting Officer. The contract will be modified to add or delete key personnel as necessary to reflect the agreement of the parties.

(End of Clause)

Each request shall provide a detailed explanation of the circumstances necessitating the proposed substitution, a complete resume and any other information required by IHS. All proposed substitutions must have qualifications equal to or greater than the person being replaced.

The following individuals are considered key personnel under this contract:

NAME TITLE

75H70421R00010 Page 27 of 38

H.6 IHS SECURITY CLAUSE

In accordance with OMB Memorandum M-05-24, Implementation of Homeland Security Presidential Directive 12 (HSPD-12): Policy for a Common Identification Standard for Federal Employees and Contractors, dated August 27, 2004, and Federal Information Processing Standard (FIPS) PUB Number 201-2, Personal Identity Verification (PIV) of Federal Employees and Contractors, IHS must achieve appropriate security assurance for multiple applications by efficiently verifying the claimed identity of individuals seeking physical access to Federally controlled government facilities and/or logical access to federally controlled information systems. Contractors that require routine physical access to a IHS facility and/or routine access to a IHS federally controlled information system will be required to obtain a IHS issued PIV, PIV-I or Locally Based Physical Access card.