RFP.pdf

SECTION A – STANDARD FORM (SF) 33

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SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1. Purpose of Contract

The purpose of this requirement is to provide outpatient HD services, which includes diagnosis, screening, outpatient treatment, case management, and follow-up care in healthcare settings located throughout the United States.

B.2. Compensation Cost/Price

B.2.1. In consideration of the satisfactory performance of the services and tasks detailed in Section J– Attachment A- Performance Work Statement, the Contractor shall be compensated in accordance with the following amounts:

a. Base Period (Period of Performance August 15, 2024 – August 14, 2025; 12 months) The cost to the Government for full performance of the Base POP under this contract will be $__________, at $__________ per month.

The cost to the Government in accordance with Optional Task 1 “Organize an All-Grantee two-day meeting of HRSA awardees and key state and national stakeholders” of the SOW will be $__________. at $__________ per month.

The cost to the Government in accordance with Optional Task Optional Task 2 “Resident recruitment and Faculty Development” of the SOW will be $__________. at $__________ per month.

The cost to the Government in accordance with Optional Task Optional Task 3 “Analysis and Dissemination” of the SOW will be $__________. at $__________ per month.

The total price to the Government for full performance of required and optional tasks in the Base POP under this contract will be $__________.

b. Option Period One (Period of Performance August 15, 2025, – August 14, 2026; 12 months) The cost to the Government for full performance of the Option Period One POP under this contract will be $__________, at $__________ per month. (Firm Fixed Price).

The cost to the Government in accordance with Optional Task 1 “Organize an All-Grantee two-day meeting of HRSA awardees and key state and national stakeholders” of the SOW will be $__________. at $__________ per month.

The cost to the Government in accordance with Optional Task Optional Task 2 “Resident recruitment and Faculty Development” of the SOW will be $__________. at $__________ per month.

The cost to the Government in accordance with Optional Task Optional Task 3 “Analysis and Dissemination” of the SOW will be $__________. at $__________ per month.

The total price to the Government for full performance of required and optional tasks in the Base POP

c. Option Period Two (Period of Performance August 15, 2026 – August 14, 2027; 12 months) The cost to the Government for full performance of the Option Period Two POP under this contract will be $__________, at $__________ per month. (Firm Fixed Price).

The cost to the Government in accordance with Optional Task 1 “Organize an All-Grantee two-day meeting of HRSA awardees and key state and national stakeholders” of the SOW will be $__________, at $__________ per month.

The cost to the Government in accordance with Optional Task Optional Task 2 “Resident recruitment and Faculty Development” of the SOW will be $__________, at $__________ per month.

The cost to the Government in accordance with Optional Task Optional Task 3 “Analysis and Dissemination” of the SOW will be $__________, at $__________ per month.

The total price to the Government for full performance of required and optional tasks in the Base POP

d. Option to extend for 6 Months in accordance with FAR Clause 52.217-8 Options to Extend

Services.

The cost to the Government for full performance of the 6-month extension POP under this contract will be $__________, at $__________ per month. (Firm Fixed Price).

The cost to the Government in accordance with Optional Task 1 “Organize an All-Grantee two-day meeting of HRSA awardees and key state and national stakeholders” of the SOW will be $__________, at $__________ per month.

The cost to the Government in accordance with Optional Task Optional Task 2 “Resident recruitment and Faculty Development” of the SOW will be $__________, at $__________ per month.

The cost to the Government in accordance with Optional Task Optional Task 3 “Analysis and Dissemination” of the SOW will be $__________, at $__________ per month.

The total price to the Government for full performance of required and optional tasks in the Base POP

B.2.2. The total price for the Base Period and all Option Periods and all optional tasks is

SECTION C – DESCRIPTION/SPECIFICATIONS/ STATEMENT OF WORK

C.1 Statement of Work

Independently and not as an agent of the Government, the Contractor shall furnish all personnel, material, facilities, services, and equipment as needed to perform the Statement of Work set forth in Section J (Attachment A) attached hereto and made part of this document.

SECTION D – PACKAGING AND MARKING

D.1 Packaging

All postage and fees related to submitting information including forms, reports, etc. to the Contracting Officer or Contracting Officer Representative (COR) are the responsibility of the contractor.

All submission shall be made via electronic mail unless otherwise specified by the CO or the COR designated in the contract.

D.2 Marking

The Contractor shall deliver all items at the time indicated in the Deliverables Schedule.

a. All deliverable reports are to carry at the top of the first page the following information:

1) Contract number

2) Deliverable item number

3) Deliverable item delivery due date

4) Date of submission

SECTION E – INSPECTION AND ACCEPTANCE

E.1 Inspection and Acceptance

The Contracting Officer Representative (COR), as a duly authorized representative of the Contracting Officer, shall assume the responsibilities for monitoring the Contractor’s performance, evaluating the quality of services provided by the Contractor and performing final inspection and acceptance of all deliverables.

E.2 52.246-4 -- Inspection of Services – Fixed Price (Aug 1996)

(a) Definition. "Services," as used in this clause, includes services performed, workmanship, and material furnished or utilized in the performance of services.

(b) The Contractor shall provide and maintain an inspection system acceptable to the Government covering the services under this contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Government during contract performance and for as long afterwards as the contract requires.

(c) The Government has the right to inspect and test all services called for by the contract, to the extent practicable at all times and places during the term of the contract. The Government shall perform inspections and tests in a manner that will not unduly delay the work.

(d) If the Government performs inspections or tests on the premises of the Contractor or a subcontractor, the Contractor shall furnish, and shall require subcontractors to furnish, at no increase in contract price, all reasonable facilities and assistance for the safe and convenient performance of these duties.

(e) If any of the services do not conform with contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by reperformance, the Government may-

(1) Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements; and

(2) Reduce the contract price to reflect the reduced value of the services performed.

(f) If the Contractor fails to promptly perform the services again or to take the necessary action to ensure future performance in conformity with contract requirements, the Government may-

(1) By contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service; or

(2) Terminate the contract for default.

(End of clause)

SECTION F – DELIVERIES OR PERFORMANCE

F.1 Observance of Federal Holidays

Official Holidays 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 Juneteenth June 19th 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 25th Inauguration Day Every fourth year, Washington, DC

F.2 Period of Performance (POP)

The period of performance shall be a base period of twelve (12) months and two (2) twelve-month option periods. The option periods under this contract may be exercised in accordance with FAR clause 52.217-9 Option to Extend the Term of the Contract (MAR 2000). In addition, the Government may extend the service for additional 6 months under FAR clause 52.217-8 Option to Extend Services. The period of performance under this contract shall commence with the effective date of the contract.

Note: exact dates will be filled in at time of contract award.

F.3 Place of Performance

The place of performance shall be at off-site at the Contractor’s facility. Performance shall also be required at the teaching health centers. (Addresses to be specified at time of contract award).

F.4 Schedule of Deliverables

Section 508 Language for Solicitations and Contracts with Information and Communications Technology (ICT)

The Contractor shall ensure all products and services delivered under this contract are compliant with Section 508 in accordance with the Health and Human Services Acquisition Regulation (HHSAR). These Section 508 Standards were issued by the United States Access Board and published in the Federal Register, on January 18, 2017, as the final rule. The final rule updates the Section 508 Standards along with accessibility guidelines for telecommunication products and equipment covered by section 255 of the Communications Act.

The Section 508 Standards applicable to this contract are:

Section 508 Standards and Guidelines Web Content Accessibility Guidelines (WCAG) 2.0 Success Criteria, Level A and AA Chapter 3: Functional Performance Criteria (FPC) Chapter 4: Hardware (If Applicable) Chapter 5: Software Chapter 6: Support Documentation and Services

Section 508 requires that all external public facing content and non-public facing official agency communications be accessible. Regardless of format, all digital content or communications materials produced as deliverables under this contract must conform to applicable Section 508 standards to allow federal employees and members of the public with disabilities to access information that is comparable to information provided to persons without disabilities.

The Contractor shall complete and submit the applicable HHS Section 508 Accessibility Compliance Checklist per Section 508 deliverable. The checklist will serve as an artifact declaration of the Section 508 deliverable's compliance. Remediation of any Section 508 deliverables that do not comply with the applicable requirements as set forth below shall be the Contractor's responsibility.

HHS guidance and checklists regarding accessibility of documents can be found at https://www.hhs.gov/web/section-508/accessibility-checklists/index.html.

The HHS Section 508 Product Assessment Template (PAT) that is referenced above in 352.239-73 Electronic Information and Technology Accessibility Notice, Paragraph (c), has been replaced with the Voluntary Product Accessibility Template Version (VPAT) 2.4 or later, and is considered to meet HHS PAT requirement. The new form can be downloaded from https://www.itic.org/policy/accessibility/vpat.

DELIVERABLES FOR REQUIRED TASKS:

Number Deliverable Description Quantity Due Date Task # Description Quantity Due Date

1.3 Provide Records

Management training completion certificates

One (1) electronic copy with certificates for all staff

No later than 30 days after contract award and upon new staff onboarding and thereafter completing the annual refresher course during the life of the contract.

2.2 Provide a written agenda for

the kickoff meeting

One (1) electronic copy

No later than two (2) business days following EDOC

2.3 Provide minutes of the

kickoff meeting

One (1) electronic copy

No later than three (3) business days following the kickoff meeting

3.1.2. Hire content experts and

advisors.

Quarterly and ongoing during each period of performance

3.1.3. Plan and hold consortium

meetings with HRSA staff and THC community of practice.

Two (2) meetings

Quarterly and ongoing during each period of performance

3.1.4. Draft and send a meeting

agenda

One (1) electronic copy

No later than seven (7) calendar days prior to the meeting during each period of performance

3.1.5. Incorporate the COR’s

comments and submit a final meeting agenda

One (1) electronic copy

No later than five (5) calendar days prior to the meeting during each period of performance

3.1.6. Send the final meeting

agenda to HRSA, THCGME grantees, THC partners and stakeholders as determined by the COR

One (1) electronic copy

No later than three (3) business days prior to the meeting during each period of performance

3.1.7. Record and disseminate

meeting minutes.

One (1) electronic copy

No later than five (5) business days following the meeting during each period of performance

3.2.7. Provide a detailed summary

of the website usage

One (1) electronic copy

Quarterly during each period of performance

3.2.9. Add resources to THCGME

TAC website.

Twenty-five (25) resources

Ongoing basis during each quarter during each period of performance

3.3.8. Provide a detailed summary

of the program readiness score

One (1) electronic copy

Quarterly during each period of performance

3.4.4. Offer webinars for

THCGME grantees and other THCs interested in starting and or maintaining residency programs.

One (1) session

Monthly during each period of performance

3.4.5. Record webinars and make

the recordings available on the THCGME TAC website

Monthly during each period of

3.4.7. Provide a summary of the

monthly webinar attendee feedback.

No later than ten (10) business days following the webinar during each period of performance.

4.2. Supply THCGME grantees

with updated timelines of ACGME committee review

One (1) electronic copy

Ongoing as needed during each period of performance

4.3. Plan, develop, implement

and facilitate webinars to

Three (3) sessions

Quarterly during each period of

THCGME grantees and other THCs focused on financing and sustainability

5.1.1. Respond to

questions/requests from HRSA, HRSA grantees, and key stakeholders and partners

Ten (10) responses

Ongoing as needed during each period of performance

5.1.3. Draft a response to

questions/requests

One (1) electronic copy

No later than two (2) business days following receipt of questions/requests

5.1.4. Incorporate the COR’s

comments and submit a final response

One (1) electronic copy

No later than two (2) business days following receipt of comments

5.1.5. Disseminate the final

response to the HRSA, HRSA grantees, and key stakeholders and partners

One (1) electronic copy

No later than one (1) business days following approval by the

COR

5.2.2. Develop an initial

evaluation framework.

One (1) electronic copy

No later than ninety (90) calendar days following EDOC

5.2.3. Incorporate the COR’s

comments and submit a final evaluation framework

One (1) electronic copy

No later than five (5) business days following receipt of comments

5.2.4. Implement the final

evaluation framework

One (1) electronic copy

No later than two (2) business days following approval by the

COR

5.2.5. Provide draft annual report One (1)

electronic copy

No later than thirty (30) calendar days prior to the end of each period of performance.

5.2.6. Incorporate the COR’s

comments and submit a final annual report for COR approval

One (1) electronic copy

No later than five (5) business days following receipt of comments

7.1.1. Progress reports One (1)

electronic copy

No later than seven (7) calendar days from the beginning of each month for activities performed during the prior month during each period of performance

7.1.2. Respond to requests from

the COR

One (1) electronic copy per request

No later than three (3) business days following receipt of request

7.2 Written notification of

urgent concerns

One (1) electronic copy

No later than two (2) business days from when the issue is identified

7.3.1. Provide an agenda for each

monthly call

One (1) electronic copy

No later than two (2) business days prior to the subject monthly call during each period of performance

7.3.2. Provide minutes of each

monthly call

One (1) electronic copy

No later than five (5) business days following the subject monthly call during each period of performance

Incident

Response Incident Report (as incidents or breaches occur)

One (1) electronic copy per incident

As soon as possible and without reasonable delay and no later than 1 hour of discovery

Roster Roster One (1) electronic copy

Within 14 days of the effective date of this contract.

Contractor Employee Non-

Disclosure Agreement

(NDA)

Contractor Employee Non- Disclosure Agreement

(NDA)

One (1) electronic copy per Contractor employee

Prior to performing any work on behalf of HHS

Privacy Threshold Analysis

(PTA)/ Privacy Impact

Assessment

(PIA)

Assist in the completion of a PTA/PIA form

One (1) electronic copy

Within 60 days after contract award

Training Records

Copy of training records for all mandatory training

One (1) electronic copy to include all records

In conjunction with contract award and annually thereafter or upon request

Rules of Behavior

Signed ROB for all employees

One (1) electronic copy per Contractor employee

Initiation of contract and once annually thereafter

Incident Response

Incident Report (as incidents or breaches occur)

One (1) electronic copy per incident

As soon as possible and without reasonable delay and no later than 1 hour of discovery

Incident Response

Incident and Breach Response Plan

One (1) electronic copy per incident

Upon request from government

Personnel Security

Responsibilities

List of Personnel with defined roles and responsibilities

One (1) electronic copy

Before an employee begins working on this contract.

Personnel Security

Responsibilities

Off-boarding documentation, equipment and badge when leaving contract

One (1) electronic copy per Contractor employee

Within 14 days after the Government's final acceptance of the work under this contract, or in the event of a termination of the contract.

Background Investigation

Onboarding documentation when beginning contract.

One (1) electronic copy per Contractor employee

Prior to performing any work on behalf of HHS

Certification of Sanitization of Government and Government

Activity- Related Files, Information, and Devices.[28]

Form or deliverables required by OpDiv.

One (1) electronic copy

Within 14 days of the employee's exit from the contract

Contract Initiation and

Expiration

If the procurement involves a system or cloud service, additional documentation will be required, such as Disposition/Decommission Plan

One (1) electronic copy

Within 14 days of the employee's exit from the contract

Assessment and

Authorization (A&A)

A&A Package

SSP

SAR

POA&M

Authorization Letter CP and CPT Report E-Auth (if applicable) PTA/PIA (if applicable) Interconnection/Data

Use Agreements (if applicable)

Authorization Letter Configuration

Management Plan (if applicable)

One (1) electronic copy per document

30 days prior to the Operational Readiness Review (ORR) to the Contracting Officer (CO) and/or Contracting Officers Representative (COR)

Configuration Baseline

Other OpDiv-specific documents

Protection of Information in a Cloud Environment

Contract expiration

One (1) electronic copy

30 days prior to the Operational Readiness Review (ORR) to the Contracting Officer (CO) and/or Contracting Officers Representative (COR)

A&A Process for Cloud Services

A&A Package

SSP

SAR

POA&M

CMP

CP and CPT Report E-Auth (if applicable) PTA/PIA (if applicable) Penetration Test

Results Interconnection/Data

Use/Agreements (if applicable)

Service Level Agreement

Authorization Letter Configuration

Management Plan (if applicable)

Configuration Baseline

Other OpDiv-specific documents

One (1) electronic copy per document

30 days prior to the Operational Readiness Review (ORR) to the Contracting Officer (CO) and/or Contracting Officers Representative (COR)

Reporting and Continuous Monitoring

POA&M updates

Revised security documentation/Agreements

One (1) electronic copy

Monthly/as requested by HRSA

Incident Reporting

Incident reports (as needed)

1. Incident Response Plan

One (1) electronic copy per incident

Incident Reports – must respond to all alerts/Indicators of Compromise (IOCs) provided by HHS Computer Security Incident Response Center (CSIRC)/HRSA Computer Security Incident Response Team (hrsacsirt@hrsa.gov) within 24 hours

Report all suspected and confirmed information security and privacy incidents and breaches to the HRSA Computer Security Incident Response Team as soon as possible and without unreasonable delay, no later than one (1) hour

Incident Response Plan - 30 days prior to the Operational Readiness Review (ORR) to the Contracting Officer (CO) and/or Contracting Officers Representative (COR)

Incident Response

1. Incident and Breach Response Plan

One (1) electronic copy per incident

Upon request from government

DELIVERABLES FOR OPTIONAL TASKS, (if exercised):

Number Deliverable Description Quantity Due Date Optional

Task 1.1.1.2.

Submit conference project wide work plan with work schedule, meeting expectations and procedures

One (1) electronic copy

No later than six (6) weeks following the EDOC during each period of performance

Optional

Task 1.1.1.3.

Submit draft subcommittee work plans

One (1) electronic copy for each committee

No later than eight (8) weeks period of performance.

1.1.1.5.

Provide subcommittee meeting agenda

One (1) electronic copy

No later than two (2) business days prior to each monthly meeting during each period of

1.1.1.6.

Provide subcommittee meeting minutes

One (1) electronic copy

No later than five (5) business days following each monthly meeting during each period of performance

Optional Task

1.1.1.8.

Provide a draft of technical materials and pre-meeting information/invite materials

One (1) electronic copy for each material

No later than eighteen (18) weeks following the EDOC during each period of performance

Optional Task

1.1.1.9.

Incorporate comments from the COR and submit final technical materials

One (1) electronic copy for each material

No later than two (2) weeks following receipt of comments from the COR

1.1.2.1.

Provide a conference agenda One (1) electronic copy

No later than ten (10) weeks prior to the conference start date during each period of

1.1.2.2.

Incorporate the COR’s comments and submit a final conference agenda

One (1) electronic copy

No later than five (5) business days following receipt of comments from the COR

Optional Task

1.1.2.3.

Provide the final conference agenda

One (1) electronic copy

No later than ten (10) weeks prior to the conference start date during each period of performance

Optional Task

1.1.2.5.

Submit a draft list of topics for two (2) plenary sessions and twenty-four (24) breakout sessions

One (1) electronic copy

No later than twenty-four (24) weeks prior to the conference start date during each period of performance

Optional Task

1.1.2.6.

Incorporate the COR’s comments and submit a final list of topics for two (2) plenary sessions and twenty-four (24) breakout sessions

One (1) electronic copy

No later than five (5) business days following receipt of comments from the COR.

1.1.2.7.

Submit draft All-Grantee Meeting content, materials and resources for two (2) plenary sessions and twenty-four (24) breakout sessions.

One (1) electronic copy per material required for two

(2) plenary sessions and twenty-four (24) breakout sessions

No later than sixteen (16) weeks prior to the conference start date during each period of performance

Optional Task

1.1.2.8.

Incorporate the COR’s comments and submit a final All-Grantee Meeting content, materials and resources for two (2)

One (1) electronic copy per material required for two

(2) plenary sessions and

No later than twelve (12) weeks prior to the conference start date during each period of performance plenary sessions and twenty-four (24) breakout sessions twenty-four (24) breakout sessions

Optional Task 1.2.1.

Develop a call for abstracts and electronic workshop and poster proposal invitations for potential conference attendees

One (1) electronic copy

No later than twenty-four (24) weeks prior to the conference start date during each period of

Task 1.2.3.

Submit a step-by-step user guide for abstract submission

One (1) electronic copy

No later than twenty-four (24) weeks prior to the conference start date during each period of performance

Optional Task 1.2.4.

Incorporate the comments from the COR and submit the final step-by-step user guide

One (1) electronic copy

No later than two (2) weeks

Task 1.2.5.

Submit the list of reviewers composed of federal staff and community stakeholders

One (1) electronic copy

No later than thirty-two (32) weeks prior to the conference

Task 1.2.7.

Submit results of abstract scoring

One (1) electronic copy

No later than two (2) weeks following completion of first level review

Optional Task 1.2.8.

Provide electronic notifications to all authors

No later than three (3) weeks from the completion of federal staff second level review

Task 1.3.1.

Submit invitation for identified plenary session speakers

One (1) electronic copy

No later than twenty-eight (28) weeks following the EDOC

Task 1.3.2.

Submit final invitation communication

One (1) electronic copy

No later than ten (10) business days following receipt of comments from COR.

Optional Task 1.3.3.

Submit a final list of proposed speakers

No later than thirty (30) weeks from EDOC during each period of performance.

Optional Task 1.4.

Submit all meeting materials, confirm all presenters, and approve all

One (1) electronic copy per material required for two

No later than twelve (12) weeks prior to the conference start date website content for review, clearance and approval

(2) plenary sessions and twenty-four (24) breakout sessions during each period of performance

Optional Task 1.6.1.

Submit a concise (no more than two pages) monthly narrative conference status report

One (1) electronic copy

No later than the 10th of each month during each period of performance

Optional Task 1.6.2.

Submit an evaluation for each plenary and breakout session

One (1) electronic copy for each session

No later than nine (9) weeks prior to conference during each period of performance

Optional Task 1.6.3.

Incorporate the COR’s comments and submit conference evaluation

One (1) electronic copy for each session

No later than five (5) business days following receipt of the comments

Task 1.6.6.

Provide a draft detailed summary report of the attendee evaluation

No later than thirty (30) calendar days following the conference end date during each period of

Task 1.6.8.

Incorporate the COR’s comments and submit a final summary report

No later than five (5) business days following receipt of the comments from the COR

Optional Task 1.7.1.

Provide conference minutes One (1) electronic copy

No later than five (5) business days following the conference end date during each period of performance

Optional Task 1.7.2.

Send follow-up information to attendees

One (1) electronic copy per conference attendee

No later than fifteen (15) business days following the conference end date during each

Task 1.7.5.

Provide an agenda of the debrief meeting

One (1) electronic copy

No later than two (2) business days following the conference end date during each period of performance.

Task 1.7.6.

Provide minutes of the debrief meeting

One (1) electronic copy

No later than three (3) business days following the conference

Task 3.1.1.

Develop technical assistance materials, such as fact sheets, presentations, analysis briefs and journal articles and policy briefs

Six (6) technical assistance materials

During each quarter of the period of performance

Optional Task 3.2.2.

Produce presentations, briefs and research proposals to disseminate key findings, best practices, and resources

Twenty (20) presentations briefs and research proposals

During each quarter of the period of performance

Optional Task

1.1.1.2.

Submit conference project wide work plan with work schedule, meeting expectations and procedures

One (1) electronic copy

No later than six (6) weeks

1.1.1.3.

Submit draft subcommittee work plans

One (1) electronic copy for each committee

No later than eight (8) weeks period of performance.

1.1.1.5.

Provide subcommittee meeting agenda

One (1) electronic copy

No later than two (2) business days prior to each monthly meeting during each period of performance

Optional Task

1.1.1.6.

Provide subcommittee meeting minutes

One (1) electronic copy

No later than five (5) business days following each monthly meeting during each period of performance

Optional Task

1.1.1.8.

Provide a draft of technical materials and pre-meeting information/invite materials

One (1) electronic copy for each material

No later than eighteen (18) weeks following the EDOC during each period of performance

Optional Task

1.1.1.9.

Incorporate comments from the COR and submit final technical materials

One (1) electronic copy for each material

No later than two (2) weeks

1.1.2.1.

Provide a conference agenda One (1) electronic copy

No later than ten (10) weeks prior to the conference start date

1.1.2.2.

Incorporate the COR’s comments and submit a final conference agenda

One (1) electronic copy

No later than five (5) business days following receipt of comments from the COR

Optional Task

1.1.2.3.

Provide the final conference agenda

One (1) electronic copy

No later than ten (10) weeks prior to the conference start date during each period of performance

Optional Task

1.1.2.5.

Submit a draft list of topics for two (2) plenary sessions and twenty-four (24) breakout sessions

One (1) electronic copy

No later than twenty-four (24) weeks prior to the conference start date during each period of performance

Optional Task

1.1.2.6.

Incorporate the COR’s comments and submit a final list of topics for two (2) plenary sessions and twenty-four (24) breakout sessions

One (1) electronic copy

No later than five (5) business days following receipt of comments from the COR.

1.1.2.7.

Submit draft All-Grantee Meeting content, materials and resources for two (2) plenary sessions and twenty-four (24) breakout sessions.

One (1) electronic copy per material required for two

(2) plenary sessions and twenty-four (24) breakout sessions

No later than sixteen (16) weeks prior to the conference start date during each period of performance

Optional Task

1.1.2.8.

Incorporate the COR’s comments and submit a final All-Grantee Meeting content, materials and resources for two (2) plenary sessions and twenty-four (24) breakout sessions

One (1) electronic copy per material required for two

(2) plenary sessions and twenty-four (24) breakout sessions

No later than twelve (12) weeks prior to the conference start date during each period of performance

Optional Task 1.2.1.

Develop a call for abstracts and electronic workshop and poster proposal invitations for potential conference attendees

One (1) electronic copy

No later than twenty-four (24) weeks prior to the conference

Task 1.2.3.

Submit a step-by-step user guide for abstract submission

One (1) electronic copy

No later than twenty-four (24) weeks prior to the conference start date during each period of performance

Optional Task 1.2.4.

Incorporate the comments from the COR and submit the final step-by-step user guide

One (1) electronic copy

No later than two (2) weeks

Task 1.2.5.

Submit the list of reviewers composed of federal staff and community stakeholders

One (1) electronic copy

No later than thirty-two (32) weeks prior to the conference

Task 1.2.7.

Submit results of abstract scoring

One (1) electronic copy

No later than two (2) weeks following completion of first level review

Optional Task 1.2.8.

Provide electronic notifications to all authors

No later than three (3) weeks from the completion of federal staff second level review

Task 1.3.1.

Submit invitation for identified plenary session speakers

One (1) electronic copy

No later than twenty-eight (28) weeks following the EDOC

Task 1.3.2.

Submit final invitation communication

One (1) electronic copy

No later than ten (10) business days following receipt of comments from COR.

Optional Task 1.3.3.

Submit a final list of proposed speakers

No later than thirty (30) weeks from EDOC during each period of performance.

Optional Task 1.4.

Submit all meeting materials, confirm all presenters, and approve all website content for review, clearance and approval

One (1) electronic copy per material required for two

(2) plenary sessions and twenty-four (24) breakout sessions

No later than twelve (12) weeks prior to the conference start date during each period of performance

Optional Task 1.6.1.

Submit a concise (no more than two pages) monthly narrative conference status report

One (1) electronic copy

No later than the 10th of each month during each period of performance

Optional Task 1.6.2.

Submit an evaluation for each plenary and breakout session

One (1) electronic copy for each session

No later than nine (9) weeks prior to conference during each period of performance

Optional Task 1.6.3.

Incorporate the COR’s comments and submit conference evaluation

One (1) electronic copy for each session

No later than five (5) business days following receipt of the comments

Task 1.6.6.

Provide a draft detailed summary report of the attendee evaluation

No later than thirty (30) calendar days following the conference

Task 1.6.8.

Incorporate the COR’s comments and submit a final summary report

No later than five (5) business days following receipt of the comments from the COR

Optional Task 1.7.1.

Provide conference minutes One (1) electronic copy

No later than five (5) business days following the conference end date during each period of performance

Optional Task 1.7.2.

Send follow-up information to attendees

One (1) electronic copy per conference attendee

No later than fifteen (15) business days following the conference end date during each

Task 1.7.5.

Provide an agenda of the debrief meeting

One (1) electronic copy

No later than two (2) business days following the conference end date during each period of performance.

Task 1.7.6.

Provide minutes of the debrief meeting

One (1) electronic copy

No later than three (3) business days following the conference

Task 3.1.1.

Develop technical assistance materials, such as fact sheets, presentations, analysis briefs and journal articles and policy briefs

Six (6) technical assistance materials

During each quarter of the period of performance

F.6. Reporting Requirements and Deliverables

F.6.1. The contractor shall submit the items in quantities and during the time periods indicated above to the following email address:

[to be completed at award] Health Resources and Services Administration 5600 Fishers Lane Rockville, MD 20857 Email Phone#: XXX

F.6.2. All deliverable reports shall include a cover page with the following information:

1) Contract number

2) Deliverable item number

3) Deliverable item delivery due date

4) Date of submission

5) All deliverable items are to be separate physical submissions.

6) All deliverable items are subject to the review and concurrence of the COR.

F.7. 52.242-15 Stop-Work Order (Aug 1989)

(a) The Contracting Officer may, at any time, by written order to the Contractor, require the Contractor to stop all, or any part, of the work called for by this contract for a period of 90 days after the order is delivered to the Contractor, and for any further period to which the parties may agree. The order shall be specifically identified as a stop-work order issued under this clause. Upon receipt of the order, the Contractor shall immediately comply with its terms and take all reasonable steps to minimize the incurrence of costs allocable to the work covered by the order during the period of work stoppage. Within a period of 90 days after a stop-work is delivered to the Contractor, or within any extension of that period to which the parties shall have agreed, the Contracting Officer shall either-

(1) Cancel the stop-work order; or

(2) Terminate the work covered by the order as provided in the Default, or the Termination for

Convenience of the Government, clause of this contract.

(b) If a stop-work order issued under this clause is canceled or the period of the order or any extension thereof expires, the Contractor shall resume work. The Contracting Officer shall make an equitable adjustment in the delivery schedule or contract price, or both, and the contract shall be modified, in writing, accordingly, if-

(1) The stop-work order results in an increase in the time required for, or in the Contractor’s cost properly allocable to, the performance of any part of this contract; and

(2) The Contractor asserts its right to the adjustment within 30 days after the end of the period of work stoppage; provided, that, if the Contracting Officer decides the facts justify the action, the Contracting Officer may receive and act upon the claim submitted at any time before final payment under this contract.

(c) If a stop-work order is not canceled and the work covered by the order is terminated for the convenience of the Government, the Contracting Officer shall allow reasonable costs resulting from the stop-work order in arriving at the termination settlement.

(d) If a stop-work order is not canceled and the work covered by the order is terminated for default, the Contracting Officer shall allow, by equitable adjustment or otherwise, reasonable costs resulting from the stop-work order.

SECTION G – CONTRACT ADMINISTRATION DATA

G.1. Contracting Officer’s Authority

The Contracting Officer is the only person authorized to make or approve any changes in any of the requirements of this contract, and, notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely in the Contracting Officer. In the event the Contractor makes any changes at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the contract terms and conditions, including price.

G.2. Designation of Contracting Officer Representative (COR)

The person identified below is hereby designated as the Contracting Officer Representative (COR) for this contract. The responsibility of the COR is to ensure that the Government’s technical objectives are met. To this end, the COR will provide necessary information, direction, coordination, etc., within the contractual work description. Issuance of changes which affect the articles, terms, or conditions of this contract will be accomplished through the Contracting Officer who is the only party authorized to bind the Government to contract:

[to be completed at award] Health Resources and Services Administration U.S. Dept. of Health and Human Services 5600 Fishers Lane Rockville, MD 20857 Phone Number: TBD Email: TBD

G.3. Contracting Officer’s Representative’s Responsibility

Technical Direction – The COR will provide the necessary information, direction, and coordination within the confines of the existing contractual work description in order for the contract to have a successful outcome for the government.

This includes providing technical direction to the Contractor to guide the contract effort in order to accomplish the contractual performance work statement. This may include providing information to the Contractor for assistance in the interpretation of government provided information, specifications or technical portions of the work description, and where required by the contract, review and approval of product deliverables of the Contractor to the Government under the contract. Only the Contracting Officer has the authority to make a formal change to the contract.

G.4. Restrictions on the Contracting Officer’s Representative’s Authority

Direction given by the COR to the Contractor must be within the parameters of the Performance Work Statement as stated in the Contract.

The COR may not issue any direction to the Contractor that:

2. Solicits a proposal, OR

3. Constitutes an assignment of additional work outside the Statement of Work / Performance Work Statement of this Contract, OR

4. In any manner causes an increase in the total contract cost or the time required for contract performance, OR

5. Changes any of the express terms, conditions, or specifications of the Contract (i.e., changes in the cost or scope of work, instructions to start or stop work, approval of any actions that will result in additional charges to the government).

Issuance of changes that affect the articles, terms, or conditions of this Contract will be accomplished through the Contracting Officer, who is the only party authorized to bind the Government to contract and the only party who can determine if a direction is within the Performance Work Statement.

G.5. Key Personnel

Pursuant to the Key Personnel clause (HHSAR 352.237-75) referenced in SECTION I of this contract, the following individual(s) is (are) designated as Key Personnel and considered to be essential to the work being performed under this contract:

Title: Project Director (Name to be completed at time of award) Phone:

Email:

Title: Web Developer (Name to be completed at time of award) Phone:

Email:

Title: IT Lead (Name to be completed at time of award) Phone:

Email:

Title: GME (Graduate Medical Education) Lead (Name to be completed at time of award) Phone:

Email:

The persons identified as the Project Director, Web Developer, IT Lead shall direct the necessary work and services toward fulfillment of the contractual requirements. Prior to removing, replacing, or diverting the specified individual(s), the Contractor shall notify the Contracting Officer in writing and reasonably in advance, and shall submit justification (including proposed substitutions and résumés detailing experience/qualifications related to this contract) in sufficient detail to permit evaluation of the impact on the contract. No diversion shall be made by the Contractor without the written consent of the Contracting Officer, provided that the Contracting Officer may ratify in writing changes made due to events beyond the control of the Contractor, and such ratification shall constitute the consent of the Contracting Officer required by this clause. Examples of events beyond the control of the Contractor are: (1) prolonged sickness, (2) termination of employment, and (3) death. Key personnel, with the consent of the Contracting Officer, may be amended from time to time during the course of the contract to either add or delete personnel, as appropriate.

G.6. Electronic Invoicing and Payment Requirements - Invoice Processing Platform (IPP)

G.6.1. All Invoice submissions for goods and or services delivered to facilitate payments must be made electronically through the U.S. Department of Treasury’s Invoice Processing Platform System (IPP).

G.6.2. Invoice Submission for Payment means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the contract, or the clause 52.212-4 Contract Terms and Conditions – Commercial Items included in commercial items contracts. The IPP website address is: https://www.ipp.gov.

G.6.3. The Department of Treasury will enroll the Contractors new to IPP. The Contractor must follow the IPP registration email instructions for enrollment to register the Collector Account for submitting invoice requests for payment. The Contractor Government Business Point of Contact (as listed in SAM) will receive Registration email from the Federal Reserve Bank of St. Louis (FRBSTL) within 3 – 5 business days of the contract award for new contracts or date of modification for existing contracts.

G.6.4. Registration emails are sent via email from ipp.noreply@mail.eroc.twai.gov.

Contractor assistance with enrollment can be obtained by contacting the IPP Production Helpdesk via email to IPPCustomerSupport@fiscal.treasury.gov or phone (866) 973-3131.

G.6.5. The Contractor POC will receive two emails from IPP Customer Support, the first email contains the initial administrative IPP User ID. The second email, sent within 24 hours of receipt of the first email, contains a temporary password. You must log in with the temporary password within 30 days.

G.6.6. If your company is already registered to use IPP, you will not be required to re-register.

G.6.7. If the Contractor is unable to comply with the requirement to use IPP for submitting invoices for payment as authorized by HHSAR 332.7002, a written request must be submitted to the Contracting Officer to explain the circumstances that require the authorization of alternate payment procedures.

Additional HRSA Invoice Requirements:

a. The contractor shall submit invoices under this contract once per month or as specified in the payment schedule. For indefinite delivery vehicles, separate invoices must be submitted for each order.

b. Invoices must break-out price/cost by contract line item number (CLIN) as specified in the pricing section of the contract.

c. Invoices must include the Dun & Bradstreet Number (DUNS) of the Contractor.

d. Invoices that include time and materials or labor hours CLINS must include supporting documentation to (1) substantiate the number of labor hours invoiced for each labor category, and

(2) substantiate material costs incurred (when applicable).

e. At a minimum the following cost information shall be included, in addition to supporting documentation to substantiate costs incurred:

1. Direct Labor - include all persons, listing the person's name, title, number of hours worked, hourly rate, the total cost per person and a total amount for this category;

2. Indirect Costs (i.e., Fringe Benefits, Overhead, General and Administrative, Other Indirects)-show rate, base and total amount;

3. Consultants (if applicable) - include the name, number of days or hours worked, daily or hourly rate, and a total amount per consultant;

4. Travel - include for each airplane or train trip taken the name of the traveler, date of travel, destination, the transportation costs including ground transportation shown separately and the per diem costs. Other travel costs shall also be listed;

5. Subcontractors (if applicable) - include, for each subcontractor, the same data as required for the prime Contractor;

6. Other Direct Costs - include a listing of all other direct charges to the contract, i.e., office supplies, telephone, duplication, postage; and

7. Fee – amount as allowable in accordance with the Schedule and FAR 52.216-8 if applicable.

G.7. Electronic Funds Transfer

The Contractor shall designate a financial institution for receipt of electronic funds transfer payments and it shall be reported in Systems for Award Management (SAM) and shall be submitted in writing to the finance office set forth in Section G.5.6. All data stored in the CCR and ORCA has been transferred to the new Systems for Award Management (SAM) and can be found at www.sam.gov. Contractors are encouraged to periodically review their file for accuracy and are required to re-reregister before their expiration date, which is the same date as their CCR expiration date. SAM will notify users by e-mail that their file is due to expire beginning 60 days prior to expiration, then 30 days and finally 15 days before expiration. Directions on how to navigate SAM can be found on the site’s Home Page by clicking Help in the navigation bar at the top of the page.

G.8. Evaluation of Contractor’s Performance evaluation of Contractor performance shall be conducted on this contract in Interim and final evaluation of Contractor performance on this contract shall be conducted in accordance with FAR Subpart 42.15, and HHSAR 342.7001(d). Upon contract completion, a final evaluation of the Contractor’s performance shall be completed by the Government; see Section J, Attachment C.

The Government will conduct an evaluation of Contractor’s performance based on the completion of the tasks stated in the SOW. HRSA documents contractor performance using the Contractor Performance Assessment Rating System (CPARS) (www.cpars.gov). The evaluation shall be conducted by the COR and be comprised of an evaluation of contractor performance completed by the Contractor and Federal staff, and a review of progress reports and financial reports (deliverables).

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1. Food

Food (including but not limited to meals, light refreshments, and beverages) is not to be provided and is an unallowable cost.

H.2. Equipment

The Contractor shall not use federal funding available through this contract for costs incurred for services or equipment which are reimbursable as part of another government contract. The federal funding available through this contract shall not be used to reimburse the contractor for the purchase of computer hardware and/or software without prior Contracting Officer approval.

H.3. Confidentiality Agreement Requirement

The Contractor shall implement a confidentiality agreement related to all data provided by the Government staff. All Contractor staff that work with the Federal Government and are provided information and access to databases shall sign such an agreement and a copy of the signed agreement for each relevant staff member shall be submitted to the COR prior to receipt of relevant documents.

H.4. Travel Reimbursement

Any travel reimbursement under this contract shall be performed in accordance with Federal Travel Regulations.

H.5. Conflict of Interest

1. Conflict of Interest (COI):

The Contractor shall have procedures in place to monitor and disclose all Organizational and Personal Conflicts of Interest throughout the life of the contract.

2. COI information shall be submitted as follows:

a. Initial Submission of COI Information: The Contractor shall submit Conflict of Interest information identified in the performance of the contract.

b. Mitigation/Resolution: The CO determines whether a COI has been identified and whether the actual, potential or apparent COI has been mitigated/resolved to the Government’s…