RFP - Vaccination and Occupational Health Support Services (VOHSS) Final.pdf

U.S. Department of State Vaccination and Occupational Health Support Services (VOHSS)

Bureau of Medical Services RFP # 19AQMM23-R-0017

U.S. Department of State

Office of Acquisitions Management supporting

Bureau of Medical Services

Vaccination and Occupational Health Support Services

(VOHSS)

RFP #: 19AQMM23-R-0017

Attachment 1 Pricing Table

Attachment 2 Template for Vendor Questions

Attachment 3 Past Performance Survey

Attachment 4 Subcontracting Plan

Attachment 5 Labor Category Descriptions

Attachment 6 MRPT - Attachment

Mission of the U.S. Department of State: The U.S. Department of State is the lead institution for the conduct of American diplomacy and the Secretary of State is the President’s principal foreign policy advisor. The Department of State’s mission is to advance U.S. national security interests, fight terrorism, protect U.S. interests abroad, and implement foreign policy initiatives that build a freer, prosperous and secure world.

Mission of the Bureau of Medical Services: The Bureau of Medical Service (MED)’s global mission to provide preventive, primary, and emergency medical care to Chief of Mission (COM) personnel is accomplished through global programs and echelons of care, from health unit medical providers and regional medical centers, to resources in the United States. The Washington-based

MED team works closely with overseas counterparts to ensure the safety of America’s diplomatic community of 75,000 people including employees, interagency partners, and family members assigned to U.S. missions abroad. Further, MED provides initial occupational health services to the diplomatic community and the locally employed staff population of over 150,000. MED’s combined Civil and Foreign Service, domestic, overseas, and contractor workforce provides the professionalism, expertise, and agility to meet the Department’s medical needs.

MED’s responsibility to direct and support Departmental response to current and emerging medical threats as well as escalating routine and occupational health issues has been at the forefront of Department of State operations during the past several years. During these recent years, MED personnel have tirelessly supported the Department’s efforts to safeguard COM personnel, American citizens, and other eligible personnel. As MED presses on with over two years of response operations, the Bureau is in a place where it has leveraged finite direct-hire resources, utilized temporary hires through an OPM Waiver, and have brought in health unit staff on a TDY basis from overseas to support broader efforts. MED has continued to operate multiple task force centers that provide services 24 hours a day, seven days a week, requiring employees to continue performance of work beyond their normal tour of duty. The Department’s response to current and emerging threats requires constant monitoring, reporting, and response activities. The work continues unabated and logistical challenges persist as the Bureau and its Foreign Service Medical

Specialist staff both domestic and overseas provide critical vaccination, testing, and subject matter expertise guidance for all aspects of health care Bureau personnel continue to work nonstop, physically in the office and traveling the world in oftentimes hazardous environments. This operational tempo continues to out-pace all available MED staffing and services platforms.

Scope:

The proposed Indefinite-Delivery, Indefinite-Quantity (IDIQ) contract is designed to support

MED’s global missions through the provision of medical support services including but not limited to those referenced in the attached SOW. The planned Vaccination and Occupational

Health Support Services (VOHSS) contract is intended to provide a broad range of services to the U.S. Department of State. The primary location of work is Washington, D.C., and the surrounding areas. The Contractor shall:

a) Establish a streamlined approach to successfully meeting the Government’s acquisition requirements, while maintaining the public’s trust and fulfilling public policy objectives.

b) Provide competent staff to operate, equip, and supply health care facilities, and provide program and project management in locations prescribed by the Department of State.

c) Provide vaccination and immunization support services to include infectious disease testing.

d) Support to the Department of State’s ongoing mission to contain and provide surveillance and care for emerging threats.

e) Provide routine and specialized medical examination services.

f) Provide occupational health and wellness support including clinical services (including law enforcement medical exams and other specialized occupational health expertise) and occupational health and wellness consultation, staff, and services as required for the

Department.

g) Provide trained and certified health care professionals and administrative service support as required at the task order level.

h) Staff, operate, equip, and supply health care facilities in locations prescribed by the

Department of State as required at the task order level.

This is a non-personal services contract to immediately support MED’s efforts through task orders issued against this IDIQ to provide a broad range of medical services and ancillary medical supplies to the DOS. The provision of medical services including but not limited to: (1)

Vaccine receipt, storage, administration, and reporting; (2) provision of test kits; routine and specialized examination services; (3) occupational health and wellness support including clinical services (with potential need for law enforcement officer duty requirements expertise) and subject matter expertise to provide guidance for occupational health related employment questions/requirements; (4) travel immunizations and care for emerging threats to include but not limited to anomalous health incidents.

Type of Contract: Indefinite-Delivery, Indefinite-Quantity (IDIQ)

Set-Aside: Unrestricted

PSC Code:

Q701 Specialized Medical Support

6632 Analysis Instruments, Medical Laboratory Use

6640 Laboratory Equipment and Supplies

NAICS:

621111 - Offices of Physicians (except Mental Health Specialists)

621340 - Offices of Physical, Occupational and Speech Therapists, and Audiologists

541611 - Administrative Management and General Management Consulting Services

561110 - Office Administrative Services

621511 - Medical Laboratories

Acquisition Procedures: FAR Subpart 15 (Contracting by Negotiation)

Place of Performance: The Government anticipates that majority of work to be completed within the National Capital Region (NCR) but reserves the right to task the contractor to perform at any location CONUS and OCONUS based upon mutual agreement between the Government and Contractor.

Questions Due: NLT 2pm (Eastern) on January 06, 2023

Proposal Due: NLT 2pm (Eastern) on January 20, 2023

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 OVERVIEW

The U.S. Department of State (“DOS”, “State”, or “the Department”), Bureau of Medical

Services (MED) has an immediate and ongoing need for Vaccination and Occupational Health

Support Services (VOHSS) to augment and expand its current capabilities.

B.2 TYPE OF CONTRACT

a) This is an indefinite-delivery, indefinite-quantity (IDIQ) contract, as defined in Federal

Acquisition Regulation (FAR) 16.504 (Indefinite-Quantity Contracts) for medical related services.

b) Tasks or work to be performed will be identified at the task order level.

c) Task orders will be one or a combination of contract types identified in FAR Part 16 (Types of Contracts), depending on one or more of the factors identified in FAR 16.104 (Factors in

Selecting Contract Types).

d) If a task order will be performance-based, as described in FAR subpart 37.6 (Performance-based Acquisition), its requirements will be conveyed and administered at the task order level.

B.3 MINIMUM AND MAXIMUM CONTRACT QUANTITIES

a) The Government shall meet the contract minimum of $1,000 (inclusive of all direct costs, indirect costs, and profit/fee) through the issuance of task order(s) within the contract’s period of performance.

b) The maximum quantity for the contract’s period of performance, including any extension(s), shall be any quantity or combination of supplies and services not exceeding $19M (inclusive of all direct costs, indirect costs, and profit/fee).

B.4 FIXED FULLY LOADED HOURLY LABOR RATES

a) This subsection applies to CLIN that utilize the time portion of the time-and-materials arrangement.

b) This subsection will be used when the Government requires current and future in-scope services.

a. The following table displays the negotiated fixed fully-loaded hourly labor rates:

Labor Category Base

Year

Option

Year 1

Option

Year 2

Option

Year 3

Option

Year 4

Administrative Assistant

Health Educator

Logistics Specialist

Medical Administrator/Assistant

Medical Physician

Medical Technician

Physician Assistant/Nurse Practitioner

Program Manager - Task Order Level

Registered Nurse

Specialty Outpatient Registered Nurse

b) The negotiated fixed fully-loaded hourly labor rates are in United States currency.

c) The Government will not pay fully-loaded hourly labor rates that differ from the contract’s negotiated fixed fully-loaded hourly labor rates.

d) The Government will pay the negotiated fixed fully-loaded hourly labor rates for only performed labor that meets the labor qualifications specified in the contract.

e) Labor hours for each labor category will be paid at the same negotiated fixed fully-loaded hourly labor rate regardless of whether the individual performing the labor works (either as an employee or consultant) for the prime contractor or a subcontractor.

f) The contract’s negotiated fixed fully-loaded hourly labor rates apply to a normal workweek of 40 hours. The Government defines a normal workweek, pursuant to FAR

22.103-1, as: 1) generally, 40 hours; or 2) if longer than 40 hours and outside the United

States and its outlying areas, it does not exceed the norm for the area, as determined by local custom, tradition, or law, and the hours worked in excess of 40 in the workweek are not compensated at a premium rate of pay. The Government anticipates most contract requirements being performed in an area(s) where a 40-hour workweek is considered normal.

g) Each negotiated fixed fully-loaded hourly labor rate consists of an unloaded hourly labor rate, fringe benefits (if not included in applicable indirect costs), bonus cost (if not included in applicable indirect costs), applicable indirect costs, and profit amount. It does not consist of any other costs.

h) Any cost elements included in the negotiated fixed fully-loaded hourly labor rates shall not be charged elsewhere in this contract.

i) For labor-hour arrangements and the time portion of time-and-materials arrangements, the Government will pay the negotiated fixed fully-loaded hourly labor rate minus TBD% attributable to profit for those hours the Contractor incurs when replacing or correcting services or materials [reference FAR 52.246-6(f) (Inspection – Time-and-Material and

Labor-Hour)].

j) The Government may at any time require the Contractor to remedy by correction or replacement, without cost to the Government, any failure by the Contractor to comply with the requirements of this contract, if the failure is due to:

a. Fraud, lack of good faith, or willful misconduct on the part of the Contractor’s managerial personnel; or

b. The conduct of one or more of the Contractor’s employees selected or retained by the Contractor after any of the Contractor’s managerial personnel has reasonable grounds to believe that the employee is habitually careless or unqualified

[reference FAR 52.246-6-(h)].

k) Additional labor categories may be added to the list above via contract modification. If additional labor categories are added, the fully loaded rates for such labor categories will be negotiated at the time of contract modification.

B.5 NOT-TO-EXCEED (NTE) PROFIT PERCENTAGES

a) This section applies when profit is an applicable element (e.g., under fixed-price, arrangements) and when:

1. proposing and negotiating new cost elements (e.g., new firm-fixed-unit-prices and other direct costs) in the contract; and/or

2. changes (i.e., additions and/or deletions) in negotiated contract pricing occur.

b) Examples of this section’s applicability are when proposing and negotiating:

1. fixed-price CLINs;

2. equitable adjustments under fixed-price CLINs.

c) The following are the negotiated NTE profit percentage(s):

Base Period: NTE ___% To be completed at time of award

Option Year 1: NTE ___%

Option Year 2: NTE ___%

Option Year 3: NTE ___%

Option Year 4: NTE ___%

B.6 TRAVEL COSTS

a) All travel must be approved prior to travel by the COR.

b) Travel under this contract is generally defined as Contractor air and ground transportation, Contractor lodging, and Contractor meals and incidental expenses.

c) Travel costs shall be allocated to the Other Direct Costs CLIN of an awarded task order.

d) Except as otherwise provided herein, the Contractor shall be paid its allowable travel costs in accordance with FAR 31.205-46 (Travel Costs).

e) Travel must be directly related to and be required for performance of the contract.

f) Travel costs are authorized only for travel beyond a 50-mile radius of the Contractor employee’s local place of performance (official duty station) whenever work is required to be accomplished at a remote work site. No travel costs (or associated labor time during travel) shall be allowable for work performed at a Contractor’s local office or any other work site within a 50-mile radius of the Contractor employee’s local place of performance (official duty station). No travel costs (or associated labor time during travel) shall be allowable for telecommuting beyond (or within) a 50-mile radius of the

Contractor’s local place of performance (official duty station).

g) Costs when using a privately owned vehicle (POV) for official travel are allowable provided that such costs do not exceed costs that would have resulted from use of other reasonable transportation methods (e.g., taxi, airplane, train). Reasonable associated costs, such as tolls and parking fees, are also generally allowable. The Contractor shall submit, as an attachment to its invoice, evidence to support the reasonableness of POV costs.

h) When traveling in a POV for official travel, the Contractor shall be paid mileage costs at a rate that does not exceed the POV mileage rate established by the Internal Revenue

Service.

i) Costs for car rentals for official travel are allowable provided that: such rentals are consistent with good business practice; such costs do not exceed costs that would have resulted from use of other reasonable transportation methods (e.g., taxi, airplane, train);

and such costs do not exceed the actual cost of renting a compact automobile (maximum of one automobile for four Contractor personnel), unless extenuating circumstances (e.g., excess baggage) require other arrangements and Contracting Officer or Contracting

Officer’s Representative approval is obtained. Reasonable associated costs, such as tolls and parking fees, are also generally allowable.

j) The Government will pay the Contractor for each Contractor employee’s travel time to or from authorized work locations as long as such travel time is during the Contractor employee’s regular working hours during its normal 40-hour workweek (for performance inside the United States) or 60-hour workweek (for performance within the United States’ outlying areas and outside the United States), and such payment is in accordance with the

Contractor’s established travel policy. For travel outside the United States, including its outlying areas (i.e., American Samoa, Federated States of Micronesia, Guam, Marshall

Islands, Northern Mariana Islands, Palau, Puerto Rico, and Virgin Islands of the United

States), travel time begins no earlier than three hours prior to the scheduled departure time and concludes upon arrival to the initial destination point (e.g., airport) at the place of performance. For travel inside the United States, travel time begins no earlier than two hours prior to the scheduled departure time and concludes upon arrival to the initial destination point (e.g., airport) at the place of performance. The Contractor shall not be paid for time spent in layovers that are for the convenience of the Contractor. The

Government will not pay more than eight hours per day per Contractor employee for

Contractor employees’ travel time when traveling inside the United States, and will not pay more than 10 hours per day per Contractor employee for Contractor employees’ travel time when traveling within the United States’ outlying areas and outside the United States.

Exceptions must be authorized in advance and in writing by the Contracting Officer.

k) Travel must be authorized in advance by the Contracting Officer’s Representative or

Government Technical Monitor.

l) The Contractor shall be responsible for ensuring that all personnel who will be required to travel outside the United States have a current and valid passport. The Contractor shall be responsible for obtaining any visas required for travel to foreign countries under this contract. The Contractor’s costs for obtaining and maintaining passports and/or visas will be generally allowable, but the Contractor shall pro-rate equitably such costs if they will benefit cost objectives (e.g., contracts) other than this cost objective. The Government will not reimburse the Contractor for travel expenses when travel is cancelled or modified as a result of the Contractor’s failure to obtain a visa. The Government will not reimburse the Contractor for the use of private visa procurement services provided by a third party.

m) If work under this contract will be performed at the Government site at the Department of

State main building, 21st and Virginia Avenue, NW, Washington, DC 20520, or other

State Annexes in the metropolitan Washington, DC area, daily commuting time and expenses between the Department of State site and some other location, such as a home office, shall not be allowable under this contract. However, commuting time and expenses between the Department of State site and some other location, such as a home office, shall be allowable when performing occasional official business (e.g., to attend a meeting at the Department of State site).

n) Pursuant to FAR 47.402, 47.403, and the Fly America Act, the Contractor is required to use a U.S.-flag air carrier service unless specific conditions exist. If such conditions exist, the Contractor shall submit with its voucher a memorandum explaining why it did not use a U.S.-flag air carrier service. Reimbursement is contingent upon Government acceptance of such explanation.

o) Foreign transaction fees for ATMs (automated teller machines) and credit cards while

Contractor employees work overseas are allowable as long as such fees are in accordance with each of the following:

1. All of the “allowability” requirements identified in FAR 31.201-2.

2. Contractor’s established cost accounting practices; and

3. Contractor’s established travel plan, policy, and/or procedures.

The Contractor shall show on each applicable voucher the details of the actual incurred foreign transaction fees for ATMs and credit cards while working overseas, including the rate of conversion and any commission charges.

B.7 PERIOD OF PERFORMANCE

This contract is comprised of a one-year base period and four (4) 12-month options.

Base Year: To be completed at time of award

Option Year 1: To be completed at time of award

Option Year 2: To be completed at time of award

Option Year 3: To be completed at time of award

Option Year 4: To be completed at time of award

SECTION C – STATEMENT OF WORK (SOW)

C.1 INTRODUCTION AND BACKGROUND

Mission of the U.S. Department of State: The U.S. Department of State is the lead institution for the conduct of American diplomacy and the Secretary of State is the President’s principal foreign policy advisor. The Department of State’s mission is to advance U.S. national security interests, fight terrorism, protect U.S. interests abroad, and implement foreign policy initiatives that build a freer, prosperous and secure world.

The U.S. diplomatic community operates in some of the most dangerous and austere places in the world. This is partly possible because the people that make up the MED Bureau will go to any length to care for our diplomats, interagency colleagues, and family members. MED takes a holistic approach to the way we provide care, from the initial medical clearance and post assignment support, to the provision of primary care by our Foreign Service Medical Specialists, and to the enabling subprograms that allow for medical care in high-risk, high-threat environments, medical travel, and emergency evacuation from anywhere in the world. MED is a diverse team made up of medical experts and providers of every variety, as well as logistics managers, IT experts, HR specialists, program analysts and more. Together, this Bureau and every job function within it, exists to safeguard and promote the health and well-being of America’s diplomatic community.

MED’s global mission to provide preventive, primary, and emergency medical care to Chief of

Mission (COM) personnel is accomplished through global programs and echelons of care, from health unit medical providers and regional medical centers, to resources in the United States. The

Washington-based MED team works closely with overseas counterparts to ensure the safety of

America’s diplomatic community of 75,000 people including employees, interagency partners, and family members assigned to U.S. missions abroad. Further, MED provides initial occupational health services to the diplomatic community and the locally employed staff population of over

150,000. MED’s combined Civil and Foreign Service, domestic, overseas, and contractor workforce provides the professionalism, expertise, and agility to meet the Department’s medical needs.

MED’s responsibility to direct and support the Departmental response to current and emerging medical threats as well as escalating routine and occupational health issues has been at the forefront of Department of State operations during the past several years. During these recent years, MED personnel have tirelessly supported the Department’s efforts to safeguard COM personnel, American citizens, and other eligible personnel. As MED presses on with over two years of response operations, the Bureau is in a place where it has leveraged finite direct-hire resources, utilized temporary hires through an OPM Waiver, and have brought in health unit staff on a TDY basis from overseas to support broader efforts. MED has continued to operate multiple task force centers that provide services 24 hours a day, seven days a week, requiring employees to continue performance of work beyond their normal tour of duty. The Department’s response to current and emerging threats requires constant monitoring, reporting, and response activities. The work continues unabated and logistical challenges persist as the Bureau and its Foreign Service Medical

Specialist staff both domestic and overseas provide critical vaccination, testing, and subject matter expertise guidance for all aspects of health care Bureau personnel continue to work nonstop, physically in the office and traveling the world in oftentimes hazardous environments. This operational tempo continues to out-pace all available MED staffing and services platforms. The subject IDIQ is planned to provide a broad range of medical services and ancillary medical supplies to the DOS.

C.2 STATEMENT OF OBJECTIVES

The proposed Indefinite-Delivery, Indefinite-Quantity (IDIQ) contract is designed to support

MED’s global missions through the provision of medical support services including but not limited to those referenced below. The planned Vaccination and Occupational Health Support Services

(VOHSS) contract is intended to provide a broad range of services to the U.S. Department of State.

The primary location of work is Washington, D.C., and the surrounding areas.

The Contractor shall:

a) Provide trained and certified health care professionals and administrative service support as required at the task order level.

b) Staff, operate, equip, and supply health care facilities in locations prescribed by the

Department of State as required at the task order level

The scope of task orders issued against this IDIQ are likely to include but are not limited to:

a) Provide competent staff to operate, equip, and supply health care facilities, and provide program and project management in locations prescribed by the Department of State.

b) Provide vaccination and immunization support services to include infectious disease testing.

c) Support to the Department of State’s ongoing mission to contain and provide surveillance and care for emerging threats.

d) Provide routine and specialized medical examination services.

e) Provide occupational health and wellness support including clinical services (including law enforcement medical exams and other specialized occupational health expertise) and occupational health and wellness consultation, staff, and services as required for the

Department.

The Contractor will be relied upon by MED to expand and augment its existing capabilities to support the global medical mission. The scope of the contract will include supporting the

Department and our interagency colleagues.

C.2.1 Performance Execution Expectation 1: Program Management

Robust program management is critical to the ability of the Contractor to meet its objectives. The

Contractor shall be able to effectively coordinate operations across multiple task orders and multiple stakeholders, working with various organizations in program planning, execution and sustainment. The Contractor shall provide comprehensive program management for medical activities, including quality control, oversight, and communications. The Contractor shall:

a) Furnish all program and project management, administrative support, purchasing, transportation, supplies, and qualified staff required for satisfactory performance of work, as specified in each task order.

b) Obtain all necessary professional and business licenses and permits required by U.S. and host nation laws and regulations.

c) Provide a comprehensive, monthly program review to the CO, COR, and other DOS

Program Officials.

d) Provide weekly activity reports to the CO and COR.

C.2.2 Performance Execution Expectation 2: Customer Service and Support

The Contractor is expected to maintain a customer-focused approach to the work, ensuring a high level of customer satisfaction while operating within the terms and conditions of the contract. The Contractor will also need to work with a wide variety of customers to successfully perform this work. The Contractor shall:

a) Meet the customer’s requirements for timeliness, quality, and cost efficiency. This will include the design and development of a quality assurance plan with viable metrics for performance.

b) Establish and implement quality control procedures by proactively identifying risks, issues, and problems, and then recommending plans for mitigation, whether under

Contractor or DOS control.

c) Work with customers to resolve issues or problems dealing with any products or services provided under this contract. The Contractor shall resolve problems to the satisfaction of the customers while aggressively working to limit impact – if any - on the mission.

d) Refer issues and problems immediately to the COR and/or GTM.

e) The Contractor will be responsible for seeking innovative solutions to perform the medical mission.

f) Develop a Customer Satisfaction Survey to use in soliciting customer feedback and gauging customer satisfaction for areas of service performed under this contract. The survey will need to be created and submitted to the COR within 30 business days after contract award. The Customer Satisfaction Survey will need to be fully implemented within 30 business days with the ability to provide surveys in hard copy and soft copy.

The Contractor shall administer the surveys and compile the results into a monthly report that will allow for data tracking and analyses of Contractor performance. The report shall be documented in a uniform format utilizing consistent nomenclature in a format approved by the COR. The Contractor will develop the reporting format within 30 business days of contract award.

C.2.3 Performance Execution Expectation 3: Proposal and Operational Deliverables

In responding to and managing this requirement, the Contractor will be requested to provide information in its task order proposal(s) as well as ongoing operational deliverables related to the following:

a) Technical Proposal / Performance Work Statement. The Contractor shall be prepared to provide a detailed description of their technical approach to meeting the Government’s objectives in providing medical support under this service contract. As required, the

Contractor shall provide the following details: the precise location, hours of operation, staffing, supply chain management, communications, and business processes used by the

Offeror to establish a robust, resilient, and highly reliable medical support capability.

b) Medical Credentialing and Privileging Process. The Contractor shall be prepared to provide to the Government the detailed internal credentialing process it shall use when evaluating clinical personnel for use on this contract. Clinical personnel include physicians, advanced practice nurses or physician assistants, nursing staff, medical technicians, paramedics, laboratory technicians, and radiology technicians. The

Contractor shall be prepared to provide an example of the clinical privileging document it shall use for each clinical discipline to articulate their respective scope of practice.

c) Clinical Quality Assurance and Improvement (CQA&I) Plan. The Contractor shall be prepared to provide to the Government a copy of the CQA&I plan it will implement in support of this requirement, with specific attention to both the timing of care and the diagnosis-specific care provided as it comports with accepted U.S. standards of care. The

CQA&I shall articulate the quality parameters measured, the frequency and method of quality review activities, and a sample report that quantifies performance by quality objective broken out by clinical staff member.

d) Laboratory and Blood Supply Management Plan. If relevant to a particular task order the

Contractor shall be prepared to provide its Laboratory policies, procedures, capabilities, and experience as well as a Blood Supply Management Plan that details the source of banked blood, screening procedures, laboratory standards, storage times, shipment methods, and other relevant risk management and mitigation measures necessary to provide a reliably safe blood supply for transfusion.

e) Pharmaceutical Formulary. If relevant to the task order, the Contractor shall define the formulary of medications kept on hand and necessary for the provision of medical support as defined within an individual task order.

C.3 MEETINGS

a) The Contractor shall attend a post-award orientation / “kick-off” meeting with the CO and the COR not later than three (3) business days after the date of award or a mutually acceptable date. At the direction of the Government, this may be conducted as a teleconference. The purpose of the meeting is to review the final technical and contracting objectives of the IDIQ and task order(s) (as applicable) and review the

Contractor's project plan.

b) The Contractor’s designated site lead shall, on a monthly basis, present project status updates to the COR (and other Government representatives as necessary) and the

Contractor’s senior management. The purpose of these project meetings is to review progress, but more importantly, discuss open issues that require senior management’s attention and action so as to mitigate any impact on the program.

c) The Contractor shall attend and present at other meetings as required at the task order level.

C.4 OTHER REQUIREMENTS

C.4.1 Data Components and Reporting

a) All data, databases, formatted reports, and answers to specific requests for information shall become the property of the Government, and shall be developed, transmitted, and maintained in a manner acceptable to the COR.

b) Unless otherwise specified, data shall be exportable to Microsoft Excel format, and responses to requests for data shall be transmitted in Microsoft Excel format, organized and labeled in a manner that is easily understood and formatted to print on standard letter paper unless otherwise specified by the COR.

c) Written reports and responses to requests for information shall be transmitted by the

Contractor to the Government in (*.pdf) format unless otherwise specified by the COR.

C.4.2 Security Requirements

a) All information associated with this requirement and contract shall be considered

Protected Health Information and Personally Identifiable Information, and shall not be disclosed without the expressed written permission of the Contracting Officer’s

Representative.

C.4.3 Restricted Distribution of Documents

a) The Contractor, including its Subcontractors, may be provided access to documents deemed “Sensitive” by the Department. Access to these documents, which must be appropriately labeled or marked as “sensitive,” shall be limited to members of the contract team on a need to know basis. The Department may limit the number of hard copies and prohibit electronic copies of such “Sensitive” documents. These documents shall be used on this contract only and shall not be used on any other contract or given or sold to another company, person(s) or entity.

b) The Contractor, including its Subcontractors shall exercise the utmost discretion in regard to all matters relating to all Department documents. They shall not communicate to any person any information known to them because of their access to the Department documents. These documents are for use on this contract and are the exclusive property of the Department except as provided for elsewhere herein. Furthermore, no information, article, book, pamphlet, recording, broadcast, speech, television appearance, film or photograph concerning any aspect of these documents shall be copied, reproduced, published or disseminated through any media or the internet.

C.4.4 Notification of Confidentiality

Notwithstanding any other provision or term of this agreement, it shall be the responsibility of the party seeking confidentiality as to any item of information, documents or things to notify the other party in advance and in writing as to same. Additionally, no restrictions shall apply to routine information or documents, or to information or documents provided to employees, agents and Contractors which are reasonably needed for the performance of duties.

C.5 This is an unclassified contract. Contractor employees will require the issuance of a DOS

Personal ID Card. Contractor employees requiring access to OpenNet will require an MRPT

(moderate risk public trust) determination. See Attachment 6.

SECTION D – PACKAGING AND MARKING

D.1 MARKING OF REPORTS

All reports delivered by the Contractor to the Government under this contract shall prominently show on the cover of the report:

a) Name and address of the Contractor;

b) Contract and task order number(s);

c) Date of report; and

d) Program office(s)

The Contractor shall not include any company watermarking or statement that would prevent the

Government from utilizing or circulating the information contained in the report. If there are issues with the potential proprietary nature of the information, it shall be brought to the attention of the Contracting Officer for resolution.

Unless otherwise requested at the task order level, reports shall be submitted electronically to the contract administration personnel identified in Section G.1.

D.2 SHIPPING INSTRUCTIONS

Supplies shall be packed for shipment in a manner that will ensure acceptance by common carriers and safe delivery at destination.

D.3 LATE DELIVERY

The Contractor shall notify the COR, GTM, Program Officer, or other authorized representative designated in each task order as soon as it becomes apparent to the Contractor that a scheduled delivery will be late. The Contractor shall include in the notification the rationale for late delivery, the expected date for the delivery and the project impact of the late delivery. Such notification in no way limits the Government’s right to any and all rights and remedies including termination.

D.4 WARRANTY NOTIFICATION

In accordance with FAR 46.706(b)(5), the Contractor shall stamp or mark the supplies delivered, or otherwise furnish notice with the supplies, of the existence of a warranty, if any.

Sufficient information shall be presented for supply personnel and users to identify warranted supplies. Warranty information shall include the terms and duration of the warranty and the name and telephone number of the Contracting Officer to be notified if the supplies are found to be defective.

SECTION E – INSPECTION AND ACCEPTANCE

E.1 CLAUSES INCORPORATED BY REFERENCE FAR 52.252-2 (FEB 1998)

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

FAR: www.acquisition.gov/far

DOSAR: www.statebuy.state.gov/DOSar

These website addresses are subject to change. If the Federal Acquisition Regulation (FAR) is not available at the locations indicated above, the Contractor may use an Internet search engine such as Google or Yahoo to obtain the latest location of the most current FAR.

Clause Title Date

52.246-02 Inspection of Supplies – Fixed Price Aug 1996

52.246-03 Inspection of Supplies – Cost Reimbursement May 2001

52.246-04 Inspection of Services – Fixed Price Aug 1996

52.246-05 Inspection of Services – Cost Reimbursement Apr 1984

52.246-06 Inspection – Time-and-Material and Labor Hour May 2001

52.246-16 Responsibility for Supplies Apr 1984

E.2 ACCEPTABLE LEVELS OF PERFORMANCE

a) The Contracting Officer and his/her representatives are responsible for inspection and acceptance of the Contractor’s effort under this contract. The COR(s) and GTM(s) will review all deliverables for their completeness, accuracy, format, and acceptable content. The Contractor shall correct any deficiencies as directed by the COR and/or GTM and shall resubmit the deliverable no later than a mutually-agreed upon date.

b) At the task order level (for performance-based service acquisitions), the Contractor shall be proactive in identifying simple, measurable, and meaningful performance metrics to be used in performing the requirements of this contract.

http://www.acquisition.gov/far http://www.statebuy.state.gov/dosar

SECTION F – DELIVERIES OR PERFORMANCE

F.1 CLAUSES INCORPORATED BY REFERENCE – FAR 52.252-2 (FEB 1998)

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

FAR: www.acquisition.gov/far

DOSAR: www.statebuy.state.gov/DOSar

These website addresses are subject to change. If the Federal Acquisition Regulation (FAR) is not available at the locations indicated above, the Contractor may use an Internet search engine such as Google or Yahoo to obtain the latest location of the most current FAR.

Clause Title Date

52.211-08 Time of Delivery June 1997

52.242-15 Stop-Work Order Aug 1989

52.242-15 Stop-Work Order Alt. I Apr 1984

52.242-17 Government Delay of Work Apr 1984

52.247-34 F.O.B. Destination Nov 1991

52.247-35 F.O.B. Destination, within Consignee’s Premises Apr 1984

52.247-48 F.O.B. Destination – Evidence of Shipment Feb 1999

F.2 PERIOD OF PERFORMANCE

This contract is comprised of a one-year base period and four (4) 12-month options.

Base Year: To be completed at time of award

Option Year 1: To be completed at time of award

Option Year 2: To be completed at time of award

Option Year 3: To be completed at time of award

Option Year 4: To be completed at time of award

F.3 PLACE OF PERFORMANCE

The Government anticipates that majority of work to be completed within the National Capital

Region (NCR) but reserves the right to task the contractor to perform at any location CONUS or

OCONUS, based upon mutual agreement between the Government and Contractor.

F.4 DELIVERABLES

The Contractor shall provide the following deliverables in the timeframe and format prescribed.

The Contracting Officer shall notify the Contractor in writing of any additional deliverables that may arise during contract performance. All delivery times are measured from the effective date of the contract. The table below defines all the relevant Contractor deliverables. With regard to the Contractor-produced reports required in the table below, the Government will have 20 business days to review the deliverable documents, either accepting them as is or returning them to the Contractor with feedback and requesting action. If the Government returns the document requesting correction, the 20 day review calendar cycle applies to each subsequent document version review. If the Government does not respond within 20 business days, the Contractor may consider the document deliverable as accepted.

Reference Deliverable Due Date (calendar days unless otherwise specified)

TBD Standard Operating Procedures • As required at the task order level

TBD Quality Assurance • As required at the task order level

Section G Invoicing

• Sample invoice submitted to COR and CO within 10 business days of contract award.

• Invoices submitted to DOS within 30 days after the end of the billing month.

Section G Final Invoice

• A full and accurate inventory, accounting for all lost, stolen or damaged property must be furnished to the

COR before final payment is authorized.

TBD Key Personnel • As required at the task order level

Section C Reports • As required by COR.

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 CONTRACT ADMINISTRATION

This contract will be administered as follows:

Contracting Officer (CO)

Robin L Guillie

GuillieRL@state.gov

Contract Specialist (CS)

Qiana Richmond

RichmondQJ@state.gov

Contracting Officer’s Representative (COR)

TBD

Alternate Contracting Officer’s Representative (ACOR)

TBD

G.1.1 Contracting Officer

The Contracting Officer (CO) has sole authority to modify the terms of this contract. The

Contractor is responsible for ensuring that all deviations from contract requirements are approved by the CO.

G.1.2 Contracting Officer’s Representative

The Contracting Officer will designate in writing one or more Government employees or

Personal Service Contractors (PSCs), by name and position title, to take action for the

Contracting Officer under this contract. Each designee shall be identified as a Contracting

Officer’s Representative (COR) or Alternate Contracting Officer’s Representative (ACOR).

Such designation(s) shall specify the scope and limitations of the authority so delegated.

G.1.3 Government Technical Monitor (GTM)

A Government Technical Monitor (GTM) may be designated to provide technical monitoring, advice and assistance, in the monitoring and evaluation of the Contractor’s performance.

G.2 TECHNICAL DIRECTION

Contract performance shall be subject to technical instructions, whether oral or written, issued by the COR specified in Section G.1. Technical instructions must be within the general scope of work stated in the contract. Technical instructions may not be used to:

mailto:GuillieRL@state.gov

a. Assign additional work or reduce work under the contract.

b. Direct a change as defined in the "Changes" clause of this contract.

c. Increase or decrease the contract price or estimated contract amount (including fee), as applicable, the level of effort, or the time required for contract performance.

d. Change any of the terms, conditions or specifications of the contract.

If, in the opinion of the Contractor, any technical instruction calls for effort outside the scope of the contract or is inconsistent with this requirement, the Contractor shall notify the Contracting

Officer in writing within two (2) calendar days after the receipt of any such instruction. The

Contractor shall not proceed with the work affected by the technical instruction unless and until the Contractor is notified by the Contracting Officer that the technical instruction is within the scope of this contract or a change order is issued.

Nothing in this section shall be construed to excuse the Contractor from performing that portion of the contractual work statement that is not affected by the disputed technical instruction.

G.3 INVOICE AND REPORTING REQUIREMENTS

The Contractor is required to provide an electronic copy of each invoice. The electronic copy shall be generated in Microsoft Excel. The invoice shall contain all information required in

Section G and Section I.

The Contractor shall submit all invoices on a monthly basis within 30 days after the end of the billing month. The Contractor shall institute a quality control system to ensure that all invoices submitted are of the highest quality and error free.

G.3.1 REQUIRED INVOICE INFORMATION

Invoice submission is only via the Office of Claims’ Commercial Claims Operations fax server, toll-free number: 866-483-3436, or DOSPayments@state.gov, unless otherwise indicated. Each invoice must be transmitted separately. To constitute a proper invoice, the invoice must include the following information and/or attached documentation:

(1) Name and Address of the Contractor

(2) Dun and Brad Street Universal Number System (DUNS) and/or UEI Number

(3) Date of invoice

(4) Unique Vendor Invoice Number - Our Financial System cannot accept the following characters: @ (at symbol), ~ (Tilde), & (Ampersand), ' (Apostrophe), " (Quotation) and spaces.

Please do not include any of these characters as part of your invoice number.

(5) Remittance Contact Information

(6) Shipping Terms, Ship to Address

(7) Payment Terms

(8) Total Quantity of Items

(9) Total Invoice Amount

(10) Requisition Number, Contract Number and Order/Award Number, with modification number if applicable.

(11) Order line item number and information (see below instructions)

The name and DUNS/UEI of the Contractor on the invoice must match the information indicated on the order/award for proper payment.

IMPORTANT: For proper payment, the invoice must detail products and/or services delivered on a line item basis in direct accordance with the corresponding order/award/contract. Each line item must contain the following information:

(1) Description of the services rendered for each line item

(2) Line Item Quantity

(3) Line Item Unit Price

(4) Total Line Item Invoicing Amount

(5) Delivery Date

(6) Contract Line Item Number (CLIN)

(7) Order/Award Line Item Number if invoicing against a task or delivery order or Blanket

Purchase Agreement (BPA)

Please note that many task or delivery orders against Department of State or GSA contracts or blanket purchase agreements may have a separate and unique line item number in addition to the umbrella Contract Line Item Number (CLIN). The order line item number as well as the umbrella award CLIN must be referenced at each invoice line item level in such cases.

All payment to domestic claims will be disbursed by electronic funds transfer EFT. Vendors who are registered in the Central Contractor Registration (CCR) should verify and re-confirm their financial information in the database prior to invoicing. Vendors who wish to request a waiver of

CCR or payment by check must submit their justification to their assigned contracting officer for consideration at least 30 days prior to billing. For vendors who are granted an EFT exception, the payment address on the invoice must match the remittance address in the vendor record cited in the award.

Additional correspondence should be addressed to:

Name:

U.S. Department of State

Global Financial Services

Attn: Office of Claims (RM/GFS/F/C)

Charleston Financial Service Center

Mailing Address:

Post Office Box 150008

Charleston, SC 29415-5008

Telephone Numbers:

Director’s Secretary Voice 843-202-3761

Fax 843-746-0749

Official Office Hours: 8:00 am – 5:00 pm

To request Payment Status on a Past Due Invoice contact:

Office of Claims Customer Service

Email: commercialclaims@state.gov

Phone: 877-704-9473 Toll Free

Person to Contact: Supervisor, Vendor Claims

Email: GFS-ChiefVC@state.gov

Phone: 843-202-3881

G.4 NON-PAYMENT FOR UNAUTHORIZED WORK

No payments will be made for any unauthorized services or supplies, or for any unauthorized changes to the work specified herein. This includes any services performed by the Contractor of its own volition or at the request of an individual other than a duly appointed Contracting

Officer. Only a duly appointed Contracting Officer is authorized to change the specifications, terms, and/or conditions of this contract.

G.5 FINAL INVOICE

The Contractor shall specifically identify the last invoice as the “Final Invoice.” The final invoice shall include the remaining amounts claimed to be due under the contract. It shall include a certification that all subcontractors, suppliers, and consultants have been paid (or will be paid upon Contractor’s receipt of payment), and that all Government Furnished or Contractor

Acquired Property has been disposed of in accordance with COR direction. This includes return of all ID badges, keys, and any other Government furnished property. A full and accurate inventory, accounting for all lost, stolen or damaged property must also be furnished to the COR before final payment is authorized. The final invoice shall include the Contractor’s Release of

Claims.

G.6 QUICK CLOSEOUT PROCEDURES

a) The Contracting Officer may authorize quick-closeout procedures at the task order level if the conditions stipulated in FAR…