Solicitation 75R60120Q00016.pdf

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Title: NHDP Facilities Operation Transportation Services; Solicitation Number 75R60120Q00016 Attachment A

Statement of Work (SOW) Title: Facilities Operations Transportation Services

Date: August 20, 2020

I. Background

The Department of Health and Human Services (HHS), Health Resources and Services Administrations (HRSA), Healthcare Systems Bureau (HSB) provides for care, treatment, education, and research on Hansen’s Disease (HD) and Leprosy through the National Hansen’s Disease Program (NHDP), centered in Baton Rouge, Louisiana. The Operations Branch provides all ancillary support to the program which includes facilities management, transportation, and supplies. Transportation is an integral component of the program’s operation and without these required services, patient care would not exist.

II. Purpose / General Description

The purpose of this requirement is to provide transportation services for NHDP patient transportation and delivery services related to day-to-day operations of NHDP Clinical Branch, NHDP Laboratory Research Branch and the NHDP Carville Museum.

III. Period of Performance / Place of Performance

The period of performance shall be a base period of 12 months plus four 12-month option periods. The estimated start date is September 2020. Exact dates will be entered at time of award.

The primary place of performance is Baton Rouge, LA.

The place of performance is at the Government’s site. No contractor personnel has the authority to work off-site under this contract, unless approved in advance by the Contracting Officer. In the event of Government closure or non-access to the Government site, due to weather, catastrophe, emergencies, lapse in appropriations, or force majeure, a determination will be made for continuation of performance at an alternate work location.

If there is a Government closure or non-access to the Government site for the reasons stated above, the Contractor shall submit written requests to the Contracting Officer Representative (COR) and the Contracting Officer of its intent to work at an alternative work location. The Contractor shall ensure continuity of performance by personnel performing work under this contract. HRSA staff do not supervise contractor employees and do not approve or monitor contractor employees. Only a HRSA Contracting Officer has authority to approve off-site work arrangements on behalf of HRSA.

Contractor personnel shall only use Government-Furnished Equipment (GFE) that has been properly configured for security by HRSA’s Office of Information Technology (OIT) while performing on this contract. The Government shall provide maintenance and technical support for GFE used while performing off-site. All Contractor personnel’s use of GFE and government information shall be for contractual performance only, and shall be protected from unauthorized access, disclosure, sharing, transmission, or loss.

For purposes of accelerated implementation of off-site performance under this contract, the Contracting Officer may immediately elect to authorize off-site work upon concurrence from the COR. The Contracting Officer will execute a formal contract modification within 30 calendar days from issuance of this authorization. If the Contracting Officer and COR determine that off-site work has adversely affected contract performance, the Contracting Officer may immediately suspend/terminate this authorization upon written notification to the Contractor.

Core Days and Hours of Operation

Monday through Friday between 6:00 AM and 6:00 PM.

For days worked that exceed 6 hours, a 30-minute uncompensated lunch break shall be included.

Overtime will not be authorized.

No services or deliverables shall be provided on Saturdays, Sundays, Federal Government Holidays, or any other day as set forth by Presidential Executive Order, or any other Federal Government closures.

The following Federal Government holidays are established by law (5 U.S.C. 6103)

• New Year’s Day (January 1)

• Birthday of Martin Luther King, Jr. (Third Monday in January)

• Washington's Birthday (Third Monday in February)

• Memorial Day (Last Monday in May)

• Independence Day (July 4)

• Labor Day (First Monday in September)

• Columbus Day (Second Monday in October)

• Veterans Day (November 11)

• Thanksgiving Day (Fourth Thursday in November)

• Christmas Day (December 25)

IV. Tasks

Task 1: Federal Records Management.

The contractor shall manage and maintain Federal records, including electronic records, ensuing from this contract in accordance with all applicable records management laws and regulations, including but not limited to the Federal Records Act (44 U.S.C. Chapters. 21, 29, 31, 33); 36 CFR § 1236.20. What are appropriate recordkeeping systems for electronic records? & 1236.22 What are the additional requirements for managing electronic mail records? (http://www.ecfr.gov/cgi-bin/text-idx?rgn=div5&node=36:3.0.10.2.25); NARA Bulletin 2013-02, August 29, 2013, Guidance on a New Approach to Managing Email Records (https://www.archives.gov/records-mgmt/bulletins/2013/2013- 02.html); and NARA Bulletin 2010-05 September 08, 2010 (http://www.archives.gov/records-mgmt/bulletins/2010/2010-05.html), Guidance on Managing Records in Cloud Computing Environments..

http://www.ecfr.gov/cgi-bin/text-idx?rgn=div5&node=36:3.0.10.2.25 http://www.ecfr.gov/cgi-bin/text-idx?rgn=div5&node=36:3.0.10.2.25 https://www.archives.gov/records-mgmt/bulletins/2013/2013-02.html https://www.archives.gov/records-mgmt/bulletins/2013/2013-02.html http://www.archives.gov/records-mgmt/bulletins/2010/2010-05.html http://www.archives.gov/records-mgmt/bulletins/2010/2010-05.html

Managing the records includes, maintaining records to retain functionality and integrity throughout the records' full lifecycle including: (1) maintenance of links between records and metadata, and (2) categorization of records to manage retention and disposal, either through transfer of permanent records to NARA or deletion of temporary records in accordance with NARA-approved retention schedules.

Task 2: Records Management Training

Records Management Training: The contractor (and/or subcontractor) shall ensure that all employees having access to (1) Federal information or a Federal information system, or (2) personally identifiable information (PII), complete the HHS Records Management Training before performing work under this contract, and thereafter completing the annual refresher course during the life of the contract. The training is located at https://humancapital.learning.hhs.gov/courses/recordsmanagement/index.html. At the end of the Records Management training, the “Congratulations" slide is considered your certificate of completion. Please send the completion certificates to the Contracting Officer Representative (COR) of the contract. The listing of completed training shall be included in the first progress report. Any revisions to this listing as a result of staffing changes shall be submitted with next required progress report.

Task 3: Driver Responsibilities.

The contractor shall:

1. Adhere to CDC regulations as it pertains to communicable diseases (COVID-19 and others) for medical transport. See https://www.osha.gov/SLTC/covid-19/emergency-response.html standards precautions for Safe Work Practices.

2. Operate in accordance with the Federal Acquisition Regulation (FAR), GSA Fleet procedures for Contractor Use of GSA Fleet Vehicles see website at https://www.gsa.gov/policy-regulations/policy.

3. Operate, park, store, and lock vehicle as appropriate to prevent theft or damage.

4. Obey all State and local traffic laws.

5. Use all safety devices including seat belts.

6. Notify the COR and immediately and report all vehicle accidents using Standard Form (SF) 91

Motor Vehicle Accident Report (SOW Attachment C) at the time and scene of the crash if possible, even if damage to the motor vehicle is not noticeable, to include SF 94; (SOW Attachment D) Statement of Witness should there be any witness to the accident, if applicable.

Task 4: Transportation Services Coordination.

1. Coordinate with the Contracting Officer Representative (COR) via teleconference or email by Wednesday, on a weekly basis, about any anticipated transportation services that NHDP may need for the following week. This coordination is for planning purposes only and the anticipated transportation services discussed are not guaranteed at that point. Required transportation https://www.osha.gov/SLTC/covid-19/emergency-response.html https://www.gsa.gov/policy-regulations/policy https://www.gsa.gov/policy-regulations/policy services won’t be confirmed until an email notification is sent to the contractor 48 hours prior to the actual need.

2. Notify the COR via teleconference or email for any unscheduled delays due to flight changes or other unforeseen circumstances such as heavy traffic, or vehicle mechanical problems.

Task 5: Transportation Services.

A. Airport Pick-up Baton Rouge, LA

The contractor shall be notified via email 48 hours prior to NHDP patient airport arrival when there is a need for NHDP patient pick-up from the Baton Rouge Metropolitan (BTR) Airport, 9430 Jackie Cochran Drive, Baton Rouge, LA.

1. Arrive at NHDP Clinical Center at 91814 Interline Ave., Baton Rouge, LA 70809 to pick-up vehicle keys, Government vehicle and initiate motor vehicle operators trip ticket (SOW Attachment B). Allow enough time to then transit and arrive at BTR before designated arrival time of NHDP patient.

2. Pick-up NHDP patient and transport to NHDP Clinical Center at 91814 Interline Ave., Baton Rouge, LA 70809.

3. Complete motor vehicle operator’s trip ticket (SOW Attachment B), drop-off vehicle keys and Government vehicle, at the conclusion of trip, B. Airport Drop-off Baton Rouge, LA

The contractor shall be notified via email 48 hours prior to NHDP patient airport departure when there is a need for NHDP patient drop-off at the Baton Rouge Metropolitan (BTR) Airport, 9430 Jackie Cochran Drive, Baton Rouge, LA.

Attachment B) and pick-up NHDP patient. Allow enough time to then transport and arrive at BTR before designated departure time of NHDP patient.

2. Drop-off NHDP patient and transit to NHDP Clinical Center at 91814 Interline Ave., Baton

C. Airport Pick-up New Orleans, LA

The contractor shall be notified via email 48 hours prior to NHDP patient airport arrival when there is a need for NHDP patient pick-up from the Louis Armstrong New Orleans International (MSY) Airport, 1 Terminal Dr., Kenner, LA 70062.

Attachment B). Allow enough time to then transit and arrive at MSY before designated

2. The contractor shall park the vehicle using MSY Short-term parking. The fee should not exceed maximum daily rate.

3. Pick-up NHDP patient and transport to NHDP Clinical Center at 91814 Interline Ave., Baton

4. At the conclusion of trip, complete motor vehicle operator’s trip ticket (SOW Attachment B), drop-off vehicle keys and Government vehicle.

D. Airport Drop-off New Orleans, LA

The contractor shall be notified via email 48 hours prior to NHDP patient airport departure when there is a need for NHDP patient drop-off at the Louis Armstrong New Orleans International (MSY) Airport, 1 Terminal Dr., Kenner, LA 70062.

MSY before designated departure time of NHDP patient.

Rouge, LA. 70809.

E. Bus Station Pick-up Baton Rouge, LA

The contractor shall be notified via email 48 hours prior to NHDP patient bus station arrival when there is a need for NHDP patient pick-up from the Baton Rouge Bus Station (BRBS), 1253 Florida Blvd, Baton Rouge, LA 70802.

Attachment B). Allow enough time to then transit and arrive at BRBS before designated

F. Bus Station Drop-off Baton Rouge, LA

The contractor shall be notified via email 48 hours prior to NHDP patient bus station departure when there is a need for NHDP patient drop-off at the Baton Rouge Bus Station (BRBS), 1253 Florida Blvd, Baton Rouge, LA 70802.

BRBS before designated departure time of NHDP patient.

G. Train Station Pick-up

The contractor shall be notified via email 48 hours prior to NHDP patient train station arrival when there is a need for NHDP patient pick-up from one of the stations as follows: Slidell Station Amtrak, 1827 Front St. Slidell LA, 70458, Hammond Station Amtrak, 404 NW Railroad Ave, Hammond LA, 70401, Lafayette Amtrak, 100 Lee Ave, Lafayette LA, 70501, and New Orleans Station, 1001 Loyola Ave, New Orleans, LA 70113.

Attachment B). Allow enough time to then transit and arrive at BRTS before designated

H. Train Station Drop-off

The contractor shall be notified via email 48 hours prior to NHDP patient train station departure when there is a need for NHDP patient drop-off at one of the stations the NHDP uses. Stations used are Slidell Station Amtrak, 1827 Front St. Slidell LA, 70458, Hammond Station Amtrak, 404 NW Railroad Ave, Hammond LA, 70401, Lafayette Amtrak, 100 Lee Ave, Lafayette LA, 70501, and New Orleans Station, 1001 Loyola Ave, New Orleans, LA 70113.

the designated station chosen by NHDP before designated departure time of NHDP patient.

I. Medical Appointments Baton Rouge, LA

1. The contractor shall be notified via email 48 hours prior to NHDP patient medical appointment when there is a need for NHDP patient transport to a medical appointment in Baton Rouge, LA. NHDP patient medical appointments will occur at various locations in Baton Rouge, LA and will be noted in email notification.

2. Arrive at NHDP Clinical Center at 91814 Interline Ave., Baton Rouge, LA 70809 to pick-up medical appointment location before designated medical appointment time of NHDP patient.

3. Drop-off NHDP patient and wait until the medical appointment is complete then pick-up NHDP patient and transport to NHDP Clinical Center at 91814 Interline Ave., Baton Rouge, LA. 70809.

4. Complete motor vehicle operator’s trip ticket (SOW Attachment B), drop-off vehicle keys

J. Supply and Equipment Transportation

The contractor shall be notified via email 48 hours prior to the need of a supply and equipment transport. Supply and equipment transport will occur between; NHDP Clinical Center at 91814 Interline Ave., Baton Rouge, LA 70809, NHDP Laboratory Research Branch at Louisiana State

University (LSU) School of Veterinary Medicine, Skip Bertman Drive, Baton Rouge, LA, 70803 and NHDP Carville Museum at 5440 Point Clair Road, Carville, LA 70721. (Note: This is a State Louisiana National Guard Installation. Visitors Guest must show valid government issued ID at the gate before entering.)

vehicle keys, Government vehicle, initiate motor vehicle operators trip ticket (SOW Attachment B) and pick-up supply and equipment. Allow enough time to then transport supply and equipment to designated NHDP location by required delivery time.

2. Drop-off supply and equipment and transit to NHDP Clinical Center at 91814 Interline Ave., Baton Rouge, LA. 70809.

K. Vehicle Maintenance Transportation.

The contractor shall be notified via email 48 hours prior to the need of a vehicle maintenance transport. Vehicle maintenance will occur at various locations in Baton Rouge, LA and will be noted in email notification.

Attachment B). Allow enough time to then transport vehicle to designated location by required time.

2. Drop-off vehicle and wait until the vehicle maintenance is complete then pick-up vehicle and transport to NHDP Clinical Center at 91814 Interline Ave., Baton Rouge, LA. 70809.

Task 6: Baseline Security

Security Requirements

1) Applicability. The requirements herein apply whether the entire contract or order (hereafter “contract”), or portion thereof, includes either or both of the following:

a. Access (Physical or Logical) to Government Information: A Contractor (and/or any subcontractor) employee will have or will be given the ability to have, routine physical (entry) or logical (electronic) access to government information.

b. Operate a Federal System Containing Information: A Contractor (and/or any subcontractor) will operate a federal system and information technology containing data that supports the HHS mission. In addition to the Federal Acquisition Regulation (FAR) Subpart 2.1 definition of “information technology” (IT), the term as used in this section includes computers, ancillary equipment (including imaging peripherals, input, output, and storage devices necessary for security and surveillance), peripheral equipment designed to be controlled by the central processing unit of a computer, software, firmware and similar procedures, services (including support services), and related resources.

2) Safeguarding Information and Information Systems. In accordance with the Federal

Information Processing Standards Publication (FIPS)199, Standards for Security Categorization of Federal Information and Information Systems, the Contractor (and/or any subcontractor) shall:

a. Protect government information and information systems in order to ensure:

• Confidentiality, which means preserving authorized restrictions on access and disclosure, based on the security terms found in this contract, including means for protecting personal privacy and proprietary information;

• Integrity, which means guarding against improper information modification or destruction, and ensuring information non-repudiation and authenticity; and

• Availability, which means ensuring timely and reliable access to and use of information.

b. Provide security for any Contractor systems, and information contained therein, connected to an HHS network or operated by the Contractor on behalf of HHS regardless of location. In addition, if new or unanticipated threats or hazards are discovered by either the agency or contractor, or if existing safeguards have ceased to function, the discoverer shall immediately, within one (1) hour or less, bring the situation to the attention of the other party.

c. Adopt and implement the policies, procedures, controls, and standards required by the HHS Information Security Program to ensure the confidentiality, integrity, and availability of government information and government information systems for which the Contractor is responsible under this contract or to which the Contractor may otherwise have access under this contract. Obtain the HHS Information Security Program security requirements, outlined in the HHS Information Security and Privacy Policy (IS2P), by contacting the CO/COR or emailing fisma@hhs.gov.

d. Comply with the Privacy Act requirements and tailor FAR clauses as needed.

3) Protection of Sensitive Information. For security purposes, information is or may be sensitive because it requires security to protect its confidentiality, integrity, and/or availability. The Contractor (and/or any subcontractor) shall protect all government information that is or may be sensitive in accordance with OMB Memorandum M-06-16, Protection of Sensitive Agency Information by securing it with a FIPS 140-2 validated solution.

See the HHS Standard for the Definition of Sensitive Information, for additional information in defining and protecting sensitive information.

4) Confidentiality and Nondisclosure of Information. Any information provided to the contractor (and/or any subcontractor) by HHS or collected by the contractor on behalf of HHS shall be used only for the purpose of carrying out the provisions of this contract and shall not be disclosed or made known in any manner to any persons except as may be necessary in the performance of the contract. The Contractor assumes responsibility for protection of the confidentiality of Government records and shall ensure that all work performed by its employees and subcontractors shall be under the supervision of the Contractor. Each Contractor officer or employee or any of its subcontractors to whom any HHS records may be made available or disclosed shall be notified in writing by the Contractor that information disclosed to such officer or employee can be used only for that purpose and to the extent authorized herein.

The confidentiality, integrity, and availability of such information shall be protected in accordance with HHS and HRSA policies. Unauthorized disclosure of information will be subject to the HHS/HRSA sanction policies and/or governed by the following laws and regulations:

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

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

c. 44 U.S.C. Chapter 35, Subchapter I (Paperwork Reduction Act).

5) Contractor Non-Disclosure Agreement (NDA). Each Contractor (and/or any subcontractor) employee having access to non-public government information under this contract shall complete the HRSA non-disclosure agreement. A copy of each signed and witnessed NDA shall be submitted to the Contracting Officer (CO) and/or CO Representative (COR) prior to performing any work under this acquisition.

• Training

1) Mandatory Training for All Contractor Staff. All Contractor (and/or any subcontractor) employees assigned to work on this contract shall complete the applicable HHS/HRSA Contractor Information Security Awareness, Privacy, and Records Management training (provided upon contract award) before performing any work under this contract. Thereafter, the employees shall complete HHS/HRSA Information Security Awareness, Privacy, and Records Management training at least annually, during the life of this contract. All provided training shall be compliant with HHS training policies.

2) Role-based Training. All Contractor (and/or any subcontractor) employees with significant security responsibilities (as determined by the program manager) must complete role-based training annually commensurate with their role and responsibilities in accordance with HHS policy and the HHS Role-Based Training (RBT) of Personnel with Significant Security Responsibilities Memorandum.

3) Training Records. The Contractor (and/or any subcontractor) shall maintain training records for all its employees working under this contract in accordance with HHS policy. The training records shall be provided to the CO and/or COR within 30 days after contract award and annually thereafter or upon request.

• Rules of Behavior

1) The Contractor (and/or any subcontractor) shall ensure that all employees performing on the contract comply with the HHS Information Technology General Rules of Behavior, the HRSA Information Technology Rules of Behavior (included in the HRSA Information Security and Privacy Awareness Training), and any applicable system-level rules of behavior.

2) All Contractor employees performing on the contract must read and adhere to the Rules of

Behavior before accessing Department data or other information, systems, and/or networks that store/process government information, initially at the beginning of the contract and at least annually thereafter, which may be done as part of annual HRSA Information Security Awareness Training. If the training is provided by the contractor, the signed ROB must be provided as a separate deliverable.

• Incident Response

FISMA defines an incident as “an occurrence that (1) actually or imminently jeopardizes, without lawful authority, the integrity, confidentiality, or availability of information or an information system; or (2) constitutes a violation or imminent threat of violation of law, security policies, security procedures, or acceptable use policies. The HHS Policy for IT Security and Privacy Incident Reporting and Response further defines incidents as events involving cybersecurity and privacy threats, such as viruses, malicious user activity, loss of, unauthorized disclosure or destruction of data, and so on.

A privacy breach is a type of incident and is defined by Federal Information Security Modernization Act (FISMA) as the loss of control, compromise, unauthorized disclosure, unauthorized acquisition, or any similar occurrence where (1) a person other than an authorized user accesses or potentially accesses personally identifiable information or (2) an authorized user accesses or potentially accesses personally identifiable information for an other than authorized purpose. The HHS Policy for IT Security and Privacy Incident Reporting and Response further defines a breach as “a suspected or confirmed incident involving PII”.

In the event of a suspected or confirmed incident or breach, the Contractor (and/or any subcontractor), the Contractor (and/or any subcontractor) shall:

1) Protect all sensitive information, including any PII created, stored, or transmitted in the performance of this contract so as to avoid a secondary sensitive information incident with FIPS 140-2 validated encryption.

2) NOT notify affected individuals unless so instructed by the Contracting Officer or designated representative. If so instructed by the Contracting Officer or representative, the Contractor shall send notifications to affected individuals as expeditiously as practicable, without unreasonable delay, and in accordance with applicable law.

3) Report all suspected and confirmed information security and privacy incidents and breaches to the HRSA Security Operations Center (SOC), COR, CO, HRSA SOP (or his or her designee), and other stakeholders, including incidents involving PII, in any medium or form, including paper, oral, or electronic, as soon as possible and without unreasonable delay, no later than one

(1) hour, and consistent with the applicable HRSA and HHS policy and procedures, NIST standards and guidelines, as well as US-CERT notification guidelines. The types of information required in an incident report must include at a minimum: company and point of contact information, contract information, impact classifications/threat vector, and the type of information compromised. In addition, the Contractor shall:

a. cooperate and exchange any information, as determined by the Agency, necessary to effectively manage or mitigate a suspected or confirmed breach;

b. not include any sensitive information in the subject or body of any reporting e-mail; and

c. encrypt sensitive information in attachments to email, media, etc.

4) Comply with OMB M-17-12, Preparing for and Responding to a Breach of Personally

Identifiable Information, HHS, and HRSA incident response policies when handling PII breaches.

5) Provide full access and cooperate on all activities as determined by the Government to ensure an effective incident response, including providing all requested images, log files, and event information to facilitate rapid resolution of sensitive information incidents. This may involve disconnecting the system processing, storing, or transmitting the sensitive information from the Internet or other networks or applying additional security controls.

• Position Sensitivity Designations

All Contractor (and/or any subcontractor) employees must obtain a background investigation commensurate with their position sensitivity designation that complies with Parts 1400 and 731 of Title 5, Code of Federal Regulations (CFR). The following position sensitivity designation levels apply to this solicitation/contract:

The requiring activity representative, in conjunction with Personnel Security, shall use the OPM Position Sensitivity Designation automated tool (https://www.opm.gov/investigations/) to determine the sensitivity designation for background investigations. After making those determinations, include all applicable position sensitivity designations.

Malissa Marceron (MMarceron@hrsaa.gov) and Amy Herndon (AHerndon@hrsa.gov) are able to assist with these designations. Please provide the latest Statement of Work in your correspondence.

• Homeland Security Presidential Directive (HSPD)-12 The Contractor (and/or any subcontractor) and its employees shall comply with Homeland Security Presidential Directive (HSPD)-12, Policy for a Common Identification Standard for Federal Employees and Contractors; OMB M-05-24; FIPS 201, Personal Identity Verification (PIV) of Federal Employees and Contractors; HHS HSPD-12 policy; and Executive Order 13467, Part 1 §1.2.

https://www.opm.gov/investigations/ mailto:MMarceron@hrsaa.gov mailto:AHerndon@hrsa.gov

For additional information, see HSPD-12 policy at: https://www.dhs.gov/homeland-security-presidential-directive-12)

Roster. The Contractor (and/or any subcontractor) shall submit a roster by name, position, e-mail address, phone number and responsibility, of all staff working under this acquisition where the Contractor will develop, have the ability to access, or host and/or maintain a government information system(s). The roster shall be submitted to the COR, with a copy to the Contracting Officer, within 14 days of the effective date of this contract. Any revisions to the roster as a result of staffing changes shall be submitted within 14 days of the change. The COR will notify the Contractor of the appropriate level of investigation required for each staff member.

If the employee is filling a new position, the Contractor shall provide a position description and the Government will determine the appropriate suitability level.

• Contract Initiation and Expiration

1) General Security Requirements. The Contractor (and/or any subcontractor) shall comply with information security and privacy requirements, Enterprise Performance Life Cycle (EPLC) processes, HHS Enterprise Architecture requirements to ensure information is appropriately protected from initiation to expiration of the contract. All information systems development or enhancement tasks supported by the contractor shall follow the HRSA EPLC framework and methodology (https://sharepoint.hrsa.gov/oo/oit/dcppm/pmo/Shared Documents/z_Old PMO Archives/Documents.aspx) and in accordance with the HHS Contract Closeout Guide (2012).

2) System Documentation. Contractors (and/or any subcontractors) must follow and adhere to NIST SP 800-64, Security Considerations in the System Development Life Cycle, at a minimum, for system development and provide system documentation at designated intervals (specifically, at the expiration of the contract) within the EPLC that require artifact review and approval.

3) Sanitization of Government Files and Information. As part of contract closeout and at expiration of the contract, the Contractor (and/or any subcontractor) shall provide all required documentation to the CO and/or COR to certify that, at the government’s direction, all electronic and paper records are appropriately disposed of and all devices and media are sanitized in accordance with NIST SP 800-88, Guidelines for Media Sanitization.

4) Notification. The Contractor (and/or any subcontractor) shall notify the CO and/or COR and system ISSO within 10 days before an employee stops working under this contract.

5) Contractor Responsibilities Upon Physical Completion of the Contract. The contractor (and/or any subcontractors) shall return all government information and IT resources (i.e., government information in non-government-owned systems, media, and backup systems) acquired during the term of this contract to the CO and/or COR. Additionally, the Contractor shall provide a certification that all government information has been properly sanitized and purged from Contractor-owned systems, including backup systems and media used during

HHS EA requirements may be located here:

https://www.hhs.gov/ocio/ea/documents/proplans.html https://www.dhs.gov/homeland-security-presidential-directive-12 https://www.dhs.gov/homeland-security-presidential-directive-12 https://sharepoint.hrsa.gov/oo/oit/dcppm/pmo/Shared%20Documents/z_Old%20PMO%20Archives/Documents.aspx https://sharepoint.hrsa.gov/oo/oit/dcppm/pmo/Shared%20Documents/z_Old%20PMO%20Archives/Documents.aspx contract performance, in accordance with HHS and/or HRSA policies.

6) The Contractor (and/or any subcontractor) shall perform and document the actions identified in the HRSA Contractor Employee Separation Checklist when an employee terminates work under this contract within 10 days of the employee’s exit from the contract. All documentation shall be made available to the CO and/or COR upon request.

V. Schedule of Deliverables

Regardless of format, all digital content or communications materials produced as a deliverable 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. Remediation of any materials that do not comply with the applicable requirements as set forth below, shall be the responsibility of the vendor.

HHS guidance regarding accessibility of documents can be found at http://www.hhs.gov/web/section- 508/making-files-accessible/index.html.

The contractor shall submit the following deliverables as identified in the tasks listed in the SOW and in the quantities stipulated and during the periods listed below.

Item Description Quantity Due Date Submit To

Provide documentation on maintaining Federal Records to include Records Management Schedule and Disposition Plan

Due Date 30 Days after Award

Email in Word Format to:

Tpoorbaugh@hrsa.gov

Provide Records Management training completion certificates 1 for each staff within 7 days after contract award and upon new staff onboarding.

Submit copy of completed training certificate to:

Tpoorbaugh@hrsa.gov.

Accident Report.

(Section IV, Task 3).

At the time and scene of the crash if possible

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

Report shall be made using SF 91 and SF 94 witness form.

Submit handwritten report to COR Timothy Poorbaugh

Motor Vehicle Operators Trip Ticket (Section IV, Task 5).

(1 to initiate a trip and 1 to conclude a trip)

Each time the vehicle is picked-up and dropped-off at

Driver Box in the transportation office.

Document must be hand written.

about:blank about:blank mailto:Tpoorbaugh@hrsa.gov mailto:Tpoorbaugh@hrsa.gov

NHDP Clinical Branch.

Airport Parking Receipt (Section IV, Task 5, C- 3)

1 per trip

Each time parking is required.

Submit with monthly invoice.

Contractor Employee Non-Disclosure Agreement NDA.

(Section IV, Task 6).

1 for each employee.

Prior to contractor performance.

Report shall be submitted as a .pdf document.

Sent via email to:

tpoorbaugh@hrsa.gov

Incident Report (Section IV, Task 6).

As incidents or breaches occur.

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

Report shall be submitted as a word document.

Sent via email to:

tpoorbaugh@hrsa.gov

VI. Payment Schedule

This is a Hybrid Firm Fixed Price, Time and Material type contract. The contractor shall invoice on a monthly basis. Payment for services shall be made after submission of a proper invoice. In addition to the monthly total price for services performed, invoices shall reflect the number of Motor Vehicle Operator’s Trip Tickets (SOW Attachment B) completed during the month being invoiced to include the number of NHDP patients transported and other transportation services completed under Task 5.

Base Period Item Description Quantity Unit of

Issue Unit Price

Totals

1 Federal Records Management documentation on maintaining Federal Records to include Records Management Schedule and

1 Lot

2 Records Management Training.

3 Transportation Services Coordination

52 Each

4 Airport Pick-up Baton Rouge, LA

(Not to Exceed)

Each

5 Airport Drop-off Baton

6 Airport Pick-up New Orleans, LA

7 Airport Drop-off New

8 Parking New Orleans LA Airport

9 Bus Station Pick-up Baton

10 Bus Station Drop-off Baton

11 Train Station Pick-up Slidell, LA

12 Train Station Drop-off

13 Train Station Drop-off New

14 Train Station Pick-up New

15 Train Station Drop Off Lafayette, LA

16 Train Station Pick-up

17 Medical Appointments Baton Rouge, LA

18 Supply and Equipment Transportation

19 Vehicle Maintenance 16 Each

Transportation (Not to

20 Unexpected Delay Airport/Vehicle

Lot

21 Baseline Security Requirements.

Subtotal Base Period:

Option Period One documentation on maintaining Federal Records to include Records Management Schedule and Disposition Plan

(Not to70

7 Parking New Orleans LA

10 Each

8 Airport Drop-off New

10 Bus Station Drop-off

Slidell , LA

13 Train Station Drop-off New Orleans, LA

14 Train Station Pick-up

19 Vehicle Maintenance

20 Unexpected Delay Airport/Vehicle

Subtotal Option Period One:

Option Period Two documentation on maintaining Federal Records to include Records Management

7 Airport Drop-off New

8 Parking New Orleans

Slidell,, LA

14 Train Station Pick-up New

Subtotal Option Period Two:

Period Three documentation on maintaining Federal Records to include Records Management Schedule and

7 Parking New Orleans

10 Bus Station Drop-off Baton

Slidell,, LA

13 Train Station Pick-up New

14 Train Station Drop Off

19 Vehicle Maintenance 16 Each

Transportation (Not to

Subtotal Option Period Three:

Option Period Four documentation on maintaining Federal Records to include Records Management

7 Parking New Orleans

14 Train Station Pick-up

Subtotal Option Period Four:

Total Contract Value:

Training

Rules of Behavior

Incident Response

Position Sensitivity Designations

Homeland Security Presidential Directive (HSPD)-12

Contract Initiation and Expiration

Attachment B

Contractor Non-Disclosure Agreement

Information Technology Systems Security Contractor Non-Disclosure Agreement

Access to sensitive information (such as personally identifiable information [PII]), non-public information, confidential information, and/or Controlled Unclassified Information (CUI) from the files of the Department of Health and Human Services (HHS) is required in the performance of my official duties, under contract number between (HHS/HRSA) and my employer (Employer’s Name) .

I agree that I shall not release, publish, or disclose such information to unauthorized personnel, and I shall protect such information in accordance with relevant laws and regulations available for research and review at any Law Library. Among these laws may be various provisions of:

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

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

c. 44 U.S.C. Chapter 35, Subchapter I (Paperwork Reduction Act).

I affirm that I have received a written and/or verbal briefing by my company concerning my responsibilities under this agreement. I understand that violation of this agreement may subject me to criminal and civil penalties.

Signed:

Type or Print Name:

Date:

Witnessed by:

Date:

Copies are to be retained by: HRSA Contracting Officer Representative

Contractor’s Contract Management Individual Signatory

Contractor Non-Disclosure Agreement

Attachment C

Clauses, Instructions to Offerors, and Evaluation Criteria

The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/content/part-52-solicitation-provisions-and-contract-clauses.

FAR 52.212-1 - Instructions to Offerors - Commercial Items (MAR 2020).

General

Contained herein are the minimally acceptable requirements for proposal information that is to be submitted in accordance with the following instructions for the format and content of proposals. Offeror’s shall submit the proposal volumes stated below to be considered responsive to this solicitation, no exceptions. Failure to submit a completed proposal by the time that proposals are due will result in the exclusion from further consideration by the Government for award.

Proposals shall stipulate that it is predicated upon all the terms and conditions of this solicitation.

In addition, it must contain a statement to the effect that the proposal is valid for a period of at least 180 days from the date of receipt by the Government. Offerors shall submit proposals and data comprehensive enough to provide the basis for a sound evaluation. The data and information should be precise, factual, and responsive and shall be keyed to each paragraph of the technical proposal requirements as outlined below.

Proposal information shall be submitted in separate volumes and clearly labeled. Each volume shall be separate and complete unto itself so that the evaluation of one volume may be accomplished independently of the evaluation of the other volume(s).

Proposals shall be submitted in three (3) volumes as follows:

Volume Title

I Technical Proposal II Past Performance III Business Proposal

The solicitation shall be signed by an official authorized to bind your organization and shall be submitted with your proposal by email by the date and time specified on page 1 of the solicitation to Jennifer Lohmeier at JLohmeier@hrsa.gov.

All questions and/or inquiries concerning this solicitation shall be submitted via email to Jennifer Lohmeier at JLohmeier@hrsa.gov by 10AM Eastern Time, August 27, 2020. Questions submitted after the due date and time for questions will not be accepted. Any resulting addition, deletion, or change to the solicitation will be made by issuing a formal amendment. Offerors are instructed to contact only the issuing contract office in connection with any aspect of this requirement prior to contract award.

Electronic documents submitted as part of your proposal shall be submitted in Word or PDF, single spaced, printable on 8.5 x 11-inch paper, paginated front to back, font 12 Times New Roman, .5 to 1 inch margins, and searchable. Pricing information shall be submitted in MS Excel format with formulas intact. Each page shall be numbered in a page X of Y format, for example;

page 1 of 3, page 2 or 3, page 3 of 3. Each page shall include a header that states the organizational name and if applicable a footer on applicable pages that notes that proprietary information. Each volume shall be formatted to include a table of contents which corresponds to the section of that volume.

Technical Proposal shall not exceed 25 pages, including attachments, addendums, resumes and other required appendices. Offerors are advised to strictly observe limitations on the length and format specified since review of the proposal will be limited to 25 pages. There is no page limit for the business proposal.

Where data and/or information appear in one volume, it does not have to be repeated in any other part. However, if data and/or information does appear in more than one volume it shall be cross referenced by indicating the specific location including the volume and page number as a minimum. The clarity, relevance, and conciseness of the proposal is important, not the length.

The Government will evaluate proposals in accordance with the evaluation criteria set forth within this solicitation.

This solicitation does not commit the Government to pay any cost for preparation or submission of a proposal. In addition, the Contracting Officer is the only individual who can legally commit the Government to the expenditure of public funds in connection with this proposed acquisition.

United States Governmental, or Department of Health and Human Services, or Health Resources Services Administration, or National Hansen’s Disease Programs letterhead and/or logo should not be included in your proposal. Your proposal also should not include proposals from past contracts unless it is requested in the past performance section.

Technical Proposal Instructions – Volume I

Volume I–Technical Proposal shall not contain references to price/cost; however, resource information such as data concerning labor hours and categories, materials, subcontracts, past performance, etc., shall be contained in the technical proposal so that the Offerors understanding of the statement of work may be evaluated. It shall disclose the technical approach in sufficient detail to provide a clear and concise presentation that includes the requirements of the technical proposal instructions. Volume I–Technical Proposal shall include a statement indicating whether or not any exceptions are taken to the terms and conditions of this solicitation as part of the proposal transmittal letter. Any exceptions taken must include identification of the specific paragraphs and rationale for each exception. Exceptions shall also be noted in the proposal, at the location of the exception.

In order to establish uniformity and to facilitate the evaluation, volume I shall address and be organized as follows:

1. Technical Approach and Understanding

The proposal shall provide a statement of the purpose and scope of the requirements in the Offeror’s own words to demonstrate his/her complete understanding of the intent of the project. The discussion shall include anticipated major problem areas, together with potential approaches for their solution.

2. Key Personnel and Staffing Plan

The Offeror shall propose its key personnel to perform the tasks outlined in the SOW.

The Key Personnel identified to work under the resultant contract shall have the following minimum requirements:

• Relevant Experience: At least 6 months experience of driving non-emergency medical patients.

• Education: High school diploma or GED is required.

• License: Key Personnel must have a chauffeur’s license.

• Drug Test Certification: Proof that the key personnel assigned have successfully passed a drug test from a certified medical/drug testing facility.

• No At-Fault Accidents: Proof that the key personnel assigned have no at-fault accidents on their driving record.

Offerors shall describe its staffing plan and approach in creating a schedule that meets the requirements of the SOW and delineate how absences will be back filled in seen or unforeseen circumstance.

Past Performance Instructions – Volume II

Offerors shall submit three (3) past performance references where the Offeror was the prime contractor or subcontractor for relevant work completed within the past three (3) years as required by this solicitation. “Relevant” is defined as similar in size, scope and complexity to this contract. The Offeror must clarify the percentage of work, dollar allocation and personnel roles as it relates to the key labor category requirements.

Offerors shall submit copies of their CPARS ratings for contracts with Federal agencies that are relevant to this procurement in Volume I. If the Offeror has not held any Federal contracts, then the Offeror may submit references from state, local, or private contracts using the Past Performance Questionnaire (Attachment D). Offerors shall forward a copy of the entire Past Performance Questionnaire to their clients to complete. The completed questionnaire shall be submitted to jlohmeier@hrsa.gov no later than September 4, 2020 at 2PM Eastern Time.

Business Proposal – Volume III

The price quote shall propose labor categories, labor hours, any unit pricing used, any discounts offered and any other relevant pricing information that adequately fulfill the requirements set forth in the SOW for the base and all optional items/tasks. The Offeror shall also furnish a price breakdown to accomplish the SOW including a total firm-fixed price associated to the tasks listed in the SOW. In addition, the price quote shall include a completed and signed copy of Standard Form 1449-Solicitation/Contract/Order for Commercial Items.

Offeror’s are required to complete and certify FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (AUG 2020) as part of their Cost/Price volume. If the Offeror does not comply with representations and certifications, the Offeror is non-responsive and may be removed from consideration for award per FAR 4.2103.

Instructions to Offerors - Commercial Items

(a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code(s) and small business size standard(s) for this acquisition appear elsewhere in the solicitation. However, the small business size standard for a concern which submits an offer in its own name, but which proposes to furnish an item which it did not itself manufacture, is 500 employees.

(b) Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. Offers may be submitted on the SF 1449, letterhead stationery, or as otherwise specified in the solicitation. As a minimum, offers must show—

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of offers;

(3) The name, address, and telephone number of the offeror;

(4) A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) “Remit to” address, if different than mailing address;

(8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically);

(9) Acknowledgment of Solicitation Amendments;

(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and

(11) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration.

(c) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of offers. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender’s request and expense, unless they are destroyed during preaward…