Solicitation 75R60122Q00001.pdf

SEE ADDENDUMIS CHECKED

CODE 18a. PAYMENT WILL BE MADE BY

CODE

FACILITYCODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

OFFEROR

NHDP2

National Hansens Disease Program Management and Policy Office of Acquisition

HRSA/OAMP/NHDP

CODE 16. ADMINISTERED BYCODE

X

X

623110

SIZE STANDARD:

% FOR:SET ASIDE:UNRESTRICTED ORNHDP2

RFPIFB

10. THIS ACQUISITION ISCODE

RFQ

14. METHOD OF SOLICITATION

13b. RATING

NAICS:

SMALL BUSINESS

01/12/2022 1500 CT

12/15/2021

225-756-3785ANGELA WHITNEY

(No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBERa. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

75R60122Q00001

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 3 OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

Baton Rouge LA 70809

TELEPHONE NO.

17a. CONTRACTOR/

15. DELIVER TO

Baton Rouge LA 70809 National Hansens Disease Program Management and Policy Office of Acquisition

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

$30.00

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW

ISSUE DATE

DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

11.

SEE SCHEDULE

12. DISCOUNT TERMS

THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

8(A)

HRSA/OAMP/NHDP

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

Title: Long-Term Nursing Home Care Services Initiative ID#: NHDP172 C 3675 Award Type: Hybrid Firm-Fixed Price, Cost

This is a combined synopsis/solicitation for commercial items. This requirement is issued pursuant to Federal Acquisition Regulation (FAR) Part 13.500 under NAICS Code 623110; Nursing Care Facilities (Skilled Nursing Facilities), with a small business size standard of $30.0M with PSC Code Q402; Medical - Nursing Home Care Contracts.

(Use Reverse and/or Attach Additional Sheets as Necessary)

HEREIN, IS ACCEPTED AS TO ITEMS:

X

XX

DATED

JENNIFER M. LOHMEIER

. YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

OFFER

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

30b. NAME AND TITLE OF SIGNER (Type or print)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT:

REF.

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32c. DATE 32b. SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

40. PAID BY39. S/R VOUCHER NUMBER38. S/R ACCOUNT NUMBER

37. CHECK NUMBER

FINALPARTIAL

36. PAYMENT

FINALPARTIAL

35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER33. SHIP NUMBER

COMPLETE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

42d. TOTAL CONTAINERS42c. DATE REC'D (YY/MM/DD)

42b. RECEIVED AT (Location)

42a. RECEIVED BY (Print)

41c. DATE41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 2/2012) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

This requirement is being solicited as unrestricted, all qualified offerors are eligible to submit a proposal under this Solicitation.

This announcement constitutes the only solicitation, quotations are being requested and a separate solicitation will not be issued. The solicitation document and incorporated provisions and clauses are those in effect through Federal

Acquisition Circular (FAC) 2021-07.

The contractor shall provide the required

Long-Term Nursing Home Care Services and all identified services in accordance with the attached Statement of Work (SOW), Attachment A.

Provide the following information:

1. Contact Name, Phone and Fax Number:

2. Email Address: _______________________

3. DUNS Number: _______________________

Note the following attachments with this form:

Attachment A - Statement of Work (SOW)

Attachment B - Contractor Non-Disclosure

Agreement (NDA)

Continued ...

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

3 2 of

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

3 3

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

75R60122Q00001

Attachment C - Clauses, Instructions and

Evaluation

Attachment D - Past Performance Questionnaire

SOW Appendix A - NHDP Appointment Authorization

Form

SOW Appendix B - Medical Appointment Form

Note to Contractor:

The Contracting Officer Representative (COR) does not possess the authority to approve additional hours/services/changes in the period of performance and/or pricing under this procurement. The Contracting Officer (CO) is the only entity that can authorize these type of changes. A written request should be forwarded to the Contracting Office Point of Contact prior to providing the Government additional hours/services. Once your written request has been submitted, an official modification document or verbal approval from the HRSA Contracting

Office should be received before proceeding.

Failure to comply could result in cost overruns that will not be the responsibility of the

Government.

Contracting Officer Representative (COR):

Mary Dudley

National Hansen's Disease Program

9181 Interline Ave

Baton Rouge, LA 70809

Phone: 225-756-3718

Email: MDudley@hrsa.gov

Contracting Office Point of Contact:

Charisse Whitney

National Hansen's Disease Program

9181 Interline Ave

Baton Rouge, LA 70809

Phone: 225-756-3785

Email: CWhitney@hrsa.gov

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

Title: Long-Term Nursing Home Care Services; Attachment A – Statement of Work (SOW); Solicitation Number 75R60122Q00001

Attachment A Statement of Work (SOW)

Title: Long-Term Nursing Home Care Services Date: December 15, 2021

I. Background

The Department of Health and Human Services (DHHS), Health Resources and Services Administration (HRSA), Health Systems Bureau (HSB) provides for care, treatment, education, and research on Hansen’s Disease (HD, Leprosy) through the National Hansen's Disease Program (NHDP), centered in Baton Rouge, Louisiana. The legislative authority for NHDP is Public Law 99-117, Section 2. (a.), Section 320, and is guided by DHHS regulations. This program has been owned and operated since 1921 by the Federal Government and has statutory responsibility to provide care for patients affected by HD, herein referred to as residents.

Hansen’s disease is a highly stigmatized disease and facilities experienced with those issues are essential to the holistic care of the resident. One (1) resident under the care of NHDP is currently located in a long-term care nursing facility in Baton Rouge, Louisiana.

II. Purpose / General Description

The purpose of this requirement is to procure long-term nursing home care services and facilities in the Baton Rouge, Louisiana metropolitan area. The patient age is currently 92 years old. This is not a real property lease.

The contractor shall provide all facilities, housing, labor, supervision, nursing services, equipment/supplies, resident meals, personal care support, housekeeping, social/recreational services and events as required for the coordination and delivery of long-term nursing home care services.

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 March 1, 2022. Exact dates will be entered at time of award.

The place of performance shall be at contractor’s facility. Services shall be provided 7 days a week, 24 hours a day.

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?”, and

• 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, “Guidance on Managing Records in Cloud Computing Environments”

(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.

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/2021recordsmanagement/01_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: Long Term Nursing Home Care Services.

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 http://www.archives.gov/records-mgmt/bulletins/2010/2010-05.html https://humancapital.learning.hhs.gov/courses/2021recordsmanagement/01_index.html

The Contractor shall perform the following tasks:

A. Patient Room

The contractor shall provide one private room which includes the following:

• Be a minimum of 160 square feet, and include a closet and a window to the exterior. Windows shall be weather tight and equipped with locks.

• Handicapped accessible ADA compliant bathroom (sink with toilet) with ample handrails and a full turning ratio for wheelchairs.

• Equipped with an emergency call system, emergency lighting in room and bathroom, smoke detectors and sprinkler system.

• Individually controlled heating and air conditioning providing outside air in accordance with ASHRAE189-62 Ventilation Standards. Thermostats shall maintain temperatures between 65 and 72 degrees Fahrenheit during heating season, 72 and 78 degrees Fahrenheit during cooling season.

• Lighting fixtures that can maintain a lighting level of 50 foot-candles in living areas. Additionally, lighting fixtures shall maintain a lighting level of 10 foot-candles in other areas to ensure safety.

• Have a telephone and cable television service jack(s).

• All utilities such as electric, gas, water, sewage, solid waste, local telephone, and cable TV services shall be included in the room rate. The cable television service shall include at least one Spanish channel. Long distance telephone services are excluded from the room rate.

• All floor covering shall be resilient flooring. Terrazzo, unglazed ceramic tile and/or quarry tile shall be used in toilet and service areas.

• A bed, a storage piece (dresser or chest of drawers), and a seating component (lounge chair, sofa, or loveseat). Occasional pieces (tables, side chairs, etc.) shall be available.

Note: The resident shall have access to either common showers or a shower shall be included in the room.

B. Meals

Provide complete meals and nutritional services, 7 days a week, 365 days a year, for the resident. Meals shall be served in a dining room cafeteria style or by waited table service. If cafeteria style service is provided, assistance shall be provided to help in making selections, carrying trays, preparing food for consumption, etc. Special dietary needs shall be provided for medical needs such as diabetes, hypertension, renal failure, etc. Menus shall offer various choices, be rotated, and follow the Louisiana Health and Hospital Nursing Facilities Minimum Licensure Standards https://ldh.la.gov/index.cfm/page/3798).

A variety of snacks and beverages shall be available between meals.

C. Resident Care

Provide care in accordance with the Patient’s Bill of Rights, Standards for Long Term Health Care Facilities and Practice Guidelines, The Nurse Practice Act of Louisiana (RN and LPN), Louisiana Registry of Certified Nurse Aide Registry, and Louisiana Health and Hospital Nursing Facilities Minimum Licensing Standards.

a. Daily Living Assistance

Provide assistance to the resident for activities involving daily living, to maintain the highest practicable well-being for the resident. This assistance shall be provided for the following activities:

• Bathing

• Dressing

• Grooming

• Transferring

• Ambulating

• Good Nutrition

• Personal Hygiene

• Oral Hygiene

• Toileting

b. Pressure Ulcer Treatment

Assess for pressure ulcers. Within 24 hours of an ulcer being observed, the Contractor shall report findings to the NHDP provider or provider and initiate an approved treatment plan.

https://ldh.la.gov/index.cfm/page/3798

This treatment shall promote healing and prevention of new pressure ulcers. Care of pressure ulcers shall be based on evidenced based practices.

c. Urinary Incontinence

Assess and treat resident for urinary incontinence. The resident shall be assessed for the need of bladder retraining program. An indwelling catheter or diapers shall not be used unless the clinical condition indicates a need. The resident shall receive treatment and services to prevent urinary tract infections.

d. Range of Motion

Assess and treat resident for limited range of motion. The resident shall receive treatment and services to increase range of motion and to prevent decline in range of motion.

e. Mental and Psycho-Social

Assess and treat resident for social and related problems. The contractor shall assist in dealing with social and related problems. The resident shall receive appropriate treatment and services to address their specific needs.

f. Nutrition

Assess and treat for acceptable parameters of nutritional status. The contractor shall endure that the resident maintains acceptable parameters of nutritional status, such as body weight and protein levels, unless the resident has a clinical condition that indicates that this is unavoidable.

g. Gastric Feeding

Assess and treat challenges in eating. The contractor shall assist the resident if fed by a gastric tube in a manner to prevent complications and to restore normal eating if possible.

h. Hazards and Accidents

Ensure that the facilities and environment remain free of accident hazards and that adequate supervision is present to prevent accidents. Any accident or injury shall be investigated and then reported to the COR, NHDP resident provider or provider, and to appropriate state agencies. The notification shall take place once the incident/accident is no longer an imminent threat or crisis. A copy of the accident/incident report shall be provided to the COR within 72 hours of the event.

i. Hydration

Assess and treat the resident for proper fluid intake, and provide sufficient fluid intake to maintain proper hydration and health.

j. Special Needs

Assess and treat special needs. The resident shall receive proper treatment and care. Special needs shall include: injections, parenteral and enteral fluids, colostomy, ureterostomy, ileostomy care, tracheostomy care, tracheal suction, respiratory care, foot care, and prostheses.

k. Recreational Activities

Provide suitable recreational activities for the resident, according to their specific needs and interests. The contractor shall provide a variety of activities and shall include outdoor activities a minimum of twice per week for a minimum of 30 minutes a day in suitable weather. An attendant shall be provided for the resident if they require closer observations or assistance due to cognitive or mobility impairments when engaging in outside activities.

l. Resident Emergency Notifications

Notify resident’s provider and the COR when a medical or non-medical emergency exists.

m. Resident Care Planning

Assess and determine the appropriate level of care as required for the resident.

The contractor shall create resident care plans that are individualized, age specific, culturally sensitive and reflect best practices for disease management and rehabilitation. Resident care planning shall be developed, implemented, monitored, and evaluated in collaboration with resident’s provider and Contracting Officer Representative (COR).

If the resident does not comply with all or part of the resident’s plan of care or prescribed treatment, their provider and the COR shall be notified promptly so an alternative plan can be considered.

D. Rehabilitative and Restorative Therapy

Provide rehabilitative and restorative services per written provider orders to the resident. Therapies shall be provided by licensed therapist or trained personnel with appropriate equipment and supplies.

E. Basic Respiratory Therapy

Provide basic respiratory therapy, supplies and services (oxygen, nebulizer, oral suctioning, etc.), per written provider orders.

F. Over the Counter Medications (Non-Prescription)

Provide all over the counter medications (non-prescription), per written provider orders.

G. Housekeeping Services

Provide housekeeping services which shall be clean and left odor free. Resident room and public areas of the facility shall be maintained and kept clean and shall be free of dirt, debris, and dust to maintain a lustrous appearance. Spills shall be cleaned immediately. Worn items shall be repaired or replaced to maintain facility appearance. Buildings and grounds shall be well cared for and maintained.

Housekeeping services shall be provided to resident's room and living quarters no later than 12:00 p.m. daily.

Housekeeping services in resident’s room shall also include the following; change linens weekly, dusting, sweeping, and mopping. Bathroom shall be cleaned daily.

Carpeted floors shall be vacuumed weekly. Non-carpeted resident room shall be buffed and waxed quarterly.

H. Laundry Services

Provide laundry services onsite for the resident under this contract. All laundry items shall be labeled with the resident’s name upon purchase and prior to providing for laundry service. The contractor shall be responsible for ensuring laundered items are returned to the resident without additional defects. The contractor shall be responsible for lost or misplaced items.

I. Transportation to Medical Appointments

Provide transportation services for medical appointments, procedures, test, and etc.

within a 50 mile radius of the long term care facility. An attendant who is capable of assisting the resident with self-care needs and can serve as an effective liaison between the resident and provider regarding the encounter shall accompany the resident. This resident incurs approximately 3-5 medical appointments per calendar year with an average of 20 miles per round trip.

Transportation for NHDP sponsored activities shall be provided by NHDP.

J. Durable Medical Equipment/Medical Supplies

Provide all medical supplies and equipment such as catheters, ostomy bags, oxygen, nebulizers, wound care products, etc. for the resident under this contract. All medical supplies and equipment shall be approved for use by the COR and resident's providers. The contractor shall be responsible for cost of medical supplies and equipment if prior approval was not obtained from the COR and resident's provider.

K. Key Personnel, Staffing, and Compliance

The contractor shall:

1. Provide a supervisor/manager (program manager) that will be responsible for resolving any issues and provide guidance regarding resident care and complaints.

2. Provide Licensed Practical Nurse (LPN) services to resident care 24 hours per day, 365 days per year.

3. Within 10 days of the effective date of the award, provide a list of designated licensed care givers and relief staff. Any changes in staff shall require a 10 day prior notification to the COR.

4. Designate care direct givers who are assigned to perform work under this contract. The contractor shall be able to communicate work schedules and staff assignments for resident. The schedule must include the name of the staff providing care, resident's name, duties assigned (such as bathing, shaving, grooming etc), and work hours or shift. This information shall be available to the COR at all times and/or upon request.

5. Screen employees for satisfactory work references, health examinations, and criminal background checks to ensure they are suitable for the work to be performed.

6. Ensure key personnel assigned to perform services under this contract are in compliance with all current City, County, State and Federal licensures, certifications and training relative to the function they are to perform under this contract. Minimally included, would be recertification(s), continuing education and/or refresher courses. These requirements shall be maintained throughout the life of the contract. Personnel certifications and documentation shall be presented to the Contracting Officer upon request.

7. Ensure key personnel wear a company uniform with their name visible on the outside of the uniform. This can be a legend on a uniform or uniform jacket or by means of a name badge or a combination of both. Uniforms shall be clean and maintained to present a professional image.

The COR may request that the contactor exclude from work such personnel as the COR deems incompetent, careless, unqualified, unfit, or unsuitable or whose continued employment is inconsistent with the best interest of the Federal Government. The COR reserves the right to exclude from work any personnel previously barred from NHDP.

The following are examples of incidents that could result in the removal of a staff member:

• Violation of rules and regulations.

• Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words or actions of fighting. Participating in disruptive activities, which interfere with the normal and efficient operations of the Federal Government, is also considered disorderly conduct.

• Theft, vandalism, immoral conduct, or any criminal action.

• Possessing, selling, consuming or being under the influence of intoxicants, illegal drugs or substance that produces similar affects.

• Unauthorized use of Federal Government property.

• Possession of weapons while on duty.

In the event of a dispute of misconduct, the Contracting Officer will make the final determination if a staff member should be removed from performing under this contract.

The following key personnel shall be identified by the contractor.

a. Program Manager (PM)

Duties /Responsibilities:

The PM shall assist with planning, coordinating and implementing activities associated with administrative management, operations, equipment, space management, logistics, budget, travel and other areas for the performance accountability and management.

Work collaboratively with NHDP to ensure tasks described under the contract are executed.

b. Licensed Practical Nurse (LPN)

Duties/Responsibilities:

• Participate in the delivery and evaluation of resident care.

• Ensure health, comfort, and safety of resident according to facility guidelines and best practices of disease management.

• Coordinate care and services with other health care professionals.

• Attend to the holistic needs of the resident.

• Serve as a direct caregiver and provide oversight to the total care of the resident.

• Administer medications and perform other procedures as directed.

L. Credentialing and Provider Care

Credentialing:

NHDP provider shall be credentialed and granted staffing privileges by the contractor.

Provider Care:

NHDP providers will be the primary care provider for the resident under this contract and will visit the facility to make rounds on a scheduled basis as determined by NHDP. Provider rounds are typically conducted weekly on Wednesdays and Fridays.

NHDP providers will determine the need for admission, discharge, and transfer to other healthcare facilities for the resident under this contract. The provider will write orders for healthcare services and collaborate with the contractor in developing the plan of care, restorative therapies, rehabilitative procedures, motorized wheelchairs, special diets, etc.

M. Unique Transportation

Upon approval by a NHDP provider and COR, unique transportation services shall be coordinated by the contractor, up to 78 times per year within a 50 miles radius of place of performance. The contractor shall promptly arrange transportation of the resident for special circumstances such as to receive dialysis treatment. The contractor shall be reimbursed for costs associated with approved frequent transportation services on a mileage basis per federal travel regulation mileage rates and for labor for having an accompanying nursing home staff go with the resident.

N. Authorization for Care

The NHDP provider shall provide a written authorization (which may be a provider’s order) for medical appointments, labs, x-rays (c-scans, MRI's), therapy services (physical, occupational, and speech, etc) equipment, or supplies not defined in the SOW. The contractor shall schedule the appointment, arrange transportation, fax the provider order to the COR, and send an attendant with the resident to appointments.

The NHDP Appointment Authorization Form (See Appendix A) shall accompany the resident to his appointment and shall serve as approval for services authorized by NHDP. The percentage to be covered by NHDP is set by Medicare Part A and B.

NHDP shall be responsible for outstanding balances and co-pays of resident. The contractor shall present an Explanation of Benefits (EOB) along with an invoice for the remainder of balance due for NHDP payment. The contractor will be reimbursed after submission of proper receipts/documentation.

The contractor shall submit a list of authorizations for appointments to the COR each month and shall include the resident’s name, date of service, and name of provider (Appendix B). The list is due by the 5th day of each month (for example, appointments which occurred between January 1 to January 30 will be due by February 5th).

O. Prescription Medications (Cost reimbursable line item) The contractor shall provide all prescription medications, per written NHDP provider orders, for the resident. The resident has Medicare Part D Insurance. Medicare Part D Insurance shall be the first payer for resident prescription medications. The percentage to be covered by NHDP is set by Medicare D. NHDP shall be responsible for outstanding balances and co-pays of resident. The contractor shall present an Explanation of Benefits (EOB) along with an invoice for the remainder of the balance due for NHDP payment.

P. Resident Change in Health Status Report

The contractor shall provide a verbal report on health status changes to the COR and

NHDP physician. The report shall include falls, skin tears, wounds, changes in eating patterns, weights, hemodynamic instability or an overall decline in health status.

Q. Death of Patient In the event of death of the patient, the contractor shall maintain the room in an as-is condition at the time of death. The COR will notify the contractor when the room is ready to be released back to the contractor. Upon receiving the release notification from the COR, the contractor shall agree to cease billing within 48 hours of email notification.

R. Interpreter Services The contractor shall provide interpreter services to assist providers in communicating and understanding the resident's needs. Spanish is the primary language for the resident under this contract. The resident, contractor and the contracts staff shall have immediate access to an onsite interpreter or a language line service. The contractor staff shall be knowledgeable regarding how to access and utilize the interpreter services.

Interpreter services shall be available 24 hours per day, 365 days per year.

S. Emergency Preparedness

The contractor shall provide a 24-hour emergency response call systems. The contract shall have an emergency preparedness and evacuation plan. The contractor shall communicate with the COR, providers, and families of resident prior to implementation of evacuation plans. The contractor shall provide the COR with updates throughout the process. In the event of an evacuation from the facility, the contractor shall keep the COR abreast of the resident’s location and status daily.

T. Resident Absences From Facility

A NHDP resident provider shall provide an order prior to resident leaving the facility for any reason (family requests, community visits, home visits, etc.) If visits away from the facility are determined not to be therapeutic or the resident cannot be safely managed, the provider shall recommend discontinuation of pass privileges.

Task 4: Security Requirements.

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.

Task 5: 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.

Task 6: 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.

Task 7: 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).

Task 8: 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.

Task 9: 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.

Task 10: 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. 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.

3. 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.

HHS EA requirements may be located here:

https://www.hhs.gov/web/governance/digital-strategy/it-policy-archive/hhs-ocio-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 https://www.hhs.gov/web/governance/digital-strategy/it-policy-archive/hhs-ocio-policy-for-management-of-the-enterprise-it-system-inventory.html https://www.hhs.gov/web/governance/digital-strategy/it-policy-archive/hhs-ocio-policy-for-management-of-the-enterprise-it-system-inventory.html

Task 11: Section 508 Compliance.

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

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

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

V. Schedule of Deliverables

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 Quantity Due Date Format and Place to Report

Task 1 Provide documentation on maintaining Federal Records to include Records Management Schedule and Disposition Plan

1 Each 30 Days after Award

Email In Word Format to the COR:

mdudley@hrsa.gov

Task 2 Records Management - Provide a list of employees who have completed Records Training

1 Per Contractor Employee

Within 7 days after contract award and upon staff onboarding

Email In Excel format to the COR:

Task 3.C.b.

Pressure Ulcer Treatment Plan

As Needed Within 24 hours of an ulcer being observed

Email to the COR:

mdudley@hrsa.gov

Task 3.C.h.

Accident/Incident Report

As Needed Within 72 hours of the event

Email to the COR:

mdudley@hrsa.gov https://www.hhs.gov/web/section-508/accessibility-checklists/index.html https://www.hhs.gov/web/section-508/accessibility-checklists/index.html https://www.hhs.gov/web/section-508/accessibility-checklists/index.html

Task 3.C.m.

Resident Care Plan

As Needed As Needed Email In Word

Task 3.K.

Lists of Designated Care Givers and Relief Staff, Key Personnel

Varies Within 10 Days of contract award and immediately when there are changes in caregivers

Email In Word

Task 3.N.

Authorizations for Medical Appointments

Each month or 12 per performance period

Submit by the 5th of each month

Send to:

National Hansen’s Disease Program;

ATTN: COR, Mary Dudley;

9181 Interline Ave;

Baton Rouge, LA 70809

Task 3.O.

Explanation of Benefits and Invoice for Medication

Once per month, 12 per 12-month period of performance

Submit by the 5th of each month

Send to:

National Hansen’s Disease Program;

ATTN: COR, Mary Dudley;

9181 Interline Ave;

Baton Rouge, LA 70809

Task 3.P.

Change in Health Status

As the change occurs (PRN) but no less than monthly.

No less than 12 per performance period

Submit by the 5th of each month

Email In Word

Schedule of Deliverables for Baseline Security Requirement Tasks

Item Quantity Due Date Place to Report

Task 8 Contractor Employee Non- Disclosure Agreement

(NDA)

One (1) per Contractor Employee

Prior to performing any work on behalf of

HHS

Email to the COR:

mdudley@hrsa.gov

Task 9.3 Incident Report (as

One (1) report for

As soon as possible and without

Email to the COR:

incidents or breaches occur) each incident reasonable delay and no later than 1 hour of discovery

Task 9.4 Incident Response

One (1) Incident and Breach Response Plan

Upon request from government

Email to the COR:

mdudley@hrsa.gov

Task 10 Contract Initiation and Expiration

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

At contract expiration.

Email to the COR:

mdudley@hrsa.gov

Task 10.2 Certification of Sanitization of Government and Government Activity- Related Files, Information, and Devices.

Form or deliverables required by HRSA.

At contract expiration.

Task 11.

Section 508 Accessibility Compliance Checklist

As Needed After Contract Award

VI. Payment Schedule

This is a Hybrid Firm Fixed Price, Cost type contract. The contractor shall bill for services on a monthly basis in twelve equal monthly firm-fixed price payments and reimbursement of costs for prescription medications, after performance of services. See SOW Attachment A for Invoice Instructions.

mailto:jfigarola@hrsa.gov mailto:jfigarola@hrsa.gov

Title: Long-Term Nursing Home Care Services; Attachment B - Contractor Non-Disclosure Agreement (NDA); Solicitation Number 75R60122Q00001

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

Title: Long-Term Nursing Home Care Services; Attachment C – Clauses, Instructions and Evaluation;

Solicitation Number 75R60122Q00001

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 (SEP 2021).

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 Charisse Whitney at CWhitney@hrsa.gov.

All questions and/or inquiries concerning this solicitation shall be submitted via email to Charisse Whitney at CWhitney@hrsa.gov by 10AM Central Time, January 3, 2022. 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…