Solicitation - HT940626QE061.pdf

WOMEN-OWNED SMALL

BUSINESS (WOSB)

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

1. REQUISITION NUMBER PAGE 1 OF

2. CONTRACT NUMBER 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY

13b. RATING

14. METHOD OF SOLICITATION

CODE

15. DELIVER TO 16. ADMINISTERED BY CODE

18a. PAYMENT WILL BE MADE BY CODE17a. CONTRACTOR/

OFFEROR

CODE

FACILITY

CODE

CODE

TELEPHONE NUMBER

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

OFFER

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

BELOW IS CHECKED

REQUEST

FOR QUOTE

(RFQ)

INVITATION

FOR BID

(IFB)

REQUEST

FOR

PROPOSAL

(RFP)

SEE ADDENDUM

19.

ITEM NUMBER

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Government Use Only)

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH

AND DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND

ON ANY ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS

SPECIFIED

29. AWARD OF CONTRACT: REFERENCE OFFER

DATED . . YOUR OFFER ON SOLICITATION

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR

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

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

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

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 11/2021)

Prescribed by GSA - FAR (48 CFR) 53.212

10. THIS ACQUISITION IS UNRESTRICTED OR

NORTH AMERICAN

INDUSTRY CLASSIFICATION

STANDARD (NAICS):

SIZE STANDARD:

13a. THIS CONTRACT IS A

RATED ORDER UNDER

THE DEFENSE PRIORITIES

AND ALLOCATIONS

SYSTEM - DPAS (15 CFR 700)

SET ASIDE: % FOR:

11. DELIVERY FOR FREE ON

BOARD (FOB) DESTINATION

UNLESS BLOCK IS MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

27a. SOLICITATION INCORPORATES BY REFERENCE (FEDERAL ACQUISITION REGULATION) FAR 52.212-1, 52.212-4. FAR 52.212-3

AND 52.212-5 ARE ATTACHED. ADDENDA

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

8(A)

ECONOMICALLY

DISADVANTAGED

WOMEN-OWNED SMALL

BUSINESS (EDWOSB)

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

(SDVOSB)

HUBZONE SMALL

BUSINESS

SMALL BUSINESS

NOTE: OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30.

Solicitation/Contract Form IDIQ for Dry Cleaning and Laundry Services for NMRTC Sigonella

Product Service Code: S209

HT940626QE061

Supplies or Services & Prices or Costs Additional Information/Notes

CLIN DESCRIPTION AND PRICING WORKSHEET

CLIN 0001: 01 August 2026 - 31 July 2027

Description Units of Me asure

Q t y

Price per Unit (Dollars)

An nua l To tal

(Do llar s)

LAUNDRY SERVICE INCLUDING IRONING, SEGREGATING, FOLDING,

WET WASHING, MINOR REPAIRS, GERMICIDALTREATMENT, PICKUP

AND DELIVERY.

KG

CLIN 1001: 01 August 2027 - 31 July 2028

Units of Me asure

Q t y

Price per Unit (Dollars)

T ot al

D ol la rs

LAUNDRY SERVICE INCLUDING IRONING, SEGREGATING, FOLDING,

WET WASHING, MINOR REPAIRS, GERMICIDALTREATMENT, PICKUP

AND DELIVERY.

KG

CLIN 2001: 01 August 2028 - 31 July 2029

Units of Me asure

Q t y

Price per Unit (Dollars)

T ot al

D ol la rs

LAUNDRY SERVICE INCLUDING IRONING, SEGREGATING, FOLDING,

WET WASHING, MINOR REPAIRS, GERMICIDALTREATMENT, PICKUP

AND DELIVERY.

KG

CLIN 0003: 01 August 2029 - 31 July 2030

Units of Me asure

Q t y

Price per Unit (Dollars)

D ol la rs

LAUNDRY SERVICE INCLUDING IRONING, SEGREGATING, FOLDING,

WET WASHING, MINOR REPAIRS, GERMICIDALTREATMENT, PICKUP

AND DELIVERY.

KG

CLIN 4001: 01 August 2030 - 31 July 2031

T ot al

D

Units of Me asure

Q t y

Price per Unit (Dollars) ol la rs

LAUNDRY SERVICE INCLUDING IRONING, SEGREGATING, FOLDING,

WET WASHING, MINOR REPAIRS, GERMICIDALTREATMENT, PICKUP

AND DELIVERY.

KG

CLIN 5001: 01 August2031 - 29 February 2032 IAW FAR 52.217-8

Units of Me asure

Q t y

Price per Unit (Do llars)

T ot al

D ol la rs

LAUNDRY SERVICE INCLUDING IRONING, SEGREGATING, FOLDING,

WET WASHING, MINOR REPAIRS, GERMICIDALTREATMENT, PICKUP

AND DELIVERY.

KG

Item Supplies / Services Estimated Quantity Unit Unit Price Amount

Dry Cleaning and Laundry Services IAW Performance Work Statement

Product Service Code: S209 Pricing Arrangement: Firm Fixed Price

18,000 Kilogram

Option Line Item

Dry Cleaning and Laundry Services IAW Performance Work Statement

Product Service Code: S209 Pricing Arrangement: Firm Fixed Price

18,000 Kilogram

Dry Cleaning and Laundry Services

Option Line Item

IAW Performance Work Statement

Product Service Code: S209 Pricing Arrangement: Firm Fixed Price

18,000 Kilogram

Option Line Item

Dry Cleaning and Laundry Services IAW Performance Work Statement

Product Service Code: S209 Pricing Arrangement: Firm Fixed Price

18,000 Kilogram

Option Line Item

Dry Cleaning and Laundry Services IAW Performance Work Statement

Product Service Code: S209 Pricing Arrangement: Firm Fixed Price

18,000 Kilogram

Option Line Item

Dry Cleaning and Laundry Services IAW Performance Work Statement

Product Service Code: S209 Pricing Arrangement: Firm Fixed Price

9,000 Kilogram

Description/Specifications/Statement of Work Department of Defense Defense Health Agency Navy Medicine Readiness Training Command / United States Naval Hospital Sigonella Performance Work Statement Dry Cleaning and Laundry Services

This is a firm-fixed price (FFP) Indefinite-Delivery-Indefinite-Quantity (IDIQ) type contract to provide dry cleaning and laundry services to include all pickup and delivery for Navy Medicine Readiness Training Command (NMRTC) / United States Naval Hospital (USNH) Sigonella, Italy. The Contractor shall provide laundry and dry-cleaning services in accordance with the best commercial practices, as required by the ordering activity, NMRTC / USNH Sigonella, Italy.

1.0 General Requirements

1.1 The Contractor shall perform dry cleaning, laundering, ironing, wet washing, and drying services in accordance with the best commercial practices. The Contractor shall pre-treat spots and stains, if necessary, prior to cleaning. The Contractor shall ensure that all items returned to the activities are completely dry and free of foreign bodies, e.g., insects, feathers, hair, or laundering agents. No soapy residue or odors shall remain in the cleaned articles.

1.2 Deliveries and Pickups should be made Monday through Friday between the hours of 0830-1030 with the exception of U.S. holidays and / or Italian holidays.

Deliveries and pickups schedule will be mutually agreed between the customer and the contractor.

1.3 All items collected for laundry or dry cleaning shall be returned the next pickup / delivery day, with the exception of items needing repair or specialty items that take extra time to clean. Specialty items include fabric curtains. Specialty items will be returned to the activity within 10 days.

1.4 Customer shall reserve the right for a site visit to the location by giving at least a two (2) week notice so all parties can be present during the visit. These visits will allow for continued communication between all parties. These visits will also allow time for quick spot checks to make sure contract standards are being met.

2.0 Sanitary Standards

2.1 Laundry and dry-cleaning premises will be maintained in a clean and sanitary condition, free from infestation by rodents and insects. Grease drip pans will be installed where necessary and cleaned regularly. Paper and trash will be placed in designated covered containers. The laundry area shall have sufficient mechanical ventilation in the processing area to prevent the dissemination of contaminants from soiled linen. This includes adequate intake, filtration, air exchange and exhaust.

2.2 Eating, drinking, cooking, and storage of food or drinks is prohibited in rooms where laundry is handled, sorted, marked, washed or dry cleaned. If meals are eaten on the premises, a separate designated dining area shall be used for this purpose. Adequate sanitary facilities for employees will be provided to prevent the spread of contaminants.

2.3 Separate areas will be maintained for processing soiled laundry and cleaned laundry. The laundry and dry-cleaning premises will be arranged so that a separate flow of soiled garments is maintained through the laundry or dry-cleaning process. This flow requires that separate contact surfaces such as tables, carts, or shelves are maintained. A second separate flow of cleaned items will be established so that cleaned items contact only surfaces designated for "cleaned laundry sequence". Under no circumstances will soiled items be handled in the same area as laundered or dry-cleaned items.

3.0 Transporting and Storing Laundry

3.1 Containers used for the transporting and storing laundry and dry cleaning will be maintained in a clean and sanitary condition.

3.2 Vehicles used for the transporting laundry and dry cleaning will have some kind of barrier in the vehicles that separates the clean laundry and the dirty laundry.

3.3 Laundry vehicles can be a source of contamination and should be cleaned and disinfected on a regular basis.

4.0 Dry Cleaning

4.1 The contractor shall perform dry cleaning in accordance with the best commercial practices.

5.0 Laundry

5.1 The contractor shall perform laundry services in accordance with the best commercial practices.

5.2 The contractor shall perform laundry services for the USNH Sigonella located at NAS 1, Sigonella Sicily including the clinics and/or other activities under the Medical Treatment Facility (MTF). The items to be laundered consist of but are not limited to the following: lab coats, bathmats, bathrobes, pajamas, tee shirts, operating room clothes, obstetric cloths, assorted cotton items, pediatric linens, mop heads, canvas slippers pillowcases, bed sheets, precaution gowns, operating room linens, scrubs, and curtains.

5.3 The Contractor shall wash, iron, fold and segregate all jackets, coats, napkins, pillowcases, bed sheets, bedspreads, blankets, curtains, table cloths, smocks and scrubs. All towels and other linen shall be washed, fluff-dried, and folded. The Contractor shall return all clean linen in plastic bags. The Contractor shall ensure that all linen is completely dry and free of foreign bodies, e.g., insects, feathers, hair or laundering agents. The contractor shall pre-treat spots and stains, if necessary. No soapy or other odors shall be left in the clean article after laundering. The Contractor shall sort all linens by type, size and color of item and activity.

All items will be packaged with the customer activity identification on the outside of the package.

5.4 Germicidal Treatment of Laundry

5.4.1 Articles that are laundered will be treated by a process which includes a hot wash between 70-80 degrees Celsius for at least 10 minutes, and which contains alkalies or detergents and chemical disinfecting agents. Physical cleaning will terminate with a series of clean water rinses. Laundered articles will be rendered sufficiently free from animal, chemical, and bacterial substances or other materials that may be harmful to persons handling or wearing such articles.

5.4.2 In the event that the nature of the fabric prohibits the use of hot water, a suitable germicidal treatment will be provided by the contractor.

5.5 Tech Jackets and Lab Coats will be dry-cleaned, pressed, delivered on hangers and covered in plastic.

5.6 Segregation of Contaminated Linen. The contractor shall segregate items for the USNH Sigonella as follows:

5.6.1 Any contaminated laundry will be bagged in a water-soluble bag by USNH personnel. This bag is to be placed unopened into the washing machine.

Contaminated laundry will not be sorted. The Contractor shall launder contaminated linen (i.e., linen from the USNH that has been contaminated by chemicals or bodily fluids) separately from all other laundry. This will ensure that no infectious material comes in contact with other laundry. The water-soluble bag will be discarded after the hot wash cycle is completed.

5.6.2 Segregation of Pediatric Items and Operating Room Items

5.6.2.1 USNH personnel will segregate pediatric dirty laundry from all other dirty hospital linen. The Contractor shall launder all pediatric linens separately, using water softener, minimum detergent, and shall ensure that pediatric linen receives an additional rinse. The Contractor shall take care not to "over wash" or damage pediatric linen. Pediatric linen shall be returned to USNH in segregated bundles and separately from all other hospital linen. Pediatric items include pajama tops and pajama bottoms and baby blankets.

5.6.2.2 Operating room linen shall be washed separately from white or other colored hospital linen. Occasionally, USNH may have additional special linen segregation requirements. Upon notice from the hospital, these requirements shall be processed similar to the above. Operating room items shall be packaged separately from other hospital linen.

6.0 Pick Up and Delivery Points and Times

6.1 The time and locations for pickup and delivery of laundry are as follows:

Locations Pick Up

U.S. Naval Hospital - Monday through Friday between 0830 - 1030 NAS I, Sigonella - Monday through Friday between 0830 - 1030

Note: The Government reserves the right to add or delete pickup/delivery points and to change pickup/delivery days and times.

6.2 Pickups and deliveries shall be mutually agreed by the customer and the contractor on the days and times specified in the schedule. Items cleaned must be delivered separated by size and color. The Government reserves the right to add or delete delivery and pickup points, as well as to change the days and times of deliveries and pickups.

6.3 Regular working days as used herein means Monday through Friday of each week with the exception of established Italian and American holidays or any other day proclaimed as official holiday by either the U.S. Government or the country of Italy.

6.4 Recognized Federal Holidays will include U.S. and Italian holidays. Pickups and deliveries shall be suspended on the established U.S. and Italian Holidays.

a. U.S. Holidays:

January 01 - New Years's Day Third Monday of January - Martin Luther King's Birthday Third Monday of February - President's Day Last Monday of May - Memorial Day June 19 - Juneteenth July 04 - Independence Day First Monday in September - Labor Day Second Monday in October - Columbus Day November 11 - Veteran's Day Fourth Thursday in November - Thanksgiving Day December 25 - Christmas Day

When the holiday is on a Saturday, the preceding Friday will be the U.S. holiday. When the holiday is on a Sunday, the following Monday will be the U.S. holiday.

b. Italian Holidays:

January 01 - Capodanno January 06 - Epifania First Monday after Easter - Lunedi dell' Angelo April 25 - Anniversario della Liberazione May 01 - Festa del Lavoro August 15 - Assunzione di Maria Vergine November 01 - Tutti i Santi December 08 - Immacolata Concezione December 25 - Nativita` di Nostro Signore December 26 - Santo Stefano

Pickups and deliveries shall be suspended on the established Italian Holidays.

7.0 Ordering Procedures

7.1 Defense Health Agency Contracting Activity (DHACA) retains the responsibility to issue and administer all orders placed hereunder and maintain all responsibility with respect to negotiating revisions/modifications to orders and modifying provisions of this basic contract. The contractor shall only accept written orders consistent with the terms of this contract issued by an authorized Contracting Officer from DHACA. The Government may add additional ordering officials through modification of the basic contract. All orders issued hereunder are subject to the terms and conditions of this contract. The contract shall control in the event of conflict with any order.

7.2 The ordering period is 01 August 2026 through 31 July 2026 which may include unexercised options with an extension period of 01 August 2031 through 29 February 2032.

8.0 Invoice Procedures

8.1 The supplier will provide invoices to NMRTC Sigonella. Invoices shall be marked with the Contract/Delivery Order Number. The contractor shall submit invoices to:

U.S. NMRTC, Italy Materials Management

PSC 836 BOX 2670

FPO AE 09636

8.2 Invoices shall conform to the CLIN structure of this contract.

8.3 Invoices shall be in the name of the Contractor and not any agent or subcontractor.

8.4 The Contractor shall maintain original paid invoices and other related records for the length of the contract plus one year. Contractor shall make historical invoicing data available to the government within ten (10) business days of a formal request. Archived information shall be provided in a mutually acceptable format.

8.5 Include in the invoice your bank account info

8.6 Payment of accepted and certified invoices

8.6.1 Payment will be made after delivery and acceptance of supplies or performance and acceptance of services.

8.6.2 The Government will only pay for those supplies and services, or portions thereof, which have been accepted.

8.6.3 Monthly payments are authorized.

8.6.4 Invoices not in compliance with these instructions are not considered to be proper invoices and may be rejected.

8.6.5 Upon receipt of accepted and certified invoices, payment will be made by: Commercial Bill Pay Office (CBPO), Naples.

9. Minimum Guarantee

The minimum guarantee will be $10.00. The minimum will be funded with the insurance of the first task order.

Requirements IDIQ for Dry Cleaning and Laundry Services

Packaging and Marking

Inspection and Acceptance

DFARS Clauses Incorporated by Full Text

252.229-7003 Tax Exemptions (Italy). (Mar 2012)

TAX EXEMPTIONS ( ITALY ) (MAR 2012)

(a) As the Contractor represented in its offer, the contract price, including the prices in subcontracts awarded under this contract, does not include taxes from which the United States Government is exempt.

(b) The United States Government is exempt from payment of ( ) tax in accordance with Article 72 of the implementing Imposta Valore Aggiunto IVA IVA decree on all supplies and services sold to United States Military Commands in Italy .

(1) The Contractor shall include the following information on invoices submitted to the United States Government:

( ) The contract number.i

(ii) The tax exemption claimed pursuant to Article 72 of Decree Law 633, dated October 26, 1972 . IVA

(iii) The following fiscal code(s): [Contracting Officer must insert the applicable fiscal code(s) for military activities within ____ Italy : 80028250241 for Army, 80156020630 for Navy, or 91000190933 for Air Force].

(2)( ) Upon receipt of the invoice, the paying office will include the following certification on one copy of the invoice:i

"I certify that this invoice is true and correct and reflects expenditures made in Italy for the Common Defense by the United States Government pursuant to international agreements. The amount to be paid does not include the tax, because this transaction is not IVA subject to the tax in accordance with Article 72 of Decree Law 633, dated October 26, 1972 ."

An authorized United States Government official will sign the copy of the invoice containing this certification.

(ii) The paying office will return the certified copy together with payment to the Contractor. The payment will not include the amount of the tax. IVA

(iii) The Contractor shall retain the certified copy to substantiate non-payment of the tax. IVA

(3) The Contractor may address questions regarding the tax to the Ministry of Finance, Office, Rome (06) 520741. IVA IVA

(c) In addition to the tax, purchases by the United States Forces in Italy are exempt from the following taxes: IVA

(1) (Production Tax for Petroleum Products). Imposta di Fabbricazione

(2) (Consumption Tax for Electrical Power). Imposta di Consumo

(3) (Customs Duties). Dazi Doganali

(4) e Merci per Via e per Via (Port Fees). Tassa di Sbarco d'Imbarco sulle Transportate Aerea Maritima

(5) de (Vehicle Circulation Tax). Tassa Circolazione sui Veicoli

(6) (Registration Tax). Imposta di Registro

(7) (Stamp Tax). Imposta di Bollo

(End of clause)

Overall Contract Inspection/Acceptance Locations

Acceptance Location

Acceptance Destination Instructions: See Statement of Work (SOW) or Performance Work Statement (PWS) for Acceptance/inspection criteria.

DoDAAC: HT0488 CountryCode: ITA

NAV HSPTL SIGONELLA ITALY - MM

USNH SIGONELLA ITALY, SS 192 KM 76 NAS1

SICILY 95100

ITALY

Option Line Item

Acceptance Location

Acceptance Destination Instructions: See Statement of Work (SOW) or Performance Work Statement (PWS) for Acceptance/inspection criteria.

DoDAAC: HT0488 CountryCode: ITA

NAV HSPTL SIGONELLA ITALY - MM

USNH SIGONELLA ITALY, SS 192 KM 76 NAS1

SICILY 95100

ITALY

Option Line Item

Acceptance Location

Acceptance Destination Instructions: See Statement of Work (SOW) or Performance Work Statement (PWS) for Acceptance/inspection criteria.

DoDAAC: HT0488 CountryCode: ITA

NAV HSPTL SIGONELLA ITALY - MM

USNH SIGONELLA ITALY, SS 192 KM 76 NAS1

SICILY 95100

ITALY

Option Line Item

Acceptance Location

Acceptance Destination Instructions: See Statement of Work (SOW) or Performance Work Statement (PWS) for Acceptance/inspection criteria.

DoDAAC: HT0488 CountryCode: ITA

NAV HSPTL SIGONELLA ITALY - MM

USNH SIGONELLA ITALY, SS 192 KM 76 NAS1

SICILY 95100

ITALY

Option Line Item

Acceptance Location

Acceptance Destination Instructions: See Statement of Work (SOW) or Performance Work Statement (PWS) for Acceptance/inspection criteria.

DoDAAC: HT0488 CountryCode: ITA

NAV HSPTL SIGONELLA ITALY - MM

USNH SIGONELLA ITALY, SS 192 KM 76 NAS1

SICILY 95100

ITALY

Option Line Item

Acceptance Location

Acceptance Destination Instructions: See Statement of Work (SOW) or Performance Work Statement (PWS) for Acceptance/inspection criteria.

DoDAAC: HT0488 CountryCode: ITA

NAV HSPTL SIGONELLA ITALY - MM

USNH SIGONELLA ITALY, SS 192 KM 76 NAS1

SICILY 95100

ITALY

Deliveries or Performance

Line Item Delivery Schedule Estimated Quantity Address and POC

18,000 Kilogram

Period of Performance From 01 Aug 2026 To 31 Jul 2027

Option Line Item

18,000 Kilogram

Period of Performance From 01 Aug 2027 To 31 Jul 2028

Option Line Item

18,000 Kilogram

Period of Performance From 01 Aug 2028 To 31 Jul 2029

Option Line Item

18,000 Kilogram

Period of Performance From 01 Aug 2029 To 31 Jul 2030

Option Line Item

18,000 Kilogram

Period of Performance From 01 Aug 2030 To 31 Jul 2031

Option Line Item

9,000 Kilogram

Period of Performance From 01 Aug 2031 To 29 Feb 2032

Contract Administration Data

VENDOR TO COMPLETE THE FOLLOWING:

Vendor Name:

CAGE:

UEI:

Vendor Point of Contact:

Vendor Address: __________________________________________________

Vendor Phone:

Vendor E-Mail:

Vendor to reference Open Market Quote HT940626QE061 on all correspondence relating to this Request For Quote (RFQ).

Defense Health Agency Contracting Agency Point of Contact:

Melissa Peregrino E-mail: melissa.peregrino-white.civ@health.mil (questions via e-mail only)

Payment in Arrears (Check One): ___ Monthly ___ Quarterly ___Semi-Annually ___Annually

Note: Vendor will be required to provide billing electronically via the WAWF Electronic Invoicing Method.

In accordance with the Federal Acquisition Regulation (FAR) 52.212-4(i)(2), for Prompt Payment Act purposes, this contract is subject to the seven calendar day constructive acceptance period.

DFARS Clauses Incorporated by Reference

Number Title Effective Date

Alternate/ Deviation

Variation Effective Date

252.232-7003 Electronic Submission of Payment Requests and Receiving Reports. Dec 2018 252.232-7008 Assignment of Claims (Overseas). Jun 1997

DFARS Clauses Incorporated by Full Text

252.232-7006 Wide Area WorkFlow Payment Instructions. (Jan 2023)

WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (JAN 2023)

(a) As used in this clause- Definitions.

"Department of Defense Activity Address Code (DoDAAC)" is a six position code that uniquely identifies a unit, activity, or organization.

"Document type" means the type of payment request or receiving report available for creation in Wide Area WorkFlow (WAWF).

"Local processing office (LPO)" is the office responsible for payment certification when payment certification is done external to the entitlement system.

"Payment request" and "receiving report" are defined in the clause at 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.

(b) The WAWF system provides the method to electronically process vendor payment requests and receiving reports, as authorized by Electronic invoicing.

Defense Federal Acquisition Regulation Supplement (DFARS) 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.

(c) To access WAWF, the Contractor shall- WAWF access.

(1) Have a designated electronic business point of contact in the System for Award Management at https://www.sam.gov; and

(2) Be registered to use WAWF at https://wawf.eb.mil/ following the step-by-step procedures for self-registration available at this web site.

(d) The Contractor should follow the training instructions of the WAWF Web-Based Training Course and use the Practice Training Site WAWF training.

before submitting payment requests through WAWF. Both can be accessed by selecting the "Web Based Training" link on the WAWF home page at https:// wawf.eb.mil/

(e) Document submissions may be via web entry, Electronic Data Interchange, or File Transfer Protocol. WAWF methods of document submission.

(f) The Contractor shall use the following information when submitting payment requests and receiving reports in WAWF for WAWF payment instructions.

this contract or task or delivery order:

(1) The Contractor shall submit payment requests using the following document type(s): Document type.

(i) For cost-type line items, including labor-hour or time-and-materials, submit a cost voucher.

(ii) For fixed price line items-

(A) That require shipment of a deliverable, submit the invoice and receiving report specified by the Contracting Officer.

(Contracting Officer: Insert applicable invoice and receiving report document type(s) for fixed price line items that require shipment of a deliverable.)

(B) For services that do not require shipment of a deliverable, submit either the Invoice 2in1, which meets the requirements for the invoice and receiving report, or the applicable invoice and receiving report, as specified by the Contracting Officer.

(Contracting Officer: Insert either "Invoice 2in1" or the applicable invoice and receiving report document type(s) for fixed price line items for services.)

(iii) For customary progress payments based on costs incurred, submit a progress payment request.

(iv) For performance based payments, submit a performance based payment request.

(v) For commercial financing, submit a commercial financing request.

(2) ) Fast Pay requests are only permitted when Federal Acquisition Regulation (FAR) 52.213-1 is included in the contract.

[Note: The Contractor may use a WAWF "combo" document type to create some combinations of invoice and receiving report in one step.]

(3) The Contractor shall use the information in the Routing Data Table below only to fill in applicable fields in WAWF when creating Document routing.

payment requests and receiving reports in the system.

Routing Data Table*

Field Name in WAWF Data to be entered in WAWF

Pay Official DoDAAC ____

Issue By DoDAAC ____

Admin DoDAAC ____

Inspect By DoDAAC ____

Ship To Code ____

Ship From Code ____

Mark For Code ____

Service Approver (DoDAAC) ____

Service Acceptor (DoDAAC) ____

Accept at Other DoDAAC ____

LPO DoDAAC ____

DCAA Auditor DoDAAC ____

Other DoDAAC(s) ____

(*Contracting Officer: Insert applicable DoDAAC information. If multiple ship to/acceptance locations apply, insert "See Schedule" or "Not applicable.")

(**Contracting Officer: If the contract provides for progress payments or performance-based payments, insert the DoDAAC for the contract administration office assigned the functions under FAR 42.302(a)(13).)

(4) The Contractor shall ensure a payment request includes documentation appropriate to the type of payment request in Payment request.

accordance with the payment clause, contract financing clause, or Federal Acquisition Regulation 52.216-7, Allowable Cost and Payment, as applicable.

(5) The Contractor shall ensure a receiving report meets the requirements of DFARS Appendix F. Receiving report.

(g) WAWF point of contact.

(1) The Contractor may obtain clarification regarding invoicing in WAWF from the following contracting activity's WAWF point of contact.

(Contracting Officer: Insert applicable information or "Not applicable.")

(2) Contact the WAWF helpdesk at 866-618-5988, if assistance is needed.

(End of clause)

Special Contract Requirements

BUSINESS ASSOCIATE AGREEMENT

Privacy, Access, Use, and Disclosure of Protected Health Information

1. Introduction. In accordance with 45 C.F.R. (S)(S) 164.502(e)(2) and 164.504(e), and DoDM 6025.18, "Implementation of the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule in DoD Health Care Programs," March 13, 2019, this document serves as a Business Associate Agreement (BAA) between the signatory Parties for purposes of the HIPAA and the "HITECH Act" amendments thereof, as implemented by the HIPAA Rules and DoD HIPAA issuances (both defined below). The Parties are (1) a DoD Military Health System (MHS) component command such as a Navy Medicine Medical Treatment Facility (MTF) (Naval Medical center or Naval hospital), or special mission command (research, public health, other), acting as a HIPAA covered entity, and (2) another Federal or Government organization, civilian academic institution, or other civilian entity, acting as a HIPAA Business Associate (BA). The HIPAA Rules require BAAs between covered entities and BAs. Implementing this BAA requirement, the applicable DoD HIPAA issuances (DoDM 6025.18) provides that requirements applicable to BAs must be incorporated (or incorporated by reference) into the contract or agreement between the Parties.

2. Definitions:

a. Terms. Except as provided otherwise in this BAA, the following terms used in this BAA shall have the same meaning as those terms in the DoD HIPAA Rules (DoDM6025.18-): Data aggregation, designated record set, disclosure, health care operations, individual, minimum necessary, notice of privacy practices, protected health information (PHI), required by law, secretary, security incident, subcontractor, unsecured PHI, and use.

b. Breach. means actual or possible loss of control, unauthorized disclosure of or unauthorized access to PHI or other Personally Identifiable Information (PII) (which may include, but is not limited to PHI), where persons other than authorized users gain access or potential access to such information for any purpose other than authorized purposes, where one or more individuals will be adversely affected. The foregoing definition is based on the definition of "Breach" in DoD Privacy Act issuances as defined herein.

c. BA. shall generally have the same meaning as the term "BA" in the DoD HIPAA issuances, and in reference to this BAA, shall mean the entity (another Government organization, civilian academic institution, or other civilian organization), entering into agreement with a Navy Medicine MTF or special mission command.

d. Agreement. means this BAA together with the documents or other arrangements under which the BA signatory performs services involving access to PHI on behalf of the MHS component signatory to this BAA.

e. Covered Entity. shall generally have the same meaning as the term "covered entity" in the DoD HIPAA issuances, and in reference to this BAA, shall mean a Navy Medicine MTF or special mission command under the Bureau of Medicine and Surgery.

f. DHA Privacy Office. means the Defense Health Agency (DHA) Privacy and Civil Liberties Office. The DHA Privacy Office Director is the HIPAA Privacy and Security Officer for DHA, including the National Capital Region Medical Directorate.

g. DoD HIPAA Issuances. means the DoD issuances implementing the HIPAA Rules in the DoD MHS. These issuances are DoDM 6025.18 Implementation of the HIPAA Privacy Rule in DoD Health Care Programs," March 13, 2019; DoD Instruction 6025.18, Privacy of Individually Identifiable Health Information in DoD Health Care Programs of December 2009, and DoD Instruction 8580.02, Security of Individually Identifiable Health Information in DoD Health Care Programs of August 2015.

h. DoD Privacy Act Issuances. means the DoD issuances implementing the Privacy Act, which are DoD Directive 5400.11, DoD Privacy Program of 29 October 2014, and DoD 5400.11-R, Department of Defense Privacy Program of 8 May 2007.

i. HIPAA Rules. means, collectively, the HIPAA privacy, security, breach and enforcement rules, issued by the United States (US) Department of Health and Human Services (HHS) and codified at 45 C.F.R. (S)(S) 160 and 164, Subpart E (Privacy), Subpart C (Security), Subpart D (Breach) and 45 C.F.R. (S) 160, Subparts C-D (Enforcement), as amended by the 2013 modifications to those Rules which implemented the "HITECH Act" provisions of Publication L. 111-5. See 78 Federal Regulation 5566-5702 of 25 January 2013 (with corrections at 78 Federal Regulation 32464 of 7 June 2013. Additional HIPAA rules regarding electronic transactions and code sets (45 C.F.R. (S) 162) are not addressed in this BAA and are not included in the term HIPAA Rules.

j. HHS Breach. means a breach that satisfies the HIPAA Breach Rule definition of "Breach" in 45 C.F.R. (S) 164.402.

k. Service-Level Privacy Office. means one or more offices within the military services (Army, Navy, or Air Force) with oversight authority over Privacy Act and HIPAA privacy compliance.

3. Obligations and Activities of BA:

a. The BA shall not access, use, or disclose PHI other than as permitted or required by this Agreement, the controlling Memorandum of Understanding (MOU) or training affiliation agreement, or as required by law.

b. The BA shall use appropriate safeguards and comply with the DoD HIPAA Rules with respect to electronic PHI to prevent use or disclosure of PHI other than as provided for by this Agreement, the controlling MOU, or law.

c. The BA shall report to the covered entity any Breach of which it becomes aware and shall proceed with breach response steps required by paragraph 7 (Breach Response) of this BAA. With respect to electronic PHI, the BA shall also respond to any security incident of which it becomes aware in accordance with any information assurance provisions of the Understanding. If at any point the BA becomes aware that a security incident involves a breach, the BA shall immediately initiate breach response as required by paragraph 7 (Breach Response) of this BAA.

d. In accordance with 45 C.F.R. (S)(S) 164.502(e)(1)(ii)) and 164.308(b)(2), respectively, as applicable, the BA shall ensure that any entities that create, receive, maintain, or transmit PHI on behalf of the BA agree to the same restrictions, conditions, and requirements that apply to the BA with respect to such PHI.

e. The BA shall make available PHI in a designated record set, to the covered entity or, as directed by the covered entity, to an Individual, as necessary to satisfy the covered entity obligations under 45 C.F.R. (S) 164.524.

f. The BA shall make any amendment(s) to PHI in a designated record set as directed or agreed to by the covered entity pursuant to 45 C.F.R. (S) 164.526, or take other measures as necessary to satisfy covered entity's obligations under 45 C.F.R. (S) 164.526.

g. The BA shall maintain and make available the information required to provide an accounting of disclosures to the covered entity or an individual as necessary to satisfy the covered entity's obligations under 45 C.F.R. (S) 164.528.

h. To the extent the BA is to carry out one or more of the covered entity's obligation(s) under the HIPAA privacy rule, the BA shall comply with the requirements of HIPAA privacy rule that apply to the covered entity in the performance of such obligation(s).

i. The BA shall make its internal practices, books, and records available to the Secretary and the covered entity for purposes of audit and in determining compliance with the HIPAA Rules.

4. Permitted Uses and Disclosures by BA:

a. The BA may only use or disclose PHI as necessary to perform the services set forth in the Understanding or as required by law. The BA is not permitted to de-identify PHI under DoD HIPAA issuances or the corresponding 45 C.F.R. (S) 164.514(a) through (c), nor is it permitted to use or disclose de-identified PHI except as provided by the Understanding or directed by the covered entity.

b. The BA agrees to use, disclose, and request PHI only in accordance with the HIPAA privacy rule "minimum necessary" standard and corresponding DHA policies and procedures as stated in the DoD HIPAA issuances.

c. The BA shall not use or disclose PHI in a manner that would violate the DoD HIPAA issuances or HIPAA privacy rules if done by the covered entity, except uses and disclosures for the BA's own management and administration and legal responsibilities or for data aggregation services as set forth in the following three paragraphs:

(1) Except as otherwise limited in the understanding, the BA may use PHI for the proper management and administration of the BA or to carry out the legal responsibilities of the BA. The foregoing authority to use PHI does not apply to disclosure of PHI, which is covered in the next paragraph.

(2) Except as otherwise limited in the Understanding, the BA may disclose PHI for the proper management and administration of the BA or to carry out the legal responsibilities of the BA, provided that disclosures are required by law, or the BA obtains reasonable assurances from the person to whom the PHI is disclosed that it will remain confidential and used or further disclosed only as required by law or for the purposes for which it was disclosed to the person, and the person notifies the BA of any instances of which it is aware in which the confidentiality of the information has been breached.

(3) Except as otherwise limited in the Understanding, the BA may use PHI to provide Data Aggregation services relating to the covered entity's health care operations.

5. Provisions for Covered Entity to Inform BA of Privacy Practices and Restrictions:

a. The covered entity shall provide the BA with the notice of privacy practices that the covered entity produces in accordance with 45 C.F.R.(S) 164.520 and the corresponding provision of the DoD HIPAA issuances (DoDM 6025.18).

b. The covered entity shall notify the BA of any changes in, or revocation of, the permission by an Individual to use or disclose his or her PHI, to the extent that such changes affect the BA's use or disclosure of PHI.

c. The covered entity shall notify the BA of any restriction on the use or disclosure of PHI that the covered entity has agreed to or is required to abide by under 45 C.F.R. (S) 164.522, to the extent that such changes may affect the BA's use or disclosure of PHI.

6. Permissible Requests by Covered Entity. The covered entity shall not request the BA to use or disclose PHI in any manner that would not be permissible under the HIPAA privacy rule or any applicable Government regulations (including without limitation, DoD HIPAA issuances) if done by the covered entity, except for providing Data Aggregation services to the covered entity and for management and administrative activities of the BA as otherwise permitted by this BAA.

7. Breach Response:

a. General. Breach Response is designed to satisfy the DoD Privacy Act issuances and the HIPAA Breach Rule as implemented by the DoD HIPAA issuances. In general, the BA shall report the breach to the covered entity, assess the breach incident, notify affected individuals, and take mitigating actions, as applicable.

Because DoD defines "Breach" to include possible (suspected) as well as actual (confirmed) breaches, the BA shall implement these breach response requirements immediately upon the BA's discovery of a possible breach. The following provisions set forth the BA's Privacy Act and HIPAA breach response requirements for all breaches, including but not limited to HHS breaches (defined below). In the event of a breach of PII or PHI held by the BA, the BA shall follow the breach response requirements set forth under paragraphs 7, 8, and 9 of this BAA, which are designed to satisfy both the Privacy Act and HIPAA, as applicable.

(1) If a breach involves PII without PHI, then the BA shall comply with DoD Privacy Act issuance breach response requirements only.

(2) If a breach involves PHI (a subset of PII), then the BA shall comply with both Privacy Act and HIPAA breach response requirements.

(3) If a breach involves PHI, it may or may not constitute an HHS Breach. If a breach is not an HHS Breach, then the BA has no HIPAA breach response obligations. In such cases, the BA must still comply with breach response requirements under the DoD Privacy Act issuances.

b. HHS Breach. If the DHA Privacy Office determines that a breach is an HHS Breach, then the BA shall comply with both the HIPAA Breach Rule and DoD Privacy Act issuances, as directed by the DHA Privacy Office, regardless of where the breach occurs.

c. Non-HHS Breach. If the DHA Privacy Office determines that the breach does not constitute an HHS Breach, then the BA shall comply with DoD Privacy Act issuances, as directed by the applicable Service-Level Privacy Office.

d. Service-Level Privacy Office Point of Contact (POC). Brian Martin, who may be reached at Comm: 904-542-3559, DSN: 312-942-3559, or via E-mail:

brian.k.martin4.civ@mail.mil, or usn.ncr.bumedfchava.list.bumed-pii-rpt@mail.mil.

BRIAN K. MARTIN

CODE M31 PRIVACY OFFICE

BUMED DETACHMENT JACKSONVILLE

H2005 KNIGHT LANE

PO BOX 140

NAVAL AIR STATION JACKSONVILLE FL 32212

8. Breach Reporting Provisions:

a. The BA shall report the breach within 1 business day of discovery to the US Computer Emergency Readiness Team (US-CERT) and within 24 hours of discovery to the

DHA Privacy Office and the other Parties set forth below. The BA is deemed to have discovered a breach as of the time a breach (suspected or confirmed) is known, or by exercising reasonable diligence would have been known, to any person (other than the person committing it) who is an employee, officer, or other agent of the BA.

b. The BA shall submit the US-CERT report using the online form at https://forms.us-cert.gov/report. Before submission to US-CERT, the BA shall save a copy of the on-line report. After submission, the BA shall record the US-CERT Reporting Number. Although only limited information about the breach may be available as of the 1 hour deadline for submission, the BA shall submit the US-CERT report by the deadline. The BA shall e-mail updated information as it is obtained, following the instructions at: http://www.us-cert.gov/pgp/email.html. The BA shall provide a copy of the initial or updated US-CERT report to the DHA Privacy Office and the applicable Service-Level Privacy Office, if requested by either.

BA questions about US-CERT reporting shall be directed to the DHA or Service-Level Privacy Office, not the US-CERT office.

c. The BA report due within 24 hours shall be submitted by completing the New Breach Reporting Form DD 2959 at the Breach Response page on the DHA Privacy Office web site and emailing that form to, as applicable, the DHA Privacy Office, the Service-Level Privacy Office, the Contracting Officer (CO) and Contracting Officer's Representative (COR) (if the Understanding is not a contract, delete these references to the CO and COR), and the BA's DoD POC unless the POC specifies another addressee for breach reporting. Encryption is not required, because Breach Report Forms should not contain PII or PHI. The email address for notices to the DHA Privacy Office is provided at the Privacy Office web site breach response page. If electronic mail is not available, telephone notification is also acceptable, but all notifications and reports delivered telephonically must be confirmed by email as soon as technically feasible.

d. If multiple beneficiaries are affected by a single event or related set of events, then a single reportable breach may be deemed to have occurred, depending on the circumstances. The BA shall inform the DHA Privacy Office as soon as possible if it believes that "single event" breach response is appropriate; the DHA Privacy Office will determine how the BA shall proceed and, if appropriate, consolidate separately reported breaches for purposes of BA report updates, beneficiary notification, and mitigation.

e. When a Breach Report Form initially submitted is incomplete or incorrect due to unavailable information, or when significant developments require an update, the BA shall submit a revised form or forms, stating the updated status and previous report date(s) and showing any revisions or additions in red text. Examples of updated information the BA shall report include, but are not limited to:

(1) Confirmation on the exact data elements involved.

(2) Root cause of the incident.

(3) Any mitigation actions to include, sanctions, training, incident containment, follow-up, etc. The BA shall submit these report updates promptly after the new information becomes available. Prompt reporting of updates is required to allow the DHA Privacy Office to make timely final determinations on any subsequent notifications or reports. The BA shall provide updates to the same Parties as required for the initial Breach Reporting Form. The BA is responsible for reporting all information needed by the DHA Privacy Office to make timely and accurate determinations on reports to HHS as required by the HHS Breach Rule and reports to the Defense Privacy and Civil Liberties Office as required by DoD Privacy Act issuances.

f. In the event the BA is uncertain on how to apply the above requirements, the BA shall consult with the DHA privacy office or service-level privacy office when determinations on applying the above requirements are needed.

9. Breach - Individual Notification Provisions:

a. Determine if Notification is Required. If the DHA Privacy Office determines that individual notification is required, the BA shall provide written notification to individuals affected by the breach as soon as possible, but no later than 60 working days after the breach is discovered and the identities of the individuals ascertained. The 60-day period begins when the BA is able to determine the identities (including addresses) of the individuals whose records were impacted.

b. Draft Proposed Notification. The BA's proposed notification to be issued to the affected individuals shall be submitted to the Parties to which reports are submitted under paragraph 7 (breach response) for their review and for approval by the DHA Privacy Office. Upon request, the BA shall provide the DHA Privacy Office with the final text of the notification letter sent to the affected individuals. If different groups of affected individuals receive different notification letters, then the BA shall provide the text of the letter for each group. PII shall not be included with the text of the letter(s) provided. Copies of further correspondence with affected individuals need not be provided unless requested by the Privacy Office. The BA's notification to the individuals, at a minimum, shall include the following:

(1) Identify PII Lost. The individual(s) must be advised of what specific data was involved. It is insufficient to simply state that PII has been lost. Where names, Social Security Numbers (SSNs) or truncated SSNs, and Dates of Birth are involved, it is critical to advise the individual that these data elements potentially have been breached.

(2) Inform. The affected individual(s) must be informed of the facts and circumstances surrounding the breach. The description should be sufficiently detailed so that the individual clearly understands how the breach occurred.

(3) Protective Actions. The affected individual(s) must be informed of what protective actions the BA is taking or the individual can take to mitigate against potential future harm. The notice must refer the individual to the current Federal Trade Commission (FTC) web site pages on identity theft and the FTC's Identity Theft Hotline: Toll Free: 1-877-ID-THEFT (438-4338), TTY: 1-866-653-4261.

(4) Credit Monitoring. The individual(s) must also be informed of any mitigating support services (e.g., 1 year of free credit monitoring, identification of fraud expense coverage for affected individuals, provision of credit freezes, etc.) that the BA may offer affected individuals, the process to follow to obtain those services, the period of time the services will be made available, and contact information (including a phone number, either direct or toll-free, e-mail address and postal address) for obtaining more information.

(5) Labeling. BAs shall ensure any envelope containing written notifications to affected individuals are clearly labeled to alert the recipient to the importance of its contents (e.g., "Data Breach Information Enclosed") and that the envelope is marked with the identity of the BA or subcontractor organization that suffered the breach. The letter must also include contact information for a designated POC to include, phone number, email address, and postal address.

c. Notification within 60 Days. If the BA determines that it cannot readily identify, or will be unable to reach, some affected individuals within the 60-day period after discovering the breach, the BA shall so indicate in the initial or updated Breach Report Form. Within the 10-day period, the BA shall provide the approved notification to those individuals who can be reached. Other individuals must be notified within 60 days after identities and addresses are ascertained. The BA shall consult with the DHA Privacy Office, which will determine which media notice is most likely to reach the population not otherwise identified or reached.