SNOTE | R | Delta Rural Hospital Performance Improvement Project

FBO DAILY ISSUE OF AUGUST 12, 2012 FBO #3914
SPECIAL NOTICE

R -- Delta Rural Hospital Performance Improvement Project

Notice Date: 8/10/2012
Notice Type: Special Notice
NAICS: 541611 — Administrative Management and General Management Consulting Services
Contracting Office: Department of Health and Human Services, Health Resources and Services Administration, Office of Acquisitions Management and Policy, 5600 Fisher Ln., Room 13A-19, Rockville, Maryland, 20857, United States
ZIP Code: 20857
Solicitation Number: RFP12-250-SOL-00040
Archive Date: 9/25/2012
Point of Contact: Hanif S Abdul-Amin, Phone: (301) 443-5261
E-Mail Address: habdul-amin@hrsa.gov
(habdul-amin@hrsa.gov)
Small Business Set-Aside: N/A
Description: DEPARTMENT OF HEALTH AND HUMAN SERVICES Health and Resources Services Administration Office of Acquisition Management and Policy Rockville, MD 20857-5600-0001 OMB No. 0990-0115 August 10, 2012 You are invited to submit a proposal in accordance with the requirements of FAR Part 15 and the requirements of the Solicitation # RFP 12-250-SOL-00040. This requirement is to provide methods of improving access to quality health care services in the area defined as the Mississippi Delta, by the Delta Regional Authority, through efforts to improve the financial, operational and clinical performance of their rural hospitals with comprehensive and ongoing technical assistance. The target area includes rural hospitals in the 240 counties/parishes in the following eight states: Alabama, Arkansas, Illinois, Kentucky, Louisiana, Mississippi, Missouri and Tennessee. The NAICS code for this requirement is 541611. It is anticipated a cost reimbursement award will result from this solicitation. The Period of Performance is 12 months with one 12-month option period of performance. Questions or issues for which you require clarification or correction by the Government must be furnished electronically to August 20 2012. In order to allow a reply to be provided to all prospective Offerors before submission of their technical proposal, your questions must be received no later than 10:00 am Eastern Standard Time (EST) on August 20, 2012. Questions received after the due date and time will not be considered. No Exceptions. Your proposal must be received by the Contracting Officer no later than Wednesday, September 10, 2012. by 10:00 a.m., local prevailing time at the following address: Department of Health and Human Services, HRSA Office of Acquisition Management and Policy Parklawn Building, 5600 Fishers Lane, 13A-43, Room: 14, Rockville, Maryland 20857 301-443-2730 or 2750 Attn: Hanif S. Abdul-Amin, RFP 12-250-SOL-00040 An electronic version of your proposal is acceptable as an e-mail attachment to: habdul-amin@hrsa.gov. Your RFP shall be prepared in accordance with Sections L and M and the "Statement of Work". This RFP does not commit the Government to pay any costs for the preparation and submission of a proposal nor does it commit the Government to make an award. It is also brought to your attention that the Contracting Officer is the only individual who can legally commit the Government to expenditure of public funds in connection with this proposed acquisition. Your proposal must provide a contact name and number, your company name and complete address, including street, city, county, state, zip code, e-mail address, Tax Identification Number (TIN), and Dun & Bradstreet Number (DUNS). The TIN must match the name of the vendor to whom the payments will be made. Please note that FAR 52.204-6 Contractor Identification Number Data Universal System (DUNS Number) and 52.204-7 Central Contractor Registration (CCR) requires any prospective awardee to have a DUNS number and be registered in the CCR database prior to award, during performance, and through final payment of any award resulting from this solicitation. If you do not have a DUNS number, please contact Dun and Bradstreet by calling Dun and Bradstreet at 1-866-705-5711 or via the Internet at http://www.dnb.com. If you are not registered in the CCR you may obtain information on registration and annual confirmation requirements via the internet at http://www.ccr.gov or by calling 1-866-606-8220. Requests for additional information concerning this RFP should be referred habdul-amin@hrsa.gov or (301) 443-5261. Sincerely yours, Hanif S. Abdul-Amin Contract Specialist NOTICE: ACCESS TO PARKLAWN BUILDING The Parklawn Building is a controlled access building; therefore you should allow ample time for visitor access. It is your responsibility to ensure that proposals are delivered by the due date and time, and specific place (Room 13A-43) required in the solicitation. Offerors delivering boxes of proposals must use the delivery entrance located on the loading dock, which is accessible from Parklawn Drive. All packages will be x-rayed by a security guard. Visitors will be required to provide photo identification and provide a name and telephone number of the individual being visited, (in this case, Hanif S. Abdul-Amin, 301-443-5261 or, e-mail: habdul-amin@hrsa.gov ). Boxes of proposals should NOT be left on the loading dock. &emsp; SECTION A TABLE OF CONTENTS SECTION DESCRIPTION A Table of Contents B Supplies or Services and Prices/Costs C Description/Specification/Work Statement D Packaging and Marking E Inspection and Acceptance F Deliverables or Performance G Contract Administration Data H Special Contract Requirements I Contract Clauses J List of Attachments A Statement of Work B Billing Instructions C CPARS Contractor Performance Report D SF_LLL Disclosure Lobbying Activities E Past Performance F Certificate of Current Cost and Pricing Data G Small Business Subcontract Plan K Representations, Certifications and Other Statements of Offerors L Instructions, Conditions, and Notices to Offerors M Evaluation Factors for Award &emsp; Page 3 is Blank (See Form SF 33 for pages 1 and 2) &emsp; SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS B.1 Purpose of Contract The purpose of this contract is to provide methods of improving access to quality health care services in the area defined as the Mississippi Delta, by the Delta Regional Authority, through efforts to improve the financial, operational and clinical performance of their rural hospitals with comprehensive and ongoing technical assistance. The target area includes rural hospitals in the 240 counties/parishes in the following eight states: Alabama, Arkansas, Illinois, Kentucky, Louisiana, Mississippi, Missouri and Tennessee. B.2 Compensation In consideration of the satisfactory performance of the services and tasks detailed in Section J-Attachment A-Statement of Work, the Contractor shall be compensated in accordance with the following 1. Estimated Cost a) Base Period 9/30/2012 through 9/29/2013 It is estimated that the total cost to the Government for full performance of the base period under this contract will be tiny_mce_marker__________of which the sum of tiny_mce_marker___________ represents the estimated reimbursable cost and tiny_mce_marker___________ represents the fixed fee. b) Option Period One 9/29/2013 through 9/29/2014 It is estimated that the total cost to the Government for full performance of Option Period One under this contract will be tiny_mce_marker__________of which the sum of tiny_mce_marker___________ represents the estimated reimbursable cost and tiny_mce_marker___________ represents the fixed fee. 2. The Government shall not be obligated to reimburse the contractor for amounts incurred in excess of the contract amount, and the contractor shall not be obligated to continue performance under the contract or otherwise incur amounts in excess of the contract unless and until written notification is received by the contractor from the contracting officer which sets forth a revision of the contract amount. No notice, communication, or representation in any other form or from any other person other than the contracting officer shall affect the amount of this contract. 3. The total funds currently available for payment and allotted to this contract are tiny_mce_marker_________. It is estimated that the amount currently allotted to this contract will cover performance from __________ to __________________. For further provisions on funding, see the clause FAR 52.232.20, Limitation of Cost (APR 1984). &emsp; 4. The Contracting Officer may allot additional funds to the contract without the concurrence of the Contractor. B.2.1 Allowable Costs Costs shall be determined by the Contracting Officer to be allowable in accordance with FAR Subpart 31.2 in effect on the date of this Contract and the terms of this Contract. B.2.2 Direct Costs The Contractor shall be reimbursed for all costs as described below, incurred directly and specifically in the performance of each task order, claimed by the Contractor and accepted by the Contracting Officer: 1. Salaries and wages of the Contractor's employees directly employed in performing the work required by this contract, including related fringe benefits, if treated as a direct cost; otherwise, fringe benefits may be claimed as part of indirect costs below. 2. Materials and services required in the performance of this contract, after deducting all discounts for the purchase of such materials and services. 3. Consultant fees or other payments to consultants required in the performance of this contract, provided that such fees or payments shall not exceed the daily rate of $700.00, exclusive of travel costs, without the written approval of the Contracting Officer. 4. Travel and subsistence expenses incurred exclusively in direct performance of this contract. The Contractor shall be reimbursed for transportation costs and travel allowance in accordance with the established policy of the Contractor, but subject to the following limitations: a. Such transportation cost shall not be reimbursed in an amount greater than the cost of first class rail or of economy air travel, unless economy air travel and economy air travel space are not available and the Contractor certifies to the facts in the voucher or other documents submitted for reimbursement. Travel allowances for per diem shall be reimbursed in accordance with the Contractor's established policy, but in no event shall such allowances exceed the prevailing Government rate except within the corporate limits of those cities and other specified areas where higher ceiling rates have been established by the General Services Administration for Civil Service employees in travel status. b. The Contractor shall be reimbursed for the cost of travel performed by its personnel in a privately owned automobile at the prevailing Government rate (as set by Federal Travel Regulations-see www.gsa.gov) not to exceed the cost by the most direct economy air route between the points so traveled. If more than one person travels in such automobile, no additional charge shall be made by the Contractor for such travel between such points. c. HRSA will not reimburse travelers for unauthorized or excess expenses. &emsp; B.2.3 Prior Authorization of Certain Direct Costs Purchase Orders and Subcontracts 1. Requirements for purchase orders and subcontracts are governed by FAR 52.244-2, Subcontracts (OCT 2010) of the General Provisions except as may be indicated herein. 2. The Contractor shall not incur any of the following costs without the prior written approval of the Contracting Officer. Incurrence of such costs with the intent of claiming reimbursement as direct costs under this contract shall be at the Contractor's own risk: a. Purchase of any item of equipment, including furniture or office equipment, regardless of cost; b. Any rental agreement for real or personal property, or any term contract for maintenance; c. Travel for general scientific meetings; and d. Rearrangement, alternation or relocation of facilities. B.2.4 Indirect Costs Pursuant to the General Provisions of this contract, and FAR 52.216-7, Allowable Cost and Payment (Jun 2011), the following provisional and ceiling rates are established. Type Provisional Ceiling Base Fringe Overhead G&A The Contractor shall use the organization's current negotiated provisional indirect costs rates for billing purposes. In the event the rates are determined by the cognizant negotiated indirect costs official on the basis of actual allowable costs are less than the provisional and ceiling rates agreed to herein, then the lower rates established by such cognizant official shall apply. Additionally, it is hereby agreed that the above ceiling rates are to be used for the life of the contract. Within the first 90 days after the effective date of this contract, the contractor shall initiate a request for indirect cost rate agreement from the following: (this could be NIH or DCAA) Mr. Raphael A. Woodruff National Institute of Health 6100 Executive Boulevard, Room: 6B05 Rockville, MD 20892 Telephone: (301) 496-2444 Fax: (301) 402-7180 E-mail: rw8u@nih.gov The request will be accompanied by an indirect cost rate proposal and its supporting data. If the contractor does not comply with these requirements within the allotted time frame, then the Contracting Office will suspend all indirect costs being billed after 90 days. &emsp; Notwithstanding the foregoing, the Contractor shall, in the case of an upward adjustment of the provisional rates, comply with the requirements of FAR 52.232-20- Limitation of Cost (APR 1984). (End Section B) &emsp; SECTION C - DESCRIPTION/SPECIFICATIONS/ STATEMENT OF WORK C.1 Statement of Work Independently and not as an agent of the Government, the Contractor shall furnish all personnel, material, facilities, services, and equipment as needed to perform the Statement of Work set forth in Section J (Attachment A) attached hereto and made part of this document. C.2 Incorporation of Contractor's Proposal It is understood and agreed that the Contractor shall, in meeting the requirements of this contract, perform the work in accordance with the Contractor's proposal to the Health Resources and Services Administration originally dated ______________ and revised ___________, provided however, that to the extent that any clauses of the articles of this contract are in conflict or inconsistent with any clauses of said proposal, the provisions of the articles of this contract shall control and shall supersede the provisions of said proposal; therefore, the contractor's proposal is hereby incorporated into the resultant contract. (End Section C) &emsp; SECTION D - PACKAGING AND MARKING PAGE LEFT BLANK INTENTIONALLY (End Section D) &emsp; SECTION E - INSPECTION AND ACCEPTANCE E.1 Inspection and Acceptance The Contracting Officer Representative (COR), as a duly authorized representative of the Contracting Officer, shall assume the responsibilities for monitoring the Contractor's performance, evaluating the quality of services provided by the Contractor and performing final inspection and acceptance of all deliverables. E.2 52.246-5 Inspection of Services-Cost Reimbursement (APR 1984) (a) Definition. "Services," as used in this clause, includes services performed, workmanship, and material furnished or utilized in the performance of services. (b) The Contractor shall provide and maintain an inspection system acceptable to the Government covering the services under this contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Government during contract performance and for as long afterwards as the contract requires. (c) The Government has the right to inspect and test all services called for by the contract, to the extent practicable at all times and places during the term of the contract. The Government shall perform inspections and tests in a manner that will not unduly delay the work. (d) If any of the services do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by reperformance, the Government may- (1) Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements; and (2) Reduce any fee payable under the contract to reflect the reduced value of the services performed. (e) If the Contractor fails to promptly perform the services again or to take the necessary action to ensure future performance in conformity with contract requirements, the Government may- (1) By contract or otherwise, perform the services and reduce any payable by an amount that is equitable under the circumstances; or (2) Terminate the contract for default. (End Section E) SECTION F - DELIVERIES OR PERFORMANCE F.1 FAR 52.252-2 Clauses Incorporated by Reference (FEB 1998) The contract incorporates one or more clauses by reference with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. In addition, the full text of a clause may be accessed electronically at www.arnet.gov/far. F.2 FAR 52.242-15 Stop-Work Order (AUG 1989)-Alternate I (APR 1984) F.3 Observance of Federal Holidays No services or deliveries shall be performed on Saturdays, Sundays or Federal legal holidays, any other holiday set forth by Presidential Executive Order, or any other Government closures. Official Holidays New Year's Day January 1st Martin Luther King's Birthday 3rd Monday in January Inauguration Day January 20th Presidents' Day 3rd Monday in February Memorial Day Last Monday in May Independence Day July 4th Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans' Day November 11th Thanksgiving Day 4th Thursday in November Christmas Day December 25th F.4 Period of Performance The period of performance shall be a base period of 12 months with one 12-month option periods. The period of performance under this contract shall commence with the effective date of the contract (EDOC). F.5 Articles or Services to be Furnished 1. All reports, processes, and product deliverables are subject to approval of the Contracting Officer Representative (COR). 2. All reports and documents shall have, at a minimum in the document header, the contract number, and the COR's name. All reports and documents shall have, at a minimum in the document footer, the author in the lower left corner, the page # of total # of pages in the center bottom of the page, and the date and /or version of the document (not the auto date) in the lower right corner. F.6 Schedule of Deliverables For Base Year The contractor shall submit to the COR the following items identified within the Scope of Work of this contract in the quantities stipulated and during the periods listed below. Task Description Quantity Due Date 2 Submit the plan for outreach of the RHPI activities to the COR for review and acceptance. 1 electronic version of the plan Within 2 weeks from EDOC 4 Submit selection criteria and technical assistance process to the COR for review and acceptance. 1 electronic version of the criteria and process. Within 1 month from EDOC. 5.1 Provide a spreadsheet of the consultation plan for hospitals that includes hospital name, TA type, anticipated/actual date of consult, consultant name, and anticipated outcomes to the COR for review and acceptance. Provide electronically, consultation schedule to the COR, updated monthly. Monthly at 1-11 months from EDOC (unless there are no changes). 5.2 Provide the materials developed that are best practices and lessons learned from RHPI projects that are useful to hospitals and state partners to the COR for review and acceptance. 1 electronic version, as applicable As they are available. 6 Submit a plan for evaluating the impact of the technical assistance consultations to the COR for review and acceptance. Provide 1 electronic copy. Within 1 month from EDOC 7.2 Submit quarterly reports to the COR for review and acceptance. Provide 1 electronic copy, quarterly. (The final quarter report can be combined with the annual report). 4 months from EDOC; 7 months from EDOC; 10 months from EDOC, and 13 months from EDOC 7.3 Submit annual report to the COR for review and acceptance. Provide 1 electronic copy. 13 months from EDOC &emsp; Articles to be Furnished and Delivery Times For Option Year 1 The Contractor shall submit all items in the quantities and by the dates indicated to the COR. Task Description Quantity Due Date 2.1 Provide a spreadsheet of the consultation plan for hospitals that includes hospital name, TA type, anticipated/actual date of consult, consultant name, and anticipated outcomes to the COR for review and acceptance. Provide electronically, consultation schedule to the COR, updated monthly. Monthly at 1-11 months from EDOC (unless there are no changes). 2.2 Provide the materials developed that are best practices and lessons learned from RHPI projects that are useful to hospitals and state partners to the COR for review and acceptance. 1 electronic version, as applicable As they are available. 4.2 Submit quarterly reports to the COR for review and acceptance. Provide 1 electronic copy, quarterly. (The final quarter report can be combined with the annual report). 4 months from EDOC; 7 months from EDOC; 10 months from EDOC, and 13 months from EDOC 4.3 Submit annual report to the COR for review and acceptance. Provide 1 electronic copy. 13 months from EDOC &emsp; SECTION G - CONTRACT ADMINISTRATION DATA G.1 Designation of Contracting Officer Representative (COR) The person identified below is hereby designated as the Contracting Officer Representative (COR) for this contract. The responsibility of the COR is to ensure that the Government's technical objectives are met. To this end, the COR will provide necessary information, direction, coordination, etc., within the contractual work description. Issuance of changes which affect the articles, terms, or conditions of this contract will be accomplished through the Contracting Officer who is the only party authorized to bind the Government to contract: (Name) Health Resources and Services Administration (Office/Division) 5600 Fishers Lane, Parklawn Building, Room _____ Rockville, Maryland 20857 Phone Number: __________ Fax Number: ____________ Email: ________________ G.2 Contracting Officer's Representative's Responsibility Technical Direction - The COR will provide the necessary information, direction, and coordination within the confines of the existing contractual work description in order for the contract to have a successful outcome for the Government. This includes providing technical direction to the Contractor to guide the contract effort in order to accomplish the contractual statement of work. This may include providing information to the Contractor for assistance in the interpretation of government provided information, specifications or technical portions of the work description, and where required by the contract, review and approval of product deliverables of the Contractor to the Government under the contract. Contract Progress and Performance Management - The COR should prepare a performance report semiannually on the contractor's performance on this Contract. The minimal requirement is an annual performance report. Performance reporting on this Contract follows established government guidelines and is submitted to the Contractor and Contracting Officer with supporting documentation. G.3 Restrictions on the Contracting Officer's Representative's Authority Direction given by the COR to the Contractor must be within the parameters of the Statement of Work as stated in the Contract. The COR may not issue any direction to the Contractor that: 1. Solicits a proposal, OR 2. Constitutes an assignment of additional work outside the Statement of Work of this Contract, OR 3. In any manner causes an increase in the total contract cost or the time required for contract performance, OR &emsp; 4. Changes any of the express terms, conditions, or specifications of the Contract (i.e., changes in the price or scope of work, instructions to start or stop work, approval of any actions that will result in additional charges to the government). Issuance of changes that affect the articles, terms, or conditions of this Contract will be accomplished through the Contracting Officer, who is the only party authorized to bind the Government to contract and the only party who can determine if a direction is within the Statement of Work. G.4 Key Personnel Pursuant to the Key Personnel clause (HHSAR 352.242-70) referenced in SECTION I of this contract, the following individual(s) is (are) designated as Key Personnel and considered to be essential to the work being performed under this contract: Title Name _______________ ______________________________ (To be completed at time of award) Contact Information for key personnel: The person(s) identified as the _________________ shall direct the necessary work and services toward fulfillment of the contractual requirements. Prior to removing, replacing, or diverting the specified individual(s), the Contractor shall notify the Contracting Officer in writing and reasonably in advance, and shall submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the contract. No diversion shall be made by the Contractor without the written consent of the Contracting Officer, provided that the Contracting Officer may ratify in writing changes made due to events beyond the control of the Contractor, and such ratification shall constitute the consent of the Contracting Officer required by this clause. Examples of events beyond the control of the Contractor are: (1) prolonged sickness, (2) termination of employment, and (3) death. Key personnel, with the consent of the Contracting Officer, may be amended from time to time during the course of the contract to either add or delete personnel, as appropriate. G.5 Submission of Invoices and Place of Payment 1. The Contactor shall submit monthly invoices/vouchers in Microsoft word or PDF format to hrsainvoices@hrsa.gov 2. For inquiries regarding payment, call Accounts Payable Section at (301)443-3020. 3. For inquiries regarding receiving, inspection and acceptance, rejections, or technical issues, call your COR. 4. The Contractor agrees to include with each invoice, and comply with, the Billing &emsp; Instructions, Section J, Attachment B, and to include the following information on its invoice/voucher: • Name and address of the Contractor same as on the contract; • DUNS number; • Invoice or voucher number; • Invoice or voucher date; • Dollar amount; • Contract number ______; order number _____; Date of Delivery or Service; • Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed; and • Name and complete mailing address where payment is sent. • INVOICES WITHOUT ALL REQUIRED INFORMATION WILL BE DENIED UNTIL THE PROPER INFORMATION IS SUBMITTED. 5. Payment shall be made by: PSC/Financial Management Service DFO Accounting Operations, Suite 200 12501 Ardennes Avenue Rockville, MD 20857 Telephone: 301-443-3020 Fax: 301-443-0562 G.6 Electronic Funds Transfer In accordance with FAR 52.204-7 Central Contractor Registration (FEB 2012), the Contractor shall designate a financial institution for receipt of electronic funds transfer payments. This designation shall be submitted in writing to the finance office set forth in Section G.5.5. G.7 Evaluation of Contractor's Performance evaluation of Contractor performance shall be conducted on this contract in Interim and final evaluation of Contractor performance on this contract shall be conducted in accordance with FAR Subpart 42.15, and HHSAR 342.7001(d). Upon contract completion, a final evaluation of the Contractor's performance shall be completed by the Government; see Section J, List of Attachments. The Government will conduct an evaluation of Contractor's performance based on the completion of the tasks stated in the SOW. HRSA documents contractor performance using the Contractor Performance Assessment Rating System (CPARS) (www.cpars.gov). The evaluation shall be conducted by the COR and be comprised of an evaluation of contractor performance completed by the Contractor and Federal staff, and a review of progress reports and financial reports (deliverables). (End of Section G) &emsp; SECTION H - SPECIAL CONTRACT REQUIREMENTS H.1 Communication Any HRSA communication products developed under this contract will require an additional separate clearance on an HHS-615 (for text and/or graphic publications and products that will be printed, posted on the Web, or disseminated through other electronic methods, such as by email) or an HHS-524A (for audiovisual products, including those that will be posted on the Web). Communication clearance for this contract itself does not satisfy the requirement to seek clearance of the specific HRSA communication products. H.2 Printing and Duplicating The printing of government documents must be accomplished through the Government Printing Office (GPO). Contractors and grantees shall not be used as sources of printing for the Department or OPDIVS. Therefore, the inclusion of printing in contracts and grants is prohibited unless authorized by the Joint Committee on Printing (JCP). All requests for waivers must go through the HHS Department Printing Officer. Contractors may prepare copy, illustrative material (forms etc.) and /or camera ready copy for the purpose of producing publications. The Contractor shall not engage in, nor subcontract for, any printing (as the term is defined in Title 1 of the Government Printing and Binding Regulations in effect on the effective date of this contract) in connection with the performance of work under this contract; except that performance of a requirement under this contract involving less than 25,000 production units in the aggregate of multiple pages will not be deemed to be printing. A production unit is defined as one sheet, size 8.5 x 11 inches, one side only, and one color. Regarding the use of private funds for printing, the regulations state that when appropriated funds are to be used to create information for publication, the printing of that information cannot be made available to a private publisher for publication without prior approval of the congressional Joint Committee on Printing by way of the office of HHS Department Printing Officer. For any questions, please contact the HHS Department Printing Officer at 301-594-3185. H.3 Clearance/Production of Information Products/Services The U.S. Department of Health and Human Services (HHS), Office of the Assistant Secretary for Public Affairs, requires clearance for any external communication products, which includes publications, audiovisual products, multimedia products, exhibits (including exhibit structures), conferences (including program/agenda books and other meeting materials), or public affairs services produced for or by HRSA through this contract as a deliverable. An external communication product is one that will be distributed outside of HRSA in any quantity. This clearance, which takes approximately 4 weeks, is obtained by the project officer through HRSA's Office of Communications. It is the policy of HHS that HHS must be prominently and dominantly identified as the primary publisher/producer, to include the name of HHS and placement of the HHS logo, on all communication materials, including those produced for Government publications and Government printed matter by contractors. The name of the U.S. Department of Health and Human Services and the Health Resources and Services Administration must be spelled out on the front cover of publications and on the opening and closing frames of audiovisual products. The HHS and HRSA logos must be displayed in addition to spelling out the names of the Department and the Agency. Use of the HHS and HRSA logos that include the names of the Department and the Agency as part of the graphics in the logos does not satisfy the requirement to spell out the names of HHS and HRSA. All publications and audiovisual products must display the month and year of issuance. The HHS and HRSA logos must be displayed on the front cover of any publications and on the opening and closing frames of any audiovisual products. The requirement for placement of the logos may be satisfied by displaying the HHS logo on the bottom left corner and the HRSA logo on the bottom right corner. The HHS logo should be larger than the HRSA logo. Government publications or other Government printed matter may not include the contractor's logo unless specifically authorized in accordance with agency policy and procedures (http://www.hhs.gov/web/policies/webpolicies/logopolicies/logos_contractors.html) Communication products are any and all products intended for audiences outside the Agency, including but not limited to: • reports, booklets, manuals, fact sheets, newsletters, brochures, flyers • Internet publications • press releases, advisories, other media materials (including press kits) • exhibits, exhibit structures • conferences, meeting materials (including program/agenda books) • summaries, monographs, proceedings • slides, overhead transparencies, posters • audio and videotapes, films, CDs, DVDs, and other audiovisual products • multimedia products, educational or information modules • advertisements and/or scripts for radio, TV, Web, or other venue Internal publications (no copies will be distributed outside of the Agency in print; electronically by any means, including by email or listserv; and will not be posted on the Internet) are exempted from this requirement. Where appropriate, the words Health Resources and Services Administration, Bureau..., Office of, Division of..., shall be included above the HRSA logo. Title 44 of the U.S. Code requires that the printing of any publication developed under this contract shall be done by the Government Printing Office. Printing shall be coordinated through the Contracting Officer Technical Representative. NOTE: OMB clearance must be obtained if you (the contractor) intend to survey or interview more than 9 people outside of HRSA and/or the Department, including grantees. Failure on the part of the Contractor to comply with the printing and duplicating, and publication clearance requirements stated above will be deemed unauthorized services and reimbursement will be denied. H.4 Language Disclaimer The views expressed in written conference materials, publications, audiovisual products, and by speakers and moderators at HHS-sponsored conferences, do not necessarily reflect the official policies of the U.S. Department of Health and Human Services nor does mention of trade names, &emsp; commercial practices, or organizations imply endorsement by the U.S. Government. H.5 Rights in Data The Contractor will be prohibited from copyrighting, publishing or disseminating information resulting from work performed under this contract, and/or, using data produced or obtained under this contract, and/or any other information or products provided by the Government, or which the Contractor develops, for any purpose other than performance under this contract without prior written approval from the Contracting Officer. Ownership of Documents, Materials and Records: All documents, materials (including any computer code) or records provided to the Contractor, developed or maintained by the Contractor in the performance of this contract are deemed to be property of the Government. H.6 Limited Use of Data Performance of this effort may require the Contractor to access and use data and information proprietary to a Government agency or Government Contractor which is of such a nature that its dissemination or use, other than in performance of this effort, would be adverse to the interests of the Government and/or others. Contractor and/or Contractor personnel shall not divulge or release data or information developed or obtained in performance of this effort, until made public by the Government, except to authorize Government personnel or upon written approval of the Contracting Officer (CO). The Contractor shall not use, disclose, or reproduce proprietary data that bears a restrictive legend, other than as required in the performance of this effort. Nothing herein shall preclude the use of any data independently acquired by the Contractor without such limitations or prohibit an agreement at no cost to the Government between the Contractor and the data owner which provides for greater rights to the Contractor. H.7 Disclosure of Information Information made available to the Contractor by the Government for the performance or administration of this effort shall be used only for those purposes and shall not be used in any other way without the written agreement of the Contracting Officer. The Contractor agrees to assume responsibility for protecting the confidentiality of Government records, which are not public information. Each Contractor or employee of the Contractor to whom information may be made available or disclosed shall be notified in writing by the Contractor that such information may be disclosed only for a purpose and to the extent authorized herein. H.8 Confidentiality Agreement Requirement The Contractor shall implement a confidentiality agreement related to all data provided by the Government staff. All Contractor staff that work with the Federal Government and are provided information and access to databases shall sign such an agreement and a copy of the signed agreement for each relevant staff member shall be submitted to the COR prior to receipt of relevant documents. &emsp; H.9 Homeland Security Presidential Directive-12 To perform the work specified herein the Contractor personnel may require access to sensitive data, regular access to HHS-controlled facilities and/or access to HHS information systems, the Government may require that this effort entail a background investigation. • Upon receipt of the Government's notification of applicable Suitability Background Investigation required, the Contractor shall complete and submit required forms within 30 days of the notification. Additional submission instructions can be found at the NCI Information Technology Security Policies, Background Investigation Process: (http://ais.nci.nih.gov/). • The Contractor shall submit a roster, by name, position and responsibility, of all staff working under the contract. The roster shall be submitted to the Contracting Officer Representative (COR), with a copy to the HRSA Division of Workforce Management and Contracting Officer, within 14 days of the effective date of the contract. Any revisions to the roster as a result of staffing changes shall be submitted within fifteen (15) calendar days of the change. The COR will submit the list to the HRSA Personnel Security Officer for determination of the appropriate level of suitability investigations to be performed. Contractors should ensure that the employees whose names they submit have a reasonable chance for approval. While delays in performance caused by successful investigations will be the Government's responsibility, delays associated with rejections will be the Contractor's responsibility. Typically, the Government conducts investigations and checks at no cost to the Contractor. Multiple investigations for the same position, whether- resulting from rejections or resulting from an employee's move to another position(s) or company, may at the Contracting Officer's discretion, justify reductions(s) in the contract price of no more than the cost of the extra investigation. H.10 Central Contractor Registration The Contractor must be registered in the Central Contractor Registration database. "Registered in the CCR database" means that (1) the Contractor has entered all mandatory information, including the DUNS number or the DUNS+4 number, into the CCR database; and (2) The Government has validated all mandatory data fields and has marked the record "Active". By submission of an offer, the Offeror acknowledges the requirement that a prospective awardee shall be registered in the CCR database prior to award, during performance, and through final payment of any contract, basic agreement, basic ordering agreement, or blanket purchasing agreement resulting from this solicitation. If not registered in the CCR database within the time prescribed by the Contracting Officer, the Contracting Officer will proceed to award to the next otherwise successful registered Offeror. H.11 Food It is the Department's policy that OPDIVs and STAFFDIVs shall not use appropriated funds (whether from an annual appropriation, multi-year appropriation, appropriated user fee, mandatory appropriation, gift funds, or reimbursements from such appropriations, etc.) &emsp; to purchase food (whether for conferences or meetings; for meals, light refreshments, or beverages; or for Federal or non-Federal participants). Food and meals are not to be provided and are an unallowable expense. (End of Section H) &emsp; PART II - CONTRACT CLAUSES SECTION I - CONTRACT CLAUSES (FAR) 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): a. FEDERAL ACQUISITION REGULATION (TITLE 48 - CHAPTER 1) CONTRACT CLAUSES CLAUSE TITLE AND DATE 52.202-1 DEFINITIONS (JAN 2012) 52.203-3 GRATUITIES (APR 1984) 52.203-5 COVENANT AGAINST CONTINGENT FEES (APR 1984) 52.203-6 RESTRICTIONS ON SUBCONTRACTOR SALES TO THE GOVERNMENT (SEP 2006) 52.203-7 ANTI-KICKBACK PROCEDURES (OCT 2010) 52.203-8 CANCELLATION, RESCISSION, AND RECOVERY OF ILLEGAL OR IMPROPER ACTIVITY (JAN 1997) 52.203-10 PRICE OR FEE ADJUSTMENT FOR ILLEGAL OR IMPROPER ACTIVITY (JAN 1997) 52.203-12 LIMITATION ON PAYMENTS TO INFLUENCE CERTAIN FEDERAL TRANSACTIONS (OCT 2010) 52.204-4 PRINTING/COPYING DOUBLE-SIDED ON RECYCLED PAPER (MAY 2011) 52.204-7 CENTRAL CONTRACTOR REGISTRATION (FEB 2012) 52-204-9 PERSONAL IDENTITY VERIFICTION OF CONTRACTOR PERSONNEL (JAN 2011) 52.209-6 PROTECTING THE GOVERNMENTS INTEREST WHEN SUBCONTRACTING WITH CONTRACTORS DEBARRED, SUSPENDED, OR PROPOSED FOR DEBARMENT (DEC 2010) 52.215-2 AUDIT AND RECORDS - NEGOTIATION (OCT 2010) 52.215-8 ORDER OF PRECEDENCE--UNIFORM CONTRACT FORMAT (OCT 1997) 52.215-10 PRICE REDUCTION FOR DEFECTIVE COST OR PRICING DATA (AUG 2011 52.215-12 SUBCONTRACTOR COST OR PRICING DATA (OCT 2010) 52.215-13 SUBCONTRACTOR COST OR PRICING DATA -- MODIFICATIONS (OCT 2010) 52.215-18 REVERSION OR ADJUSTMENT OF PLANS FOR POSTRETIREMENT BENEFITS (PRB) OTHER THAN PENSIONS (JUL 2005) 52.215-19 NOTIFICATION OF OWNERSHIP CHANGES (OCT 1997) (a) The Contractor shall make the following notifications in writing: (1) When the Contractor becomes aware that a change in its ownership has occurred, or is certain to occur, that could result in changes in the valuation of its capitalized assets in the accounting records, the Contractor shall notify the Administrative Contracting Officer (ACO) within 30 days. (2) The Contractor shall also notify the ACO within 30 days whenever changes to asset valuations or any other cost changes have occurred or are certain to occur as a result of a change in ownership. (b) The Contractor shall -- (1) Maintain current, accurate, and complete inventory records of assets and their costs; (2) Provide the ACO or designated representative ready access to the records upon request; (3) Ensure that all individual and grouped assets, their capitalized values, accumulated depreciation or amortization, and remaining useful lives are identified accurately before and after each of the Contractor's ownership changes; and (4) Retain and continue to maintain depreciation and amortization schedules based on the asset records maintained before each Contractor ownership change. (c) The Contractor shall include the substance of this clause in all subcontracts under this contract that meet the applicability requirement of FAR 15.408(k). (End of Clause) 52.216-7 ALLOWABLE COST AND PAYMENT (JUN 2011) 52.216-8 FIXED FEE (JUN 2011) 52.217-8 - Option to Extend Services (Nov 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 60 days. (End of Clause) 52.217-9 - Option to Extend the Term of the Contract (Mar 2000) (a) The Government may extend the term of this contract by written notice to the Contractor within 90 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 60 months. (End of Clause) 52.219-8 UTILIZATION OF SMALL BUSINESS CONCERNS (JAN 2011) 52.219-9 SMALL BUSINESS SUBCONTRACTING PLAN, ALT II (JAN 2011) 52.219-16 LIQUIDATED DAMAGES -- SUBCONTRACTING PLAN (JAN 1999) 52.222-2 PAYMENT OF OVERTIME PREMIUMS ($0) (JUL 1990) 52.222-3 CONVICT LABOR (JUN 2003) 52-222-21 PROHIBITION OF SEGREGATED FACILITIES (FEB 1999) 52.222-26 EQUAL OPPORTUNITY (MAR 2007) 52.222-35 EQUAL OPPORTUNITY FOR SPECIAL DISABLED AND VETERANS OF THE VIETNAM ERA & OTHER ELIGIBLE VETERANS (SEP 2010) 52.222-36 AFFIRMATIVE ACTION WORKERS W/DISABILITIES (OCT 2010) 52.222-37 EMPLOYMENT REPORTS ON SPECIAL DISABLED VETERANS OF THE VIETNAM ERA & OTHER ELIGIBLE VETERANS (SEP 2010) 52-223-5 POLLUTION PREVENTION & RIGHT TO KNOW INFORMATION (MAY 2011) 52.223-6 DRUG-FREE WORKPLACE (MAY 2001) 52.224-1 PRIVACY ACT NOTIFICATION (APR 1984) 52.224-2 PRIVACY ACT (APR 1984) 52.225-13 RESTRICTION ON CERTAIN FOREIGN PURCHASES (JUN 2008) 52.227-1 AUTHORIZATION AND CONSENT (DEC 2007) 52.227-2 NOTICE AND ASSISTANCE REGARDING PATENT AND COPYRIGHT INFRINGEMENT (DEC 2007) 52.227-14 RIGHTS IN DATA - GENERAL (DEC 2007) 52.228-7 INSURANCE - LIABILITY TO THIRD PERSONS (MAR 1996 52.230-2 COST ACCOUNTING STANDARDS (MAY 2012) 52.230-3 DISCLOSURE AND CONSISTENCY OF COST ACCOUNTING PRACTICES (MAY 2012) 52.230-6 ADMINISTRATION OF COST ACCOUNTING STANDARDS (JUN 2010) 52.232-9 LIMITATION ON WITHHOLDING OF PAYMENTS (APR 1984) 52.232.20 LIMITATION OF COST (APR 1984) 52.232-17 INTEREST (OCT 2010) 52.232.22 LIMITATION OF FUNDS (APR 1984) 52.232-23 ASSIGNMENT OF CLAIMS (JAN 1986) 52.232-25 PROMPT PAYMENT (OCT 2008) 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER -OTHER THAN CENTRAL CONTRACTOR REGISTRATION (OCT 2003) 52.232-38 SUBMISSION OF ELECTROINIC FUNDS TRANSFER INFORMATION WITH OFFER (MAY 1999) 52.233-1 DISPUTES (JUL 2002) 52.233-3 PROTEST AFTER AWARD (AUG 1996) -- ALTERNATE I (JUN 1985) 52-237-3 CONTINUITY OF SERVICES (JAN 1991) 52.242-1 NOTICE OF INTENT TO DISALLOW COSTS (APR 1984) 52.242-3 PENALTIES FOR UNALLOWABLE COSTS (MAY 2001) 52.242-4 CERTIFICATION OF FINAL INDIRECT COSTS (JAN 1997) 52.242-13 BANKRUPTCY (JUL 1995) 52.243-2 CHANGES - COST-REIMBURSEMENT (AUG 1987) - ALTERNATE 1 APR 1984 52.244-2 SUBCONTRACTS (OCT 2010) 52.244-5 COMPETITION IN SUBCONTRACTING (DEC 1996) 52.244-6 SUBCONTRACTS FOR COMMERCIAL ITEMS (DEC 2010) 52.246-25 LIMITATION OF LIABILITY - SERVICES (FEB 1997) 52.249-6 TERMINATION (COST-REIMBURSEMENT) (MAY 2004) 52.249-14 EXCUSABLE DELAYS (APR 1984) 52.253-1 COMPUTER GENERATED FORMS (JAN 1991) B. Department of Health and Human Services Acquisition Regulation (HHSAR) (48 CFR Chapter 3) (http://www.hhs.gov/policies/hhsar/subpart301-1.html) 352.201-70 Paperwork Reduction Act JAN 2006 352.202-1 Definitions JAN 2006 352.224-70 Privacy Act JAN 2006 352.227-70 Publications and Publicity JAN 2006 352.228-7 Insurance - Liability to Third Persons DEC 1991 352.231-70 Salary Rate Limitation JAN 2010 352.233-71 Litigation and Claims JAN 2006 352.239-70 Standard for Security Configurations JAN 2010 352.239-71 Standard for Encryption Language JAN 2010 352.239-72 Security Requirements for Federal Information Technology Resources JAN 2010 352.239-73 Electronic Information and Technology Accessibility JAN 2010 352.242-71 Tobacco-free Facilities JAN 2006 352.242-70 Key Personnel JAN 2006 352.242-73 Withholding of Contract Payments JAN 2006 352.242-74 Final Decisions on Audit Findings APR 1984 352.270-1 Accessibility of Meetings, Conferences, and Seminars to Persons with Disabilities JAN 2001 (End Section I) &emsp; SECTION J - LIST OF ATTACHMENTS J.1 The following attachments are made part of this solicitation and are hereby incorporated by reference into this solicitation and any resultant contract. Attachment Title A Statement of Work B Billing Instructions C CPARS Information Sheet D SF_LLL Disclosure Lobbying Activities E Past Performance F Certificate Of Current Cost and Pricing Data G Small Business Subcontract Plan (End of Section J) &emsp; SECTION K - REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF OFFERORS K.1 The Offeror makes the following Representations and Certifications as part of its proposal. RFP No.____________________________________ ___________________________________________ (Name of organization) ___________________________________________ (Signature of authorized individual) (Date) ____________________________________________ (Type name of authorized individual) TIN No. ____________________________________ DUNS No.____________________________________ Note: The penalty for knowingly and willingly making false statements in offers as prescribed in 18 U.S.C. 1001 is imprisonment not more than 5 years or, if the offense involves international or domestic terrorism (as defined in section 2331), imprisonment not more than 8 years, or both. If the matter relates to an offense under chapter 109A, 109B, 110, or 117, or section 1591, then the term of imprisonment imposed under this section shall not be more than 8 years. K.2. The Offeror certifies that it has registered at www.ccr.gov, as required by FAR clause 52.204-7 Central Contractor Registration (FEB 2012). K.3 The Offeror certifies that under NAICS Code _________, it qualifies as a (check all that apply)  Small business concern  Small disadvantaged business concern  Small disadvantaged business concern (8a Participant)  Women-owned small business concern  Veteran-owned small business concern  Service-disabled-veteran-owned small business concern  HUBZone small business K.4 52.204-8 Annual Representations and Certifications (MAY 2012) (a) (1) If the clause at 52.204-7, Central Contractor Registration, is included in this solicitation, paragraph (b) of this provision applies. (2) If the clause at 52.204-7 is not included in this solicitation, and the Offeror is currently registered in CCR, and has completed the ORCA electronically, the Offeror may choose to use paragraph (b) instead of completing the corresponding individual representations and &emsp; certifications in the solicitation. The Offeror shall indicate which option applies by checking one of the following boxes: [ ] (i) Paragraph (b) applies. [ ] (ii) Paragraph (b) does not apply and the Offeror has completed the individual representations and certifications in the solicitation. (b) The Offeror has completed the annual representations and certifications electronically via the Online Representations and Certifications Application (ORCA) website at http://orca.bpn.gov. After reviewing the ORCA database information, the Offeror verifies by submission of the offer that the representations and certifications currently posted electronically have been entered or updated within the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard applicable to the NAICS code referenced for this solicitation), as of the date of this offer and are incorporated in this offer by reference (see FAR 4.1201); except for the changes identified below [Offeror to insert changes, identifying change by clause number, title, date]. These amended representation(s) and/or certification(s) are also incorporated in this offer and are current, accurate, and complete as of the date of this offer. FAR Clause # Title Date Change ____________ _________ _____ _______ K.5 Contractor's Remittance or Check Mailing Address Indicate your firm's remittance or check mailing address below. {See FAR 52.232-34 Payment by Electronic Funds Transfer - Other than Central Contractor Registration (MAY 1999)} ________________________________________________________________________________ ________________________________________________________________________________ K.6 Responsible Official(s) Who Can Negotiate and Receive Notification of an Improper Invoice and Answer Questions Regarding the Invoice Indicate below the responsible official(s) who can negotiate on behalf of the Contractor, and receive notification of an improper invoice and answer questions regarding the invoice (See FAR 52.232-25 Prompt Payment [OCT 2008]). Name (Negotiator): _________________________________ Address: __________________________________________ Telephone Number: _________________________________ And, Name (Payment): __________________________________ &emsp; Address: _________________________________________ Telephone Number: ________________________________ K.7 52.203-11 Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions (SEP 2007) The Offeror should use Standard Form LLL, "Disclosure of Lobbying Activities", which can be downloaded from the following link: (see Section J, Attachment D) http://www.thompson.com/libraries/grantmanage/sass/free_reports/sassnews.html in accordance with FAR 52.203-11 entitled, Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions. K.8 52.227-15 Representation of Limited Rights Data and Restricted Computer Software (DEC 2007) (a) This solicitation sets forth the Government's known delivery requirements for data (as defined in the clause at 52.227-14, Rights in Data-General). Any resulting contract may also provide the Government the option to order additional data under the Additional Data Requirements clause at 52.227-16, if included in the contract. Any data delivered under the resulting contract will be subject to the Rights in Data-General clause at 52.227-14 included in this contract. Under the latter clause, a Contractor may withhold from delivery data that qualify as limited rights data or restricted computer software, and deliver form, fit, and function data instead. The latter clause also may be used with its Alternates II and/or III to obtain delivery of limited rights data or restricted computer software, marked with limited rights or restricted rights notices, as appropriate. In addition, use of Alternate V with this latter clause provides the Government the right to inspect such data at the Contractor's facility. (b) By completing the remainder of this paragraph, the offeror represents that it has reviewed the requirements for the delivery of technical data or computer software and states [offeror check appropriate block]- [ ] (1) None of the data proposed for fulfilling the data delivery requirements qualifies as limited rights data or restricted computer software; or [ ] (2) Data proposed for fulfilling the data delivery requirements qualify as limited rights data or restricted computer software and are identified as follows: ___________________________________________________________________ ___________________________________________________________________ Any identification of limited rights data or restricted computer software in the offeror's response is not determinative of the status of the data should a contract be awarded to the offeror. (End of Section K)&emsp; SECTION L - INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFERORS L.1 General Instructions L.1.1 Your attention is directed to the requirements for technical and business proposals information to be submitted in accordance with the following instructions establishing the acceptable minimum requirements for the format and content of proposals. Proposals must be complete at the time of proposal submission. Failure to submit a complete proposal at the time proposals are due may result in the exclusion of your proposal from further consideration by the Government for award of a contract. L.1.2 Technical and business proposals information must be submitted separately and clearly labeled. Each of these parts shall be separate and complete in itself so that the evaluation of one may be accomplished independently of the evaluation of the other. Volume I-Technical Proposal must not contain references to cost; however, resource information such as data concerning labor hours and categories, materials, subcontracts, past performance, etc., must be contained in the technical proposal so that your understanding of the statement of work may be evaluated. It must disclose your technical approach in sufficient detail to provide a clear and concise presentation that includes, but is not limited to, the requirements of the technical proposal instructions. Volume I must include a statement indicating whether or not any exceptions are taken to the terms and conditions of the request for proposal (RFP) as part of the proposal transmittal letter. Any exceptions taken must include identification of the specific paragraphs and rationale for each exception. Exceptions shall also be noted in the proposal, at the location of the exception. Failure to submit a complete proposal at the time proposals are due may result in the exclusion of your proposal from further consideration by the Government for award of a contract. The proposal shall be submitted in two (2) volumes as outlined below: Volume Title I Technical Proposal II Business Proposal Administrative & Proposed Contractual Documents-Section K of this Solicitation (Representations, Certifications, and Other Statements of Offeror), Rate Agreements, Salary Documentation, etc. L.1.3 You must submit your proposal as stated below to be considered responsive to this RFP (no exceptions). The proposal must be signed by an official authorized to bind your organization and must be submitted by 10:00 a.m. EST on September 9, 2012. Submit the one (1) original and four copies of Volume I - Technical Proposal and Volume II - Business Proposal to: &emsp; Department of Health Resources and Services Administration Office of Acquisition Management and Policy 5600 Fishers Lane, 13A-43 Rockville, Maryland 20857 Attention: Hanif S. Abdul-Amin, RFP 12-250-SOL-00040 Note: Due to increased security measures at federal buildings, please allow extra time for your proposal to be delivered to the contracting office in room 13A-43 of the Parklawn Building. All proposals must be delivered through the loading dock located in the rear of the building on Parklawn drive. After packages have been scanned, Offerors will be instructed to call 301-443-2750 or 301-443-1433 to gain access to the building. Proposal must be delivered by the designated date and time specified. Failure to use the specified address could result in your proposal being delivered late. If using a local courier service, please ensure that the service has current access to the building. L.1.4. Proposals shall be submitted in 3-ring binders, single spaced, printed on 8.5 x 11 inch paper, paginated front to back, 12 inch font (Times New Roman), 1 inch margins, with a searchable copy of the technical proposal(MS Word Version 2003 or later) and business proposal (MS Excel Version 2003 or later). Each page shall be numbered and each volume shall be tabbed to correspond to the table of contents. The Offeror may include 11 x 17 inch foldouts only to display graphics, flow charts, organizational charts, or drawings. L.1.5. Where data and/or information appears in one part, it does not have to be repeated in any other part; however, it shall be cross referenced by indicating the specific location including the volume and page number as a minimum. The clarity, relevance, and conciseness of the proposal is important, not the length. L.1.6. The Government will evaluate proposals in accordance with the evaluation criteria set forth in Section M of this RFP. It is understood that your proposal may become part of the official contract file. L.1.7. This RFP does not commit the Government to pay any cost for the preparing and submitting proposal. In addition, the Contracting Officer is the only individual who can legally commit the Government to the expenditure of public funds in connection with this proposed acquisition. L.1.8. HHS's or HRSA's letterhead and/or logo should not be included in the Offeror's proposal. The Offeror's proposals also should not include quotes from past performance ratings. L.2. Inquiries All questions and/or inquiries concerning this solicitation must be submitted in writing via fax at 301-443-5462 or email at habdul-amin@hrsa.gov by 10:00 am EST, August 20, 2012 to the attention of Hanif S. Abdul-Amin, Contract Administrator. Questions submitted after the due date will not be accepted. Any resulting addition, deletion, or change to the RFP document will be made by issuing a formal amendment, which may be downloaded from http://www.fedbizopps.gov. Offerors are instructed specifically to contact only the issuing contract office in connection with any aspect of this requirement prior to contract award. &emsp; L.3. Alternate Technical Proposals You may, at its discretion, submit alternate proposals, or proposals that deviate from the requirements, as stated in the statement of work; provided, that you also submit a proposal for performance of the work as specified in the statement of work. Alternate proposals may be considered if overall performance would be improved and not compromised, and if they are in the best interests of the Government. Alternate proposals must be separate, distinct, stand-alone proposals that can be evaluated based on the technical evaluation criteria specified in Section M. Supplemental proposals that are submitted as alternate technical proposals, but that must be evaluated in conjunction with your original technical proposal, are not considered stand-alone proposals and will not be considered for award purposes. All alternate technical proposals that deviate from the requirements must be clearly identified. L.4. Technical Proposal Instructions - Volume I L.4.1. The Offeror's proposal must stipulate that it is predicated upon all the terms and conditions of this RFP. In addition, it must contain a statement to the effect that it is firm for a period of at least 180 days from the date of receipt by the Government. The Offeror must 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. L.4.2. A detailed project plan must be submitted indicating how each aspect of the statement of work is to be accomplished. Your technical approach should be in as much detail as you consider necessary to fully explain your proposed technical approach or method. The technical proposal should reflect a clear understanding of the nature of the work being undertaken. L.4.3. The technical proposal must include information on how the project is to be organized, staffed, and managed. Information should be provided which will demonstrate your understanding and management of important events or tasks. You must explain how the management and coordination of consultant and/or subcontractor efforts will be accomplished. L.4.4. The technical proposal must contain a discussion of present or proposed facilities and equipment, which will be used in the performance of the contract. L.4.5. The technical proposal must contain a discussion of present or proposed facilities and equipment, which will be used in the performance of the contract. L.4.6.In order to establish uniformity, proposals must be organized in the following sections: A. Understanding and Statement of the Intent and Functions of the Project B. Technical Approach &emsp; C. Personnel D. Management Plan E. Capability and Experience of the Organization F. Past Performance L.4.7. The technical proposal shall not exceed 150 single-spaced pages, including resumes and other required appendices. Offerors are advised to strictly observe limitations on the length and format specified since review of the proposal will be limited to 150 pages. L.5. BUSINESS PROPOSAL INSTRUCTIONS - VOLUME II The Offeror's business proposal shall consist of cost and pricing data and administrative and management data as follows: L.5.1. Cost and Pricing Data The Offeror must submit a cost proposal fully supported by cost and pricing data in sufficient detail to allow a complete analysis to establish that the proposed costs are reasonable and realistic. Cost and pricing data must be prepared with supporting attachments which satisfy the instructions and appropriate format prescribed in Table 15-2 of FAR Part 15 and the following specific requirements: a. Each labor category shall contain a breakdown of the estimated unburdened wage rate, fringe, overhead rates, general and administration (G&A) rate, profit and /or any other costs applicable under the accounting system utilized. b. For labor estimates, hourly rates shall be shown and the dates and periods to which rate increases apply should also be shown. The Offeror's policy concerning merit or cost-of-living increases shall be explained in detail. In order to verify proposed hourly rates, all Offerors must provide copies of actual payroll records for those individuals identified as direct labor. As an alternative, if actual payroll records are not available, the Chief Financial Officer, Controller, or primary individual in charge of accounting/finance shall provide a separate letter which shall identify and certify the proposed rates. c. Organizations shall provide a copy of their current negotiated indirect rate agreement with the Federal Government. If the organization does not have an established indirect cost rate, supporting information for any quoted rate shall be submitted including a description of cost allocation methodology used and justification with supporting documentation. Upon request, all Offerors, including those with negotiated rate agreements, shall be prepared to provide detailed information utilized in the development of the indirect cost pools and associated cost elements. L.5.2. Administrative and Management Data a. The Offeror, at a minimum, must submit the following information in sufficient detail to enable a complete analysis of the Offeror's management capabilities and responsibility: 1. Financial capability to perform the Statement of Work 2. Capability to meet delivery or performance schedules 3. Record of past performance as required in Section L.4.6.F. 4. Possession of necessary organizational experience and technical skills to perform the work, or the ability to obtain them 5. Possession of required facilities and equipment 6. Copy of the current agreement on indirect cost rates 7. Discussion on the extent of proposed subcontracting with small, disadvantaged, veteran-owned, service-disabled-veteran-owned, and woman-owned business enterprises. b. The Offeror must stipulate that the proposal is predicated upon the terms and conditions of this RFP. In addition, the proposal must contain a statement to the effect that it is firm for a period of at least 180 days from the date of receipt by the Government. c. It is HHS policy that contractors provide all equipment and facilities necessary for performance of contracts. d. The Offeror must identify all Government-owned property in its possession and all property acquired from Federal funds, to which the Offeror has title that is proposed to be used in the performance of this contract. e. The management and control of Government-owned property must be in accordance with HHS Publication OS 74-115 entitled, "Control of Property in Possession of Contractors", a copy of which will be provided upon request. f. In order to determine the financial capability of the Offeror, the following information must be provided: 1. if applicable, the point of contact, name and address of the cognizant Government audit agency; 2. copy of the most recent audited financial statements; 3. copy of the most recent audit conducted in accordance with OMB A-133 or OMB A-21, if applicable; 4. a description of the Offeror's accounting system and established internal controls. The Offeror may be requested to provide a recent audit which indicates the acceptability of the accounting system and internal controls; and 5. any lines of credit and amounts established with lending institutions (actual letter shall be provided). The Offeror must have the financial capability to support the estimated yearly amount of the contract. The Offeror shall be prepared to answer questions concerning financial resources and working capital. g. Other pertinent business and administrative information may also be requested if the information is considered necessary for proposal evaluation. L.6. Representations and Certifications A completed and executed copy of Section K-Representations, Certifications and Other Statements of Offeror, must be included as part of your business proposal. L.7. Government Furnishing and Property It is not anticipated that accountable property will be acquired under this contract. Purchase of durable/accountable equipment/property under HRSA contracts is discouraged. The Offeror is expected to have all necessary equipment at time of award. L.8. Smoke-Free Workplace HHS strongly encourages all grant and contract recipients to provide a smoke-free workplace and to promote the prohibition of all tobacco products. In addition, Public Law 103-227, the Pro-Children Act of 2001, prohibits smoking certain facilities or in some cases, any portion of a facility- in which regular or routine education, library, day care, health care, or early childhood development services are provided to children. L.9. Award Without Discussions Offerors are advised that the Government may elect to make this award without discussions. If necessary, the Contracting Officer may conduct oral and/or written discussions with all firms that have a reasonable prospect of award and, therefore, are included in the competitive range. Because the Government may make award without discussions, the initial offer should contain the Offeror's best terms and prices. L.10. FAR 52.233-2 Service of Protest (Sep 2006) a. Protests, as defined in Section 33.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of any protests that are filed with the General Accounting Office (GAO), shall be served on the Contracting Officer (addressed as follows) by obtaining written and dated acknowledgment of receipt from the Contracting Officer, Office of Acquisitions Management and Policy, 5600 Fisher Lane, Parklawn Building, Room 13A-43, Rockville, MD 20857. b. The copy of any protest shall be received in the office designated above within one day of filing a protest with GAO. L.11. FAR 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998) This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The Offeror is cautioned that the listed provisions may include blocks that must be completed by the Offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the Offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at http://www.arnet.gov/far/. Clause No Title and Date 52.215-1 Instructions to Offerors - Competitive Acquisition (JAN 2004) 52.215-16 Facilities Capital Cost of Money (JUN 2003) 52.215-20 Requirements for Cost or Pricing Data or Information Other Than Cost or Pricing Data (OCT 2010) Alternate IV (OCT 2010) (a) Exceptions from cost or pricing data. (1) In lieu of submitting cost or pricing data, Offerors may submit a written request for exception by submitting the information described in the following paragraphs. The Contracting Officer may require additional supporting information, but only to the extent necessary to determine whether an exception should be granted, and whether the price is fair and reasonable. (i) Identification of the law or regulation establishing the price offered. If the price is controlled under law by periodic rulings, reviews, or similar actions of a governmental body, attach a copy of the controlling document, unless it was previously submitted to the contracting office. (ii) Commercial item exception. For a commercial item exception, the Offeror shall submit, at minimum, information on prices at which the same item or similar items have previously been sold in the commercial market that is adequate for evaluating the reasonableness of the price for this acquisition. Such information may include- (A) For catalog items, a copy of or identification of the catalog and its date, or the appropriate pages for the offered items, or a statement that the catalog is on file in the buying office to which the proposal is being submitted. Provide a copy or describe current discount policies and price lists (published or unpublished), e.g., wholesale, original equipment manufacturer, or reseller. Also explain the basis of each offered price and its relationship to the established catalog price, including how the proposed price relates to the price of recent sales in quantities similar to the proposed quantities; (B) For market-priced items, the source and date or period of the market quotation or other basis for market price, the base amount, and applicable discounts. In addition, describe the nature of the market; (C) For items included on an active Federal Supply Service Multiple Award Schedule contract, proof that an exception has been granted for the schedule item. (2) The Offeror grants the Contracting Officer or an authorized representative the right to examine, at any time before award, books, records, documents, or other directly pertinent records to verify any request for an exception under this provision, and the reasonableness of price. For items priced using catalog or market prices, or law or regulation, access does not extend to cost or profit information or other data relevant solely to the offeror's determination of the prices to be offered in the catalog or marketplace. (b) Requirements for cost or pricing data. If the offeror is not granted an exception from the requirement to submit cost or pricing data, the following applies: (1) The offeror shall prepare and submit cost or pricing data and supporting attachments in accordance with Table 15-2 of FAR 15.408. (2) As soon as practicable after agreement on price, but before contract award (except for unpriced actions such as letter contracts), the offeror shall submit a Certificate of Current Cost or Pricing Data, as prescribed by FAR 15.406-2. L.12 52.216-1 Type of Contract The Government contemplates an award of a Cost Reimbursement type contract resulting from this solicitation. 52.222-24 Preaward On-Site Equal Opportunity Compliance Evaluation (FEB 1999) 52.222-46 Evaluation of Compensation for Professional Employees (FEB 1993) L.13 Subcontracting Plan (Attachment G) Please provide a discussion on the extent of proposed subcontracting with small, disadvantaged, and woman-owned business enterprises. If the proposal is over $650,000 and subcontracting opportunities exist, then a completed subcontracting plan must be submitted along with your proposal. Please complete the HHS Small Business Subcontracting Plan and submit it as part of your business proposal. (End of Section L)&emsp; SECTION M - EVALUATION FACTORS FOR AWARD M.1. General In order for proposals to be considered acceptable and eligible for evaluation, they must be prepared in accordance with the instructions given in this RFP. Proposals which merely offer to conduct a program in accordance with the requirements of the Government's statement of work will not be eligible for an award. M2. Negotiations Offerors are advised that the Government may elect to evaluate proposals and award a contract without discussions with the Offeror(s). Therefore, the Offeror's initial proposal should contain the Offeror's best terms from a cost or price and technical standpoint. The Government also reserves the right to conduct discussions if the Contracting Officer determines them to be in the best interest of the Government. M.3. Selection of Offerors 1. The acceptability or unacceptability of the technical portion of each contract proposal will be based upon an evaluation by a technical review committee. The committee will evaluate each proposal in strict conformity to the evaluation criteria of the RFP (see Section L and M), utilizing point scores and written critiques. The committee may suggest that the Contracting Officer request clarifying information from an Offeror. 2. The Government anticipates that one award will result from this solicitation. The Government reserves the right to make no award as a result of this RFP. In addition, the RFP may be amended if determined to be in the best interest of the Government. M.4. Award Criteria The Technical Proposal will receive paramount consideration in the selection of the contractor for this acquisition. In the event that the technical evaluation reveals that two or more offers are approximately equal in technical ability, then the estimated cost of performance will become paramount; however, the government reserves the right to make an award based on the best value for the Government, cost and technical factors considered. M.5. Evaluation Criteria M.5.1.a. The merits of the proposal will be evaluated carefully using the following criteria and points as they relate to the content of the corresponding paragraphs of the Technical Proposal Instructions. b. Note: The following evaluation criteria (A-F), for a total of 100 points, will apply to your technical proposal which will be evaluated by a technical evaluation panel (TEP). In the case of an Offeror without a record of relevant past performance or for whom information on past performance is not available, the Offeror will not be evaluated favorably or unfavorably on past performance. If such a circumstance exists, the maximum number of points the offeror may receive for its technical proposal is 95 and the technical proposal will be evaluated on a scale of 0 to 95. If such a circumstance exists, all technical proposal scores will be converted to a percentage of the total points possible according to the applicable rating scale. The TEP will recommend technical acceptability or unacceptability of the proposal. The content and each section must include the following: (a) Understanding and Statement of the Intent and Functions of the Project (10 points) The proposal shall demonstrate in the offeror's own words a clear understanding and appreciation of the unique character and function of the Rural Hospital Performance Improvement Project (RHPI). The offeror shall reflect an understanding of the rural RHPI customers and why they need technical assistance. (b). Technical Approach (35 points) The proposal shall fully describe the proposed technical approach to meet each of the requirements specified under the Description and Scope of Work, including all tasks and their respective subtasks. It shall contain the following: 1. A detailed description of the contents of each task to be performed to achieve the project's objectives in the offeror's own words and a discussion of the methodology to be used for individual tasks. 2. A description of the technical assistance services to be provided by the offeror. 3. A discussion detailing the technical assistance process. 4. A discussion of the evaluation plan for demonstrating impact of the on-site consultation. 5. A process for determining the hospitals that will receive Technical Assistance. 6. A discussion of anticipated major problem areas, together with potential approaches to their solution. (c) Personnel (20 points) The staff is competent, appropriate, and experienced in the skills required for this SOW, specifically, technical assistance experience in rural hospitals in the Delta region. The offeror includes a description of the staff (in terms of education and skill mix) proposed to be employed to perform the tasks and subtasks for carrying out this project; indentifies the project director, other key personnel involved in the management of the project, subcontractors and/or contract staff, and a description of their roles and reporting relationships. The resumes of all proposed staff reflect actual experience related to technical assistance to rural hospitals in the Delta Region as well as academic qualifications. Letters of intent for employment are included for any proposed staff not currently employed by the offeror. The offeror identifies any subcontracts and/or contract staff and a description of their roles and reporting relationships, and their experience is relevant to the activities of the SOW. (d) Management Plan (10 points) The offeror shall submit a project plan, time schedule, person-loading matrix, facilities, and equipment and non-staff resources appropriate for successful completion of the project, including all work to be performed and deliverables. The person-loading matrix is shall display person-days by appropriate total and subtotals for each individual who contributes to activities and the person-days for which consultants or subcontractors may be responsible, by task. (e) Capability and Experience of the Organization (20 points) The offeror shall describe its rural health experience and how their expertise will be beneficial in the successful implementation of the RHPI Project. The proposal shall include a description of the capability and the experience of the offeror relative to the requirements of this project. The evaluation of past performance shall consider the offeror's successful performance in projects involving technical assistance related to financial, clinical and operational performance improvement in Delta rural hospitals and their communities. The offeror shall include information on similar or related contracts, subcontracts, and grants which the entity has completed. (f). Past Performance (5) The Offeror shall be responsible for requesting three (3) references to submit the Contractor Performance Report (Attachment E) to the Contract Specialist no later than September 10, 2012, 10:00 am EST by fax at (301) 443-5462 or (301) 443-6038 (no exceptions). Do not submit more than three (3) references. The Government reserves the right to obtain past performance information from any source. The Offeror's past performance will be evaluated in conjunction with the technical review. The overall total score for the past performance rating for each Offeror will be determined by calculating the average of the surveys received. The overall total score will be rounded to the nearest whole number to assign an appropriate adjectival rating (0 = Unsatisfactory, 1 = Poor, 2 = Fair, 3 = Good, 4 = Excellent, 5 = Outstanding). The elements being rated are as follows: i. Quality of Product or Service Unsatisfactory- Non-conformances is jeopardizing the achievement of contract requirements, despite use of Agency resources. Recovery is not likely. If performance cannot be substantially corrected, it constitutes a significant impediment in consideration for future awards containing similar requirements. Poor - Overall compliance requires significant Agency resources to ensure achievement of contract requirements. Fair - Overall compliance requires minor Agency resources to ensure achievement of contract requirements. Good - There are no, or very minimal, quality problems, and the Contractor has met the contract requirements. Excellent - There are no quality issues, and the Contractor has substantially exceeded the contract performance requirements without commensurate additional costs to the Government. Outstanding - The contractor has demonstrated an outstanding performance level that was significantly in excess of anticipated achievements and is commendable as an example for others, so that it justifies adding a point to the score. It is expected that this rating will be used in those rare circumstances where contractor performance clearly exceeds the performance levels described as "Excellent". ii. Cost Control Unsatisfactory - Ability to manage cost issues is jeopardizing performance of contract requirements, despite use of Agency resources. Recovery is not likely. If performance cannot be substantially corrected, this level of ability to manage cost issues constitutes a significant impediment in consideration for future awards. Poor - Ability to manage cost issues requires significant Agency resources to ensure achievement of contract requirements. Fair - Ability to control cost issues requires minor Agency resources to ensure achievement of contract requirements. Good - There are no, or very minimal, cost management issues and the Contractor has met the contract requirements. Excellent - There are no cost management issues and the Contractor has exceeded the contract requirements, achieving cost savings to the Government. Outstanding - The contractor has demonstrated an outstanding performance level that justifies adding a point to the score. It is expected that this rating will be used in those rare circumstances where the contractor achieved cost savings and performance clearly exceeds the performance levels described as "Excellent". iii. Timeliness of Performance Unsatisfactory-Delays are jeopardizing the achievement of contract requirements, despite use of Agency resources. Recovery is not likely. If performance cannot be substantially corrected, it constitutes a significant impediment in consideration for future awards. Poor-Delays require significant Agency resources to ensure achievement of contract requirements. Fair-Delays require minor Agency resources to ensure achievement of contract requirements. Good-There are no, or minimal, delays that impact achievement of contract requirements. Excellent-There are no delays and the contractor has exceeded the agreed upon time schedule. Outstanding-The contractor has demonstrated an outstanding performance level that justifies adding a point to the score. It is expected that this rating will be used in those rare circumstances where contractor performance clearly exceeds the performance levels described as "Excellent". iv. Business Relations Unsatisfactory-Response to inquiries and/or technical, service, administrative issues is not effective. If not substantially mitigated or corrected it should constitute a significant impediment in considerations for future awards. Poor - Response to inquiries and/or technical, service, administrative issues is marginally effective. Fair-Response to inquiries and/or technical, service, administrative issues is somewhat effective. Good-Response to inquiries and/or technical, service, administrative issues is consistently effective. Excellent-Response to inquiries and/or technical, service, administrative issues exceeds Government expectation. Outstanding-The contractor has demonstrated an outstanding performance level that justifies adding a point to the score. It is expected that this rating will be used in those rare circumstances where contractor performance clearly exceeds the performance levels described as "Excellent". Note: In the case of an Offeror without a record of relevant past performance or for whom information on past performance is not available; the Offeror will not be evaluated favorably or unfavorably on past performance. If such a circumstance exists, the maximum number of points the Offeror may receive for its technical proposal is 95 and the technical proposal will be evaluated on a scale of 0 to 95. If such a circumstance exists, all technical proposal scores will be converted to a percentage of the total points possible according to the applicable rating scale. M.5.2. Evaluation Criteria and Assigned Points The evaluation will be based on the demonstrated capabilities of the prospective Contractor in relation to the needs of the project as set forth in the RFP. The merits of the proposal will be evaluated carefully. The following criteria are those that will be applied in the evaluation of the technical proposal. The assigned weights for each factor are shown below: The proposal will be evaluated using the following criteria and weights as they relate to the content of the corresponding paragraphs of the TECHNICAL PROPOSAL INSTRUCTIONS. &emsp; Evaluation Criteria Weights A. Understanding and Statement of the Intent and Functions of the Project 10 The proposal shall demonstrate in the offeror's own words a clear understanding and appreciation of the unique character and function of the Rural Hospital PerformanceImprovement Project (RHPI). 5 The offeror shall reflect an understanding of the rural RHPI customers and why they need technical assistance. 5 B. Technical Approach 35 The proposal fully describes the proposed technical approach to meet each of the requirements specified under the Description and Scope of Work, including all tasks and their respective subtasks. 5 A detailed description of the contents of each task to be performed to achieve the project's objectives in the offeror's own words and a discussion of the methodology to be used for individual tasks. 5 A description of the technical assistance services to be provided by the offeror. 5 A discussion detailing the technical assistance process. 5 A discussion of the evaluation plan for demonstrating impact of the on-site consultation. 5 A process for determining the hospitals that will receive Technical Assistance. 5 A discussion of anticipated major problem areas, together with potential approaches to their solution. 5 C. Personnel 20 The staff (including skill mix) is competent, appropriate, and experienced in the skills required for this SOW, specifically, technical assistance experience in rural hospitals in the Delta region. The offeror includes a description of the staff (in terms of education and professional experience) proposed to be employed to perform the tasks and subtasks for carrying out this project; indentifies the project director, other key personnel involved in the management of the project; subcontractors and/or contract staff, and a description of their roles and reporting relationships. 10 The resumes of all proposed staff reflect actual experience related to technical assistance to rural hospitals in the Delta Region as well as academic qualifications. Letters of intent for employment are included for any proposed staff and subcontractors not currently employed by the offeror. The offeror identifies any subcontracts and/or contract staff and a description of their roles and reporting relationships, and their experience is relevant to the activities of the SOW. 10 D. Management Plan 10 The offeror submitted a project work plan, time schedule, person-loading matrix, facilities, and equipment and non-staff resources appropriate for successful completion of the project, including all work to be performed and deliverables. 5 The person-loading matrix is display person-days by appropriate total and subtotals for each individual who contributes to activities and the person-days for which consultants or subcontractors may be responsible, by task. 5 E. Capability and Experience of the Organization 20 The offeror shall describe its rural health experience and how their expertise will be beneficial in the successful implementation of the RHPI Project. The proposal shall include a description of the capability and the experience of the offeror relative to the requirements of this project. 10 The evaluation of past performance shall consider the offeror's successful performance in projects involving technical assistance related to financial, clinical and operational performance improvement in Delta rural hospitals and their communities. The offeror shall include information on similar or related contracts, subcontracts, and grants which the entity has completed. 10 F. Past Performance 5 The Offeror shall provide information on three past performances on similar or relevant activities. 5 TOTAL 100 M.6. Cost Evaluation Estimated cost is not a numerically weighted factor. Proposed costs will be evaluated on the basis of cost realism, which is defined as the Offeror's ability to project costs which are realistic for the work to be performed and indicates that the Offeror understands the nature and extent of the work to be performed, is consistent with the various elements of the Offeror's technical proposal, and represents the best value to the Government for the life of the contract. M.7 Evaluation of Option 52.217-5 Evaluation of Options (JUL 1990) Except when it is determined in accordance with FAR 17.206(b) not to be in the Government's best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s). ATTACHMENT A Statement of Work I. BACKGROUND The Office of Rural Health Policy (ORHP) is charged in Section 711 of the Social Security Act with advising the Secretary of the Department of Health and Human Services (HHS) on the effects of current policies and proposed statutory, regulatory, administrative and budgetary changes in the programs established under Titles XVIII and XIX, the financial viability of small rural hospitals and other health care providers, the ability of rural areas (rural hospitals in particular) to attract and retain physicians, including other health professionals and access to (and the quality of) health care in rural areas. Rural hospitals across America face new and complex challenges that adversely affect financial performance and clinical quality, as well as the accessibility to needed health care services. Providing assistance to these facilities for the sake of achieving stability is not simply a question of "bailing them out" at the risk of keeping open inefficient, low quality hospitals. Rather, these facilities are safety net providers and as such they by mandate or mission organize and deliver a significant level of health care and other health-related services to the uninsured, Medicaid eligible, and other vulnerable patients in rural communities. In many rural communities, the hospital is the health care delivery system providing inpatient, outpatient, skilled nursing care, emergency medical and home health services and often times serve as the economic engine for its local community. Many rural hospitals in the Mississippi River Delta Region struggle for viability because of negative operating margins, diminished community support, market share losses, health professional recruitment and retention challenges, and deteriorating infrastructure. These hospitals often lack the resources, information, and expertise that are needed to aid them in improving their financial and operational performance and viability. Barriers include an inadequate supply of technical expertise, difficulty choosing competent consultants and keeping them accountable, the high cost of the expertise, and sporadic follow through on consultant recommendations. ORHP will support a contract to provide methods of improving access to quality health care services in the area defined as the Mississippi Delta, by the Delta Regional Authority, through efforts to improve the financial, operational and clinical performance of their rural hospitals with comprehensive and ongoing technical assistance. The target area includes rural hospitals in the 240 counties/parishes in the following eight states: Alabama, Arkansas, Illinois, Kentucky, Louisiana, Mississippi, Missouri and Tennessee. the goal of the Rural Hospital Performance Improvement Project (RHPI) is to make accessible a portfolio of expert support services, business tools, and technical advice that is similar to those available to larger, urban hospitals for the sake of improving the viability of eligible hospitals. II PURPOSE/GENERAL DESCRIPTION This project will provide on-site technical assistance to hospitals identified as being eligible to participate in an effort to help them improve their financial, clinical and operational performance. Additionally, the project will collect and disseminate business tools and information that hospitals can use to help them and collaborate with state partners, stakeholders, and previous RHPI beneficiary hospitals to develop capacity that can continue to provide ongoing technical assistance to rural hospitals throughout the Delta. This project will also include the introduction and implementation of performance management tools and methodologies for safety net providers. III. PERIOD AND PLACE OF PERFORMANCE The period of performance shall be a base period of 12 months with one 12-month option periods. The period of performance under this contract shall commence with the effective date of the contract (EDOC). IV. SPECIFIC TASKS Base Year Task 1: MEET WITH COR The contractor shall within one week of EDOC, coordinate an initial meeting with the ORHP COR. The discussion shall include scope of activities and the timeline for the project. This meeting can be conducted over the phone. Task 2: DEVELOP AND IMPLEMENT AN OUTREACH PLAN The contractor shall develop an outreach plan for informing eligible rural hospitals in the Delta region about the availability of the RHPI Project and of their eligibility. The outreach plan shall also include strategies, methodologies and techniques for the partnership committee members to employ. The contractor shall maintain and improve communications about the RHPI Project among a wide-range of stakeholders (hospitals, State and regional officials, national organizations, etc.) both within and outside the Delta. Task 3: PARTNERSHIP COMMITTEE The contractor shall establish a Partnership Committee. The committee will shall convene quarterly via telephone to discuss the status of the project (eligible facilities, participation rates, recruitment efforts, outcomes, and sustainability) in each of the participating states. The committee must shall extend invitation for participation in the committee the State Offices of Rural Health, State Hospital Associations, Quality Improvement Organizations, the Delta Regional Authority, and national organizations that provide TA related to small rural hospitals, such as the National Rural Health Resource Center, and others with the approval of the COR. Task 4: TECHNICAL ASSISTANCE SERVICES SELECTION PROCESS The contractor shall develop a written process by which hospitals will be selected to participate in the project. The selected and approved hospitals are eligible to receive technical assistance services via the project. The list of eligible hospitals and subsequent additions to and deletions from the eligibility are subject to COR approval. The process shall include criteria to determine the "readiness" of a hospital to benefit from this technical assistance, as approved by the COR. Technical assistance provided through this project shall assist participating hospitals in developing a comprehensive plan for improving their financial and operational performance, quality of care, strategic planning, and/or meeting the needs of their community. &emsp; Task 5: DELIVER TECHINICAL ASSISTANCE Task 5.1 The contractor shall have arrange and schedule on-site consultations by consultants and or management experts with expertise in performance management in with small rural hospitals and with Delta Region hospitals. The contractor shall provide a spreadsheet of the consultation plan for hospitals that includes hospital name, TA type, anticipated/actual date of consult, consultant name, and anticipated outcomes to the COR for review and acceptance, updated and submitted monthly. As required and with the COR approval the contractor shall arrange and schedule 12 on-site consultations in the participating hospitals in the Delta Region. Each on-site consultation encompasses the specific improvement activity and associated outcomes, and includes the planning time, on site visit, providing coaching as the hospital implements recommended activities and actions, any follow up visit(s), time to write the recommendation report, action plan and set target outcome goals with the hospital. Depending on the type of visit and the needs of the hospital, it is anticipated that on-site consultations should average two trips to the hospital for the consultant. Also dependent on the complexity of the performance improvement assessment is the amount of time an expert consultant dedicates to the project. The consultation involves detailed planning, preparation, follow-up and coaching over the course of the months of the project. Task 5.2 The contractor shall, via the internet and or other modalities, disseminate existing materials that provide hospitals with the information they need to improve their performance. Further, the contractor shall identify and disseminate useful "best practices" and "lessons learned" during implementation of the Project. Task 6: EVALUATE IMPACT OF TECHNICAL ASSISTANCE The contractor shall follow up with each hospital 6-12 months after the onsite technical assistance concludes to evaluate the adoption of recommendations and associated improvements based on anticipated outcomes identified during the on-site consultation. The contractor shall submit a plan for evaluating the impact of the technical assistance consultations to the COR for review and acceptance. Task 7: MEET REPORTING REQUIREMENTS Task 7.1 The contractor shall arrange a monthly meeting with the COR to discuss all facets of the project. Task 7.2 The contractor shall submit a quarterly progress report describing (1) status of RHPI Project including but not limited to number of consultations year to date and consultant utilization data, (2) brief description of each TA consultation during the reporting period including name and location of the facility, the hospitals ownership type, number of beds, consultant recommendations, anticipated outcomes, and potential follow up, (3) any problems encountered and proposed solutions (4) an accounting of administrative cost and costs for each consultation for the reporting period (5) a copy of each consultation generated during the quarter and (6) outcomes for the projects, projected and actual. Task 7.3 The contractor shall submit an annual progress report which includes (1) a summary of activities carried out during the year, including anticipated outcomes and actual outcomes (2) an accounting of costs (3) a description of activities proposed for next year and (4) and addendum that includes the full reports provided to the participating facilities. &emsp; Option Year 1 To fulfill this contract, the contractor shall perform the following tasks: Task 1: PARTNERSHIP COMMITTEE The contractor shall convene the partnership committee quarterly via telephone to discuss the status of the project (eligible facilities, participation rates, recruitment efforts, outcomes, and sustainability) in each of the participating states. Task 2: DELIVER TECHINICAL ASSISTANCE Task 2.1 The contractor shall arrange and schedule on-site consultations by consultants and or management experts with expertise in performance management in with small rural hospitals and with Delta Region hospitals. The contractor shall provide a spreadsheet of the consultation plan for hospitals that includes hospital name, TA type, anticipated/actual date of consult, consultant name, and anticipated outcomes to the COR for review and acceptance, updated and submitted monthly. The contractor shall arrange and schedule 12 on-site consultations in the participating hospitals in the Delta Region. Each on-site consultation encompasses the specific improvement activity and associated outcomes, and includes the planning time, on site visit, providing coaching as the hospital implements recommended activities and actions, any follow up visit(s), time to write the recommendation report, action plan and set target outcome goals with the hospital. Depending on the type of visit and the needs of the hospital, it is anticipated that on-site consultations should average two trips to the hospital for the consultant. Also dependent on the complexity of the performance improvement assessment is the amount of time an expert consultant dedicates to the project. The consultation involves detailed planning, preparation, follow-up and coaching over the course of the months of the project. Task 2.2 The contractor shall, via the internet and or other modalities, disseminate existing materials that provide hospitals with the information they need to improve their performance. Further, the contractor shall identify and disseminate useful "best practices" and "lessons learned" during implementation of the Project. Task 3: EVALUATE IMPACT OF TECHNICAL ASSISTANCE The contractor shall follow up with each hospital 6-12 months after the onsite technical assistance concludes to evaluate the adoption of recommendations and associated improvements based on anticipated outcomes identified during the on-site consultation. Task 4: MEET REPORTING REQUIREMENTS Task 4.1 The contractor shall arrange a monthly meeting with the COR to discuss all facets of the project. Task 4.2 The contractor shall submit a quarterly progress report describing (1) status of RHPI Project including but not limited to number of consultations year to date and consultant utilization data, (2) brief description of each TA consultation during the reporting period including name and location of the facility, the hospitals ownership type, number of beds, consultant recommendations, anticipated outcomes, and potential follow up, (3) any problems encountered and proposed solutions (4) an accounting of administrative cost and costs for each consultation for the reporting period (5) a copy of each consultation generated during the quarter, (6) outcomes for the projects, projected and actual, (7) a summary of the monthly calls, and (8) a summary of the quarterly Partnership Committee calls. Task 4.3 The contractor shall submit an annual progress report which includes (1) a summary of activities carried out during the year, including anticipated outcomes and actual outcomes (2) an accounting of costs (3) a description of activities proposed for next year and (4) and addendum that includes the full reports provided to the participating facilities. V. SCHEDULE OF DELIVERABLES For Base Year The contractor shall submit the following items identified within the Scope of Work of this contract in the quantities stipulated and during the periods listed below. Task Description Quantity Due Date 2 Submit the plan for outreach of the RHPI activities to the COR for review and acceptance. 1 electronic version of the plan Within 2 weeks from EDOC 4 Submit selection criteria and technical assistance process to the COR for review and acceptance. 1 electronic version of the criteria and process. Within 1 month from EDOC. 5.1 Provide a spreadsheet of the consultation plan for hospitals that includes hospital name, TA type, anticipated/actual date of consult, consultant name, and anticipated outcomes to the COR for review and acceptance. Provide electronically, consultation schedule to the COR, updated monthly. Monthly at 1-11 months from EDOC (unless there are no changes). 5.2 Provide the materials developed that are best practices and lessons learned from RHPI projects that are useful to hospitals and state partners to the COR for review and acceptance. 1 electronic version, as applicable As they are available. 6 Submit a plan for evaluating the impact of the technical assistance consultations to the COR for review and acceptance. Provide 1 electronic copy. Within 1 month from EDOC 7.2 Submit quarterly reports to the COR for review and acceptance. Provide 1 electronic copy, quarterly. (The final quarter report can be combined with the annual report). 4 months from EDOC; 7 months from EDOC; 10 months from EDOC, and 13 months from EDOC 7.3 Submit annual report to the COR for review and acceptance. Provide 1 electronic copy. 13 months from EDOC Articles to be Furnished and Delivery Times For Option Year 1 The Contractor shall submit all items in the quantities and by the dates indicated to the COR. Task Description Quantity Due Date 2.1 Provide a spreadsheet of the consultation plan for hospitals that includes hospital name, TA type, anticipated/actual date of consult, consultant name, and anticipated outcomes to the COR for review and acceptance. Provide electronically, consultation schedule to the COR, updated monthly. Monthly at 1-11 months from EDOC (unless there are no changes). 2.2 Provide the materials developed that are best practices and lessons learned from RHPI projects that are useful to hospitals and state partners to the COR for review and acceptance. 1 electronic version, as applicable As they are available. 4.2 Submit quarterly reports to the COR for review and acceptance. Provide 1 electronic copy, quarterly. (The final quarter report can be combined with the annual report). 4 months from EDOC; 7 months from EDOC; 10 months from EDOC, and 13 months from EDOC 4.3 Submit annual report to the COR for review and acceptance. Provide 1 electronic copy. 13 months from EDOC VI. PAYMENT SCHEDULE Submission of Invoices and Place of Payment 1. The Contactor shall submit monthly invoices/vouchers in Microsoft word or PDF format to hrsainvoices@hrsa.gov 2. For inquiries regarding payment, call Accounts Payable Section at (301)443-3020. 3. For inquiries regarding receiving, inspection and acceptance, rejections, or technical issues, call your COR. 4. The Contractor agrees to include with each invoice, and comply with, the Billing Instructions, Section J, Attachment B, and to include the following information on its invoice/voucher: • Name and address of the Contractor same as on the contract; • DUNS number; • Invoice or voucher number; • Invoice or voucher date; • Dollar amount; • Contract number ______; order number _____; Date of Delivery or Service; • Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed; and • Name and complete mailing address where payment is sent. • INVOICES WITHOUT ALL REQUIRED INFORMATION WILL BE DENIED UNTIL THE PROPER INFORMATION IS SUBMITTED. 5. Payment shall be made by: PSC/Financial Management Service DFO Accounting Operations, Suite 200 12501 Ardennes Avenue Rockville, MD 20857 Telephone: 301-443-3020 Fax: 301-443-0562 6. Electronic Funds Transfer In accordance with FAR 52.204-7 Central Contractor Registration (FEB 2012), the Contractor shall designate a financial institution for receipt of electronic funds transfer payments. This designation shall be submitted in writing to the finance office set forth in Section G.5.5. (End of SOW) &emsp; ATTACHMENT B BILLING INSTRUCTIONS Billing instructions are applicable to all cost-reimbursement contracts. 1. INTRODUCTION These instructions reflect the standards of the Health Resource and Services Administration (HRSA) for adequately prepared vouchers or invoices. Prompt payment of your claims will be promoted by your compliance. All vouchers submitted under this contract are subject to audit; therefore, all costs claimed must be adequately supported by accounting records and other data that can be audited. 2. VOUCHER SUBMISSION A. Forms-In claiming reimbursement use: The Standard Form (SF) 1034, Public Voucher for Purchases and Services Other Than Personal (with continuation sheet SF 1035) Public Voucher for Purchases and Services Other Than Personal, which can be found at http://www.onr.navy.mil/02/024/forms. The billing content should include all applicable information contained below: Expenditure Category Incurred Cost Cost at Completion (k) Amount Funded (l Variance (m) Current (i) Cumulative (j) Direct Costs: (1) Direct Labor/Hourly Rate (2) Fringe Benefits (3) Accountable Property (4) Materials & Supplies (5) Premium pay -if applicable (6) Consultant Hourly Rate (7) Travel (8) Subcontracts (9) Other Total Direct Costs Overhead G&A Fixed Fee Total Amount Claimed Adjustments Grand Totals B. Number of Copies-For submission purposes each voucher will be prepared in an original and two (2) copies. See Section G.4., for submission of invoices/vouchers information. C. Time for Submission-Vouchers may be submitted at the beginning of each calendar month for costs incurred during the preceding month. Costs incurred earlier than the preceding month, but not previously billed for, may be included, but the amount and month(s) in which such costs were incurred must be stated in the voucher. D. Resubmission of Costs-Costs resubmitted after suspension should be claimed in a separate public voucher and marked "Resubmission of Costs". E. Cost Incurrence Period-Costs must be incurred and the dates of the related "billed for" period must fall within the contract performance period as set forth in the original contract and any amendments thereof. F. Contractor's Fiscal Year-Vouchers should be prepared in such a manner that costs claimed can be associated or identified with the contractor's fiscal year. This will ensure proper application of an indirect cost rate(s) to the direct costs of a particular fiscal year. G. Supporting Documentation-Vouchers shall include all documents/receipts that support each cost incurred and claimed on the voucher. 3. PREPARATION GUIDE A. Completion of Form 1034 or Contractor Equivalent-On the Form 1034 or equivalent, the following information is required. Complete the blocks entitled: Voucher No., U.S. Department, Bureau, or Establishment and Location, Date Voucher Prepared, Contract Number and Date, Payee's Name and Address, Number and Date of Order, Date of Delivery of Service Articles or Services, Amount, and Total. Leave all other blocks blank. Instructions: • In block entitled, U.S. Department, Bureau or Establishment and Location enter: HHS/Health Resources and Services Administration Office of Acquisition Management and Policy 5600 Fishers Lane, Room 13A-43 Rockville, MD 20857 • In block entitled, Payee's Name and Address, enter the name and address to which payment should be made, except in case of assignment of claims, and the address of the organization to which payments have been assigned. • In block entitled, Number and Date of Order, enter the number and date of the applicable order only if the billings are consequent to work assignments or task orders. &emsp; • In block entitled, Date of Delivery or Service, enter the specific month/year, or months/year if quarterly. • In block entitled, Articles or Services, enter the following statement: "For reimbursement of costs incurred under Contract No ____________, as detailed in attachments." • In blocks entitled, Amount and Total, enter the total dollar amount of this billing. B. Completion of Summary of Expenditures-This page follows directly behind the Form SF 1034 and contains two main categories of information: 1) gross summary of costs by category showing amount previously claimed, amount claimed under this voucher, and cumulative through this voucher and 2) necessary certifications and signature. 1. Gross Summary-include only major categories of costs in the order illustrated. 2. Certifications and Signature are illustrated in Exhibit B. The Certification of Costs/Fee is mandatory; the Price Stabilization Certification is required only when called for in the Submission of Invoices and Place of Payment article of the contract. The next page in order should be the SF 1035. C. Completions of Form 1034-On the "Detail" Form 1035, provide a breakdown to support the total amount cited in both Form 1034 and Summary of Expenditures. The purpose of the detailed information is to assist the HRSA Contracting officer and program personnel in relating costs incurred to work performed. The several categories of cost will be itemized and described as follows: 1. Direct labor costs consist of salaries and wages paid for work performed directly for the contract and pursuant to its terms. Such labor costs (excluding fringe benefits and overtime premium pay) will be billed as follows: • Provide the job title or classification of the worker and provide for each classification: the number of hours worked, the hourly rate, and the total wage or salary. The name of the worker should be provided, but when a great number of routine workers are involved, the position classifications only will suffice. The cost of direct labor charged to the contract must be supported by time records maintained in the contractor's office; if salaries are involved, reasonable estimates on a post basis may be used in lieu of time records. 2. Fringe benefits are to be treated according to the contractor's established practice: • If fringe benefits, bonuses, etc. are included in the overhead pool, no specific entry is required. • Fringe benefits can be treated as direct costs, in which case enters the fringe benefits expressed as a percentage factor of the direct labor base or show the Actual Fringe Benefits cost. 3. Materials and supplies should include only those items that the contractor normally treats as "direct costs". Bill these costs under major classifications or categories such as office supplies, chemicals, electronics parts, etc., unless any one particular item within a class exceeds $300.00, in which case all such item(s) exceeding $300.00 must be specifically identified. Note: Under no circumstances shall any item of non-expendable equipment be included within these classifications (see 8 below). 4. Premium pay of any kind (including overtime) must be authorized by the Contracting Officer in advance. Billings for unauthorized premium pay cause frequent delays in payment due to suspensions and exchange of correspondence. Generally such pay is not included in the direct labor base and should not be included in the billing for "direct labor" unless the contractor has consistently followed this practice in the past as a matter of policy. Make entries as follows: 1. In Summary of Expenditures -List as a single item. 2. In SF 1035-itemize for each position or job category referencing the Contracting Officer's (CO) letter of authorization. Note on Special Authorizations: According to the contract, certain costs require specific authorization in writing by the CO. Whenever, the voucher includes costs pursuant to CO authorization, include for example, the reference: "CO letter (date)" or "approval number 57/74/115" if the CO cites said number in his letter. 5. Travel, as authorized by the contract, shall include the following in the SF 1035. a. Travel by contractor shall provide: • Name of traveler or title • Dates of departure and return to departure point • Transportation costs • If claim for subsistence is on per diem basis, show number of days, rate, and amount, as authorized in contract. If claim is based on actual cost of subsistence, show on a daily basis the amounts claimed for lodging and meals separately. • References to Contracting Officer's letter of authorization if approval is necessary b. Travel by consultants shall provide detail similar to contractor travel above. 6. Consultant fees must reflect each consultant's name, daily honorarium, and number of days claimed. Travel for consultants (if applicable) must be itemized separately. 7. Subcontract requires the name of each subcontractor involved and the dollar amount claimed. Costs claimed by cost reimbursement subcontractors must be on an "as incurred" basis and subcontractor backup information similar to the SF 1035 must be obtained and attached for each subcontractor. 8. Equipment is an article of personal property, complete in itself, that is of a durable nature with an expected service life of one year or more. Equipment does not ordinarily lose its identity or become a component part of another article when put to use. For the purposes of invoicing and reporting under HRSA contracts, the definition of non-expendable property and equipment are equivalent because the HRSA definition of non-expendable property does not include a dollar limitation. (The standard definition of "non-expendable property" considers items costing $200.00 or more-excluding transportation, installation, taxes-with a useful life of a year or more and property sensitive to conversation to private use (no cost limit). Therefore, when billing for non-expendable property (equipment) costs, the Contractor must attach live (5) copies of a completed form, HEW 565 Report of Non-expendable Government Property in Possession of Contractor, to the original invoice copy. The Contractor will retain the sixth copy. Only that property being billed for during the applicable billing period shall be included in the HEW 565. In addition, one (1) copy of each vendor invoice covering purchased property shall be attached to the original invoice. 9. Overhead will be charged at provisional rates resulting from audit determination and\or negotiation. Provisional rates will apply pending the establishment of final negotiated overhead rates for the contractor's fiscal year. 10. Other direct costs are minor costs that cannot be placed within any of the categories listed above. Identify by categories to the extent both possible and reasonable. 11. Fixed fee, when applicable, should be billed by prorating the negotiated total fixed fee to costs incurred. Applying a fee percentage to the fee base will achieve this effect. Refer to the contract provisions for guidance. VOUCHER SUBMISSION ADDRESS: 1. The Contactor shall submit monthly invoices/vouchers in Microsoft word or PDF format to hrsainvoices@hrsa.gov 2. For inquiries regarding payment, call Accounts Payable Section at (301)443-3020. 3. For inquiries regarding receiving, inspection and acceptance, rejections, or technical issues, call your COR. 4. The Contractor agrees to include with each invoice, and comply with, the Billing Instructions, Section J, Attachment B, and to include the following information on its invoice/voucher: • Name and address of the Contractor same as on the contract; • DUNS number; • Invoice or voucher number; • Invoice or voucher date; • Dollar amount; • Contract number • Date of Delivery or Service; • Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed; and • Name and complete mailing address where payment is sent. &emsp; • INVOICES WITHOUT ALL REQUIRED INFORMATION WILL BE DENIED UNTIL THE PROPER INFORMATION IS SUBMITTED. 5. Payment shall be made by: PSC/Financial Management Service DFO Accounting Operations, Suite 200 12501 Ardennes Avenue Rockville, MD 20857 Telephone: 301-443-3020 Fax: 301-443-0562 &emsp; ATTACHMENT C - CPARS INFORMATION SHEET The Contractor Performance Assessment Reporting System (CPARS) is the Department of Defense (DoD) Enterprise Solution for collection of contractor Past Performance Information (PPI) as required by the Federal Acquisition Regulation (FAR). CPARS is a web-enabled application that collects and manages a library of automated contractor report cards. A report card assesses a contractor's performance and provides a record, both positive and negative, on a given contract for a specific period of time. Each report card is based on objective facts and is supported by program and contract management data. Use of CPARS promotes report card consistency, increases data integrity, and motivates improved contractor performance. For more information, see www.cpars.gov &emsp; ATTACHMENT E - DISCLOSURE OF LOBBYING ACTIVITIES Complete this form to disclose lobbying activities pursuant to 31 U.S.C. 1352 (See reverse for public burden disclosure) 1. Type of Federal Action: _______ a. contract b. grant c. cooperative agreement d. loan e. loan guarantee f. loan insurance 2. Status of Federal Action: ________ a. bid/offer/application b. initial award c. post-award 3. Report Type: ___________ a. initial filing b. material change For Material Change Only: year __________ quarter date of last report 4. Name and Address of Reporting Entity:  Prime  Subawardee Tier ___, if known: Congressional District, if known: 5. If Reporting Entity in No. 4 is Subawardee, Enter Name and Address of Prime: Congressional District, if known: 6. Federal Department/Agency: 7. Federal Program Name/Description: CFDA Number, if applicable: 8. Federal Action Number, if known: 9. Award Amount, if known: $ _________________________ 10. a. Name and Address of Lobbying Entity (if individual, last name, first name, MI): b. Individuals Performing Services (including address if different from No. 10a) (last name, first name, MI): (attach Continuation Sheet(s) SF-LLL-A, if necessary) 11. Amount of Payment (check all that apply): $  actual  planned 12. Type of Payment (check all that apply)  a. retainer  b. one-time fee  c. commission  d. contingent fee  e. deferred  f. other; specify 13. Form of Payment (check all that apply):  a. cash  b. in-kind: specify: nature ___________ value ____________ 14. Brief Description of Services Performed or to be Performed and Date(s) of Service, including officer(s), employee(s), or Member(s) contacted, for Payment indicated in Item 11: (attach Continuation Sheet(s) SF-LLL-A, if necessary) 15. Continuation Sheet(s) SF-LLL-A attached:  Yes  No 16. Signature: Print Name: Title: Telephone No.: Date: Federal Use Only: Authorized for Local Reproduction Standard Form - LLL INSTRUCTIONS FOR COMPLETION OF SF-LLL, DISCLOSURE OF LOBBYING ACTIVITIES This disclosure form shall be completed by the reporting entity, whether sub awardee or prime Federal recipient, as the initiation or receipt of a covered Federal action, or a material change to a previous filing, pursuant to title 31 U.S.C. section 1352. The filing of a form is required for each payment or agreement to make payment to any lobbying entity for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with a covered Federal action. Use the SF-LLL-A Continuation Sheet for additional information if the space on the form is inadequate. Complete all items that apply for both the initial filing and material change report. Refer to the implementing guidance published by the Office of Management and Budget for additional information. 1. Identify the type of covered Federal action for which lobbying activity is and/or has been secured to influence the outcome of a covered Federal action. 2. Identify the status of the covered Federal action. 3. Identify the appropriate classification of this report. If this is a follow-up report caused by a material change to the information previously reported, enter the year and quarter in which the change occurred. Enter the date of the last previously submitted report by this reporting entry for this covered Federal action. 4. Enter the full name, address, city, state and zip code of the reporting entity. Include Congressional District, if known. Check the appropriate classification of the reporting entity that designates if it is, or expects to be, a prime or subaward recipient. Identify the tier of the subawardee, e.g., the first subawardee of the prime is the first tier. Subawards include but are not limited to subcontracts, subgrants, and contract awards under grants. 5. If the organization filing the report in item 4 checks "Subawardee", then enter the full name, address, city, state and zip code of the prime Federal recipient. Include Congressional District, if known. 6. Enter the name of the Federal agency making the award or loan commitment. Include at least one organizational level below agency name, if known. For example, Department of Transportation, United States Coast Guard. 7. Enter the Federal program name or description for the covered Federal action (item 1). If known, enter the full Catalog of Federal Domestic Assistance (CFDA) number for grants, cooperative agreements, loans, and loan commitments. 8. Enter the most appropriate Federal identifying number available for the Federal action identified in item 1 (e.g., Request for Proposal (RFP) number; Invitation for Bid (IFB) number; grant announcement number; the contract, grant, or loan award number; the application/proposal control number assigned by the Federal agency). Include prefixes, e.g., "RFP-DE-90-001". 9. For a covered Federal action where there has been an award or loan commitment by the Federal agency, enter the Federal amount of the award/loan commitment for the prime entity identified in item 4 or 5. 10. a. Enter the full name, address, city, state and zip code of the lobbying entity engaged by the reporting entity identified in item 4 to influence the covered Federal action. b. Enter the full names of the individual(s) performing services, and include full address, if different from 10 (a). Enter Last Name, First Name, and Middle Initial (MI). 11. Enter the amount of compensation paid or reasonably expected to be paid by the reporting entity (item 4) to the lobbying entity (item 10). Indicate whether the payment has been made (actual) or will be made (planned). Check all boxes that apply. If this is a material change report, enter the cumulative amount of payment made or planned to be made. 12. Check the appropriate box(es). Check all boxes that apply. If payment is made through an in-kind contribution, specify the nature and value of the in-kind payment. 13. Check the appropriate box(es). Check all boxes that apply. If other, specify nature. 14. Provide a specific and detailed description of the services that the lobbyist has performed, or will be expected to perform, and the date(s) of any services rendered. Include all preparatory and related activity, not just time spent in actual contact with Federal officials. Identify the Federal official(s) or employee(s) contracted or the officer(s), employee(s), or Member(s) of Congress that were contacted. 15. Check whether or not a SF-LLL-A Continuation Sheet(s) is attached. 16. The certifying official shall sign and date the form; print his/her name, title, and telephone number. Public reporting burden for this collection of information is estimated to average 30 minutes per response, including time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding the burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Office of Management and Budget, Paperwork Reduction project (0348-0046), Washington, DC 20503. &emsp; ATTACHMENT E-PAST PERFORMANCE Date: Dear Client: We are currently responding to the Health Resources and Services Administration (HRSA) Solicitation entitled, Delta Rural Hospital Performance Improvement Project The Government is placing increased emphasis in its acquisition process on past performance as a source selection factor and is requiring that clients of firms responding to HRSA solicitations be identified and their participation in the evaluation process be requested. Therefore, enclosed is a past performance questionnaire for your completion. We are requesting that you complete the questionnaire and send it directly to HRSA at the following address: Hanif S. Abdul-Amin RFP 12-250-SOL-0040 Contracts Administrator HHS/HRSA/OO/OAMP/DCS-3 5600 Fishers Lane, 13A-43, Room: 14 Rockville, MD 20857 301-443-5261 Phone 301-443-5462 Fax habdul-amin@hrsa.gov Since this information will be used as one of the evaluation factors for contract award, we are requesting that you complete this questionnaire and return it to the HRSA Contract Specialist at the above address no later than September 10, 2012 at 10:00 am EST or by email at habdul-amin@hrsa.gov or fax at (301) 443-5462. We thank you for your prompt response in this matter. Sincerely, (To be signed by Offeror) &emsp; PAST PERFORMANCE INFORMATION SURVEY QUESTIONNAIRE FOR: ________________________________________________________________________ Name of Company PLEASE RETURN COMPLETED SURVEY TO: Hanif S. Abdul-Amin/RFP 12-250-SOL-00040 Contracts Administrator HHS/HRSA/OO/OAMP/DCS-3 5600 Fishers Lane, 13A-43, Room: 14 Rockville, MD 20857 301-443-5261 Phone 301-443-5462 Fax habdul-amin@hrsa.gov PLEASE FILL IN THE FOLLOWING: Your Name: ____________________________ Your Agency:________________________ Address:___________________________________________________________________ Phone Number:_________________________ Fax :________________________________ Signature of Person Completing Survey:___________________________________________ Contract Number/Solicitation Number: ____________________________________________ YOUR ROLE IN THIS CONTRACT (circle one) Project Officer Contracting Officer Contract Specialist Approximate Percentage of Work Competed by Subcontractors: ______ % General Description or work or Title of Contract: _____________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ RATINGS Please answer each of the following questions with a rating that is based on objective measurable performance indicators to the maximum extent possible. &emsp; Standard Contractor Performance Report Evaluation Type: Solicitation-Past Performance Evaluation Factor Solicitation No.: Evaluating Organization: Reporting Period: From to Contracting Office: Contract Number: Order Number: Contractor Name: Contractor Address: DUNS: City: State: Additional or Alternate Contractor Name: Zip/Postal Code: Country: TIN: Industrial Code (NAICS): Commodity Code: Contract Type: Contract Award Date: Contract Expiration Date: Contract Value: Requirement Description: Ratings Summarize contractor performance and check the number which corresponds to the rating for each rating category (See attached Rating Guidelines). Quality of Product or Service _0=Unsatisfactory _1=Poor _2=Fair _3=Good _4=Excellent _5=Outstanding Government Comments for Quality of Product or Service (2000 characters maximum): Cost Control (Rating and Comments for Cost Control are not required if contract type is Fixed-Price) _0=Unsatisfactory _1=Poor _2=Fair _3=Good _4=Excellent _5=Outstanding Government Comments for Cost Control (2000 characters maximum): Timeliness of Performance _0=Unsatisfactory _1=Poor _2=Fair _3=Good _4=Excellent _5=Outstanding Government Comments for Timeliness of Performance (2000 characters maximum): Business Relations _0=Unsatisfactory _1=Poor _2=Fair _3=Good _4=Excellent _5=Outstanding Government Comments for Business Relations (2000 characters maximum): Rating Guidelines Quality of Product or Service 0 = Unsatisfactory 1 = Poor 2 = Fair 3 = Good 4 = Excellent 5 = Outstanding Unsatisfactory Non-conformances are jeopardizing the achievement of contract requirements, despite use of Agency resources. Recovery is not likely. If performance cannot be substantially corrected, it constitutes a significant impediment in consideration for future awards containing similar requirements. Poor Overall compliance requires significant Agency resources to ensure achievement of contract requirements. Fair Overall compliance requires minor Agency resources to ensure achievement of contract requirements. Good There are no, or very minimal, quality problems, and the Contractor has met the contract requirements. Excellent There are no quality issues, and the Contractor has substantially exceeded the contract performance requirements without commensurate additional costs to the Government. Outstanding The contractor has demonstrated an outstanding performance level that was significantly in excess of anticipated achievements and is commendable as an example for others, so that it justifies adding a point to the score. It is expected that this rating will be used in those rare circumstances where contractor performance clearly exceeds the performance levels described as "Excellent". Cost Control 0 = Unsatisfactory 1 = Poor 2 = Fair 3 = Good 4 = Excellent 5 = Outstanding Unsatisfactory Ability to manage cost issues is jeopardizing performance of contract requirements, despite use of Agency resources. Recovery is not likely. If performance cannot be substantially corrected, this level of ability to manage cost issues constitutes a significant impediment in consideration for future awards. Poor Ability to manage cost issues requires significant Agency resources to ensure achievement of contract requirements. Fair Ability to control cost issues requires minor Agency resources to ensure achievement of contract requirements. Good There are no, or very minimal, cost management issues and the Contractor has met the contract requirements. Excellent There are no cost management issues and the Contractor has exceeded the contract requirements, achieving cost savings to the Government. Outstanding The contractor has demonstrated an outstanding performance level that justifies adding a point to the score. It is expected that this rating will be used in those rare circumstances where the contractor achieved cost savings and performance clearly exceeds the performance levels described as "Excellent". Timeliness of Performance 0 = Unsatisfactory 1 = Poor 2 = Fair 3 = Good 4 = Excellent 5 = Outstanding Unsatisfactory Delays are jeopardizing the achievement of contract requirements, despite use of Agency resources. Recovery is not likely. If performance cannot be substantially corrected, it constitutes a significant impediment in consideration for future awards. Poor Delays require significant Agency resources to ensure achievement of contract requirements. Fair Delays require minor Agency resources to ensure achievement of contract requirements. Good There are no, or minimal, delays that impact achievement of contract requirements. Excellent There are no delays and the contractor has exceeded the agreed upon time schedule. Outstanding The contractor has demonstrated an outstanding performance level that justifies adding a point to the score. It is expected that this rating will be used in those rare circumstances where contractor performance clearly exceeds the performance levels described as "Excellent". Business Relations 0 = Unsatisfactory 1 = Poor 2 = Fair 3 = Good 4 = Excellent 5 = Outstanding Unsatisfactory Response to inquiries and/or technical, service, administrative issues is not effective. If not substantially mitigated or corrected it should constitute a significant impediment in considerations for future awards. Poor Response to inquiries and/or technical, service, administrative issues is marginally effective. Fair Response to inquiries and/or technical, service, administrative issues is somewhat effective. Good Response to inquiries and/or technical, service, administrative issues is consistently effective. Excellent Response to inquiries and/or technical, service, administrative issues exceeds Government expectation. Outstanding The contractor has demonstrated an outstanding performance level that justifies adding a point to the score. It is expected that this rating will be used in those rare circumstances where contractor performance clearly exceeds the performance levels described as "Excellent". &emsp; ATTACHMENT F CERTIFICATE OF CURRENT COST OR PRICING DATA FAR 15.406-2 This is to certify that, to the best of my knowledge and belief, the cost or pricing data (as defined in section 2.101 of the Federal Acquisition Regulation (FAR) and required under FAR subsection 15.403-4) submitted, either actually or by specific identification in writing, to the Contracting Officer or to the Contracting Officer's representative in support of _______________* are accurate, complete, and current as of ¬¬¬____________________**. This certification includes the cost or pricing data supporting any advance agreements and forward pricing rate agreements between the Offeror and the Government that are part of the proposal. Firm ______________________________________ Signature __________________________________ Name _____________________________________ Title ______________________________________ Date of execution*** ________________________ *Identify the proposal, request for price adjustment, or other submission involved, giving the appropriate identifying number (e.g., RFP No.). **Insert the day, month, and year when price negotiations were concluded and price agreement was reached or if applicable, an earlier date agreed upon between the parties that is as close as practicable to the date of agreement on price. ***Insert the day, month, and year of signing, which should be as close as practicable to the date when the price negotiations were concluded and the contract price was agreed to. (End of certificate) ATTACHMENT G OFFICE OF SMALL AND DISADVANTAGED BUSINESS UTILIZATION SMALL BUSINESS SUBCONTRACTING PLAN The following outline meets the minimum requirements of section 8(d) of the Small Business Act, as amended, and implemented by the Federal Acquisition Regulations (FAR) Subpart 19.7. The U.S. Department of Health and Human Services (HHS), Office of Small and Disadvantaged Business Utilization (OSDBU) recommend offerors use the following format to submit proposed Individual Subcontracting Plans, including modifications. It is not intended to replace any existing Corporate/Commercial Plan that is more extensive. A subcontracting Plan is required if the estimated cost of the contract may exceed $650,000 ($1,500,000 for construction) Small businesses are excluded. Questions should be forwarded to the Contracting Officer or Operating Division (OPDIV) Small Business Specialist. HHS Operating Division (OPDIV): __________________________________________________ SOLICITATION OR CONTRACT NUMBER: ________________________________________________________ DATE OF PLAN: ________________________________________________________ CONTRACTOR: ________________________________________________________ ADDRESS: ________________________________________________________ STATE/ZIP CODE___________________________________________________ DUNN & BRADSTREET NUMBER: ________________________________________________________ ITEM/SERVICE (Description): _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ NEW/INITIAL CONTRACT PERIOD OF CONTRACT PERFORMANCE (MM/DD/YYYY - MM/DD/YYYY):________ __________ Base (if options apply) tiny_mce_marker__________________ Performance Period/Quantity ____________ Option 1: tiny_mce_marker__________________ Performance Period/Quantity ____________ Option 2: tiny_mce_marker__________________ Performance Period/Quantity ____________ Option 3: tiny_mce_marker__________________ Performance Period/Quantity ____________ Option 4: tiny_mce_marker__________________ Performance Period/Quantity ____________ tiny_mce_marker__________________ Total Contract Cost CONTRACT MODIFICATION (if applicable) NEW PERIOD OF CONTRACT PERFORMANCE (MM/DD/YYYY - MM/DD/YYYY):__________________ Original/Base tiny_mce_marker__________________ Performance Period/Quantity _________ Modification tiny_mce_marker__________________ Performance Period/Quantity _________ Task Order tiny_mce_marker__________________ Performance Period/Quantity _________ tiny_mce_marker__________________ Modified Total Contract Cost Failure to include the essential information of FAR Subpart 19.7 may be cause for either a delay in acceptance or the rejection of a bid or offer when a subcontracting plan is required. "SUBCONTRACT," as used in this clause, means any agreement (other than one involving an employer employee relationship) entered into by a Federal Government prime contractor or subcontractor requesting supplies or services required for performance of the contract or subcontract. If assistance is needed to locate small business sources, contact the Small Business Specialist (SBS) supporting the OPDIV. SBS contact information is located on the OSDBU website (http://www.hhs.gov/about/smallbusiness/osdbustaff.html) or you may contact the OSDBU headquarters at (202) 690-7300. HHS current subcontracting goal is 33.0% for Small Business (hereafter referred to as SB), 5.00% for Small Disadvantaged Business, including 8(a) Program Participants, Alaska Native Corporations (ANC) and Indian Tribes (hereafter referred to as SDB), 5.00% for Women-Owned Small Business and Economically Disadvantaged Women-Owned Small Business (hereafter referred to as WOSB), 3.00% HubZone business (hereafter referred to as HUBZone), 3.00% Veteran Owned Small Business (hereafter referred to as VOSB) and 3.00% Service Disabled Veteran-Owned Small Business (hereafter referred to as SDVOSB) concerns for Fiscal Year (FY) 2012. For this procurement, HHS expects all proposed subcontracting plans to contain at a minimum the aforementioned percentages. These percentages shall be expressed as percentages of the total estimated subcontracting dollars. 1. Type of Plan (check one) _____ Individual plan (all elements developed specifically for this contract and applicable for the full term of this contract). _____ Master plan (goals developed for this contract) all other elements standardized and approved by a lead agency Federal Official; must be renewed every three years and contractor must provide copy of lead agency approval. _____ Commercial products/service plan (goals are negotiated with the initial agency on a company-wide basis rather than for individual contracts) this plan applies to the entire production of commercial service or items or a portion thereof. The contractor sells commercial products and services customarily used for non-government purposes. The plan is effective during the offeror's fiscal year (attach a copy). The Summary Subcontracting Report (SSR) must include a breakout of subcontracting prorated for HHS and other Federal agencies. 2. Goals Below indicate the dollar and percentage goals for Small Business (SB), Small Disadvantaged (SDB) including Alaska Native Corporations and Indian Tribes, Women owned and Economically Disadvantaged Women-Owned (WOSB), Historically Underutilized Business Zone (HUBZone), Veteran Owned Small Business (VOSB), Service-Disabled Veteran-Owned (SDVOSB) Small Businesses and "Other than Small Business" (Other) as subcontractors. Indicate the base year and each option year, as specified in FAR 19.704 or project annual subcontracting base and goals under commercial plans. If any contract has more four options, please attach additional sheets which illustrate dollar amounts and percentages. PLEASE NOTE: Zero dollars is not an acceptable goal for the SB, SDB, WOSB, HUBZone, VOSB or SDVOSB categories since this does not demonstrate a good faith effort throughout the period of performance of the contract. Formula for below: 2.b. + 2.h. = 2.a. a. Total estimated dollar value of ALL planned subcontracting, i.e., with ALL types of concerns under this contract is _____ ____ (Base Period - if options apply). FY ___1st Option FY ___2nd Option FY ___3rd Option FY ___4th Option $ _____________$ _____________$ ___________$ _____________ b. Total estimated dollar value and percent of planned subcontracting with SMALL BUSINESSES (including SDB, WOSB, HUBZone, VOSB and SDVOSB): (% of "a") $ ________________ and ________________% (Base Period - if options apply) FY ___1st Option FY ___2nd Option FY ___3rd Option FY ___4th Option $ _____________$ _____________$ _____________$ _____________ c. Total estimated dollar value and percent of planned subcontracting with SMALL DISADVANTAGED BUSINESSES: (% of "a") $ ________________ and ________________% (Base Period - if options apply) FY ___1st Option FY ___2nd Option FY ___3rd Option FY ___4th Option $ _____________$ _____________$ ____________$ _____________ d. Total estimated dollar value and percent of planned subcontracting with WOMEN OWNED SMALL BUSINESSES: (% of "a") $ ________________ and ________________% (Base Period - if options apply) FY ___1st Option FY ___2nd Option FY ___3rd Option FY ___4th Option $ _____________$ ___________$ _____________$ _____________ e. Total estimated dollar and percent of planned subcontracting with HUBZone SMALL BUSINESSES: (% of "a") $ ________________ and _________% (Base Period - if options apply) FY ___1st Option FY ___2nd Option FY ___3rd Option FY ___4th Option $ _____________$ ____________$ _____________$ _____________ f. Total estimated dollar and percent of planned subcontracting with VETERAN-OWNED SMALL BUSINESSES: (% of "a") $ ____________and ________________% (Base Period - if options apply) FY ___1st Option FY ___2nd Option FY ___3rd Option FY ___4th Option $ _____________$ ___________$ _____________ $ _____________ g. Total estimated dollar and percent of planned subcontracting with SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES: (% of "a") $ ________________ and ________________% (Base Period - if options apply) FY ___1st Option FY ___2nd Option FY ___3rd Option FY ___4th Option $ _____________$ _____________$ _____________$ _____________ h. Total estimated dollar and percent of planned subcontracting with "OTHER THAN SMALL BUSINESSES" (As defined by the Small Business Administration as "any entity that is not classified as a small business. This includes large businesses, state and local governments, non-profit organizations, public utilities, educational institutions and foreign-owned firms.) (% of "a") $ ________________ and ________________% (Base Period - if options apply) FY ___1st Option FY ___2nd Option FY ___3rd Option FY ___4th Option $ _____________ $ _____________ tiny_mce_marker____________ $ _____________ i. Provide a description of ALL the products and/or services to be subcontracted under this contract, and indicate the size and type of business supplying them (check all that apply): Products and/or Services Other Small Business SDB WOSB Hubz VOSB SDVOSB 1 2 3 4 5 6 7 8 9 10 j. Provide a description of the method used to develop the subcontracting goals for SB, SDB, WOSB, HUBZone and SDVOSB concerns. Address efforts made to ensure that maximum practicable subcontracting opportunities have been made available for those concerns and explain the method used to identify potential sources for solicitation purposes. Explain the method and state the quantitative basis (in dollars) used to establish the percentage goals. Also, explain how the areas to be subcontracted to SB, WOSB, HUBZone, VOSB and SDVOSB concerns were determined, how the capabilities of these concerns were considered contract opportunities and how such data comports with the cost proposal. Identify any source lists or other resources used in the determination process. (Attach additional sheets, if necessary.) ____________________________________________________________ ____________________________________________________________ k. Indirect costs have ____ have not ____ been included in the dollar and percentage subcontracting goals above (check one). l. If indirect costs have been included, explain the method used to determine the proportionate share of such costs to be allocated as subcontracts to SB, SDB, WOSB, HUBZone, VOSB and SDVOSB concerns: ___________________________________________________________ ___________________________________________________________ _____________________________________________________ 3. Program Administrator: NAME: ______________________________________________ TITLE: ______________________________________________ ADDRESS: ______________________________________________ ______________________________________________ TELEPHONE: ______________________________________________ E-MAIL: ______________________________________________ Duties: Does the individual named above have general overall responsibility for the company's subcontracting program, i.e., developing, preparing, and executing subcontracting plans and monitoring performance relative to the requirements of those subcontracting plans and perform the following duties? (If NO is checked, please who in the company performs those duties, or indicate why the duties are not performed in your company on a separate sheet of paper and submit with the proposed subcontracting plan.) a. Developing and promoting company wide policy initiatives that demonstrate the company's support for awarding contracts and subcontracts to SB, SDB, WOSB, HUBZone, VOSB and SDVOSB concerns; and for assuring that these concerns are included on the source lists for solicitations for products and services they are capable of providing; __yes __ no b. Developing and maintaining bidder source lists of SB, SDB, WOSB, HUBZone, VOSB and SDVOSB concerns from all possible sources; __yes __ no c. Ensuring periodic rotation of potential subcontractors on bidder's lists; __ yes __ no d. Assuring that SB, SDB, WOSB, HUBZone, VOSB and SDVOSB businesses are included on the bidders' list for every subcontract solicitation for products and services that they are capable of providing. __ yes __ no e. Ensuring that Requests for Proposals (RFPs) are designed to permit the maximum practicable participation of SB, SDB, WOSB, HUBZone, VOSB and SDVOSB concerns. __ yes __ no f. Reviewing subcontract solicitations to remove statements, clauses, etc., which might tend to restrict or prohibit small, 8(a), SDB, WOSB, HUBZone, VOSB and SDVOSB small business participation. __ yes __ no g. Accessing various sources for the identification of SB, SDB, WOSB, HUBZone, VOSB and SDVOSB concerns to include the Central Contractor Registration (http://www.ccr.gov/), local small business and minority associations, local chambers of commerce and Federal agencies' Small Business Offices; ___ yes ___ no h. Establishing and maintaining contract and subcontract award records; __ yes __ no i. Participating in Business Opportunity Workshops, Minority Business Enterprise Seminars, Trade Fairs, Procurement Conferences, etc; __ yes __ no j. Ensuring that SB, SDB, WOSB, HUBZone, VOSB and SDVOSB concerns are made aware of subcontracting opportunities and assisting concerns in preparing responsive bids to the company; __ yes __ no k. Conducting or arranging for the conduct of training for purchasing personnel regarding the intent and impact of Section 8(d) of the Small Business Act, as amended; __ yes __ no l. Monitoring the company's subcontracting program performance and making any adjustments necessary to achieve the subcontract plan goals; ___yes ___ no m. Preparing and submitting timely, required subcontract reports; ___ yes ___ no n. Conducting or arranging training for purchasing personnel regarding the intent and impact of 8(d) of the Small Business Act on purchasing procedures; __ yes __ no o. Coordinating the company's activities during the conduct of compliance reviews by Federal agencies; and __ yes __ no p. Other duties: ________________________________________________________ ________________________________________________________ ________________________________________________________ 4. Equitable Opportunity Describe efforts the offeror will undertake to ensure that SB, SDB, WOSB, HUBZone, VOSB and SDVOSB concerns will have an equitable opportunity to compete for subcontracts. These efforts include, but are not limited to, the following activities: a. Outreach efforts to obtain sources: 1. Contact minority and small business trade associations; 2) contact business development organizations and local chambers of commerce; 3) attend SB, SDB, WOSB, HUBZone, VOSB and SDVOSB procurement conferences and trade fairs; 4) review sources from the Central Contractor Registration (http://www.ccr.gov/); 5) review sources from the Small Business Administration (SBA), Central Contractor Registration (CCR); 6) Consider using other sources such as the National Institutes of Health (NIH) e-Portals in Commerce, (e-PIC), (http://epic.od.nih.gov/). The NIH e-PIC is not a mandatory source; however, it may be used at the offeror's discretion; and 7) Utilize newspaper and magazine ads to encourage new sources. b. Internal efforts to guide and encourage purchasing personnel: 1. Conduct workshops, seminars and training programs; 2. Establish, maintain, and utilize SB, SDB, WOSB, HUBZone, VOSB and SDVOSB source lists, guides, and other data for soliciting subcontractors; and 3. Monitor activities to evaluate compliance with the subcontracting plan. Additional efforts: __________________________________________________________ __________________________________________________________ 5. Flow Down Clause The contractor agrees to include the provisions under FAR 52.219 8, "Utilization of Small Business Concerns," in all acquisitions exceeding the simplified acquisition threshold that offers further subcontracting opportunities. All subcontractors, except small business concerns, that receive subcontracts in excess of $650,000 ($1,500,000 for construction) must adopt and comply with a plan similar to the plan required by FAR 52.219 9, "Small Business Subcontracting Plan." Note: In accordance with FAR 52.212-5(e) and 52.244-6(c) the contractor is not required to include flow-down clause FAR 52.219.-9 if it is subcontracting commercial items. 6. Reporting and Cooperation The contractor gives assurance of 1) cooperation in any studies or surveys that may be required; 2) submission of periodic reports which illustrate compliance with the subcontracting plan; 3) submission of its Individual Subcontracting Report (ISR) and Summary Subcontract Report (SSR); and 4) subcontractors submission of ISRs and SSRs. ISRs and SSRs shall be submitted via the Electronic Subcontracting Reporting System (eSRS) website https://esrs.symplicity.com/index?_tab=signin&cck=1 Reporting Period Report Due Due Date Oct 1 - Mar 31 ISR 4/30 Apr 1 - Sept 30 ISR 10/30 Oct 1 - Sept 30 SSR 10/30 Contract Completion Year End SDB Report 30 days after completion Please refer to FAR Part 19.7 for instruction concerning the submission of a Commercial Plan: SSR is due on 10/30 each year for the previous fiscal year ending 9/30. a. Submit ISR (bi-annually) for the awarding Contracting Officer's review and acceptance via the eSRS website. b. Currently, SSR (annually) must be submitted for the HHS eSRS Agency Coordinator review and acceptance via the eSRS website. (Note: Log onto the OSDBU website to view the HHS Agency Coordinator contact information (http://www.hhs.gov/about/smallbusiness/osdbustaff.html). Note: The Request for Proposal (RFP) will indicate whether a subcontracting plan is required. Due to the nature and complexity of many HHS contracts, particularly the Centers for Medicare and Medicaid (CMS), the contractor may not be required to submit its subcontracting reports through the eSRS. The Contracting Officer will confirm reporting requirements prior to the issuance of an award. For more information, contact Courtney Carter, Agency Coordinator-eSRS (Courtney.Carter@hhs.gov). 7. Record keeping FAR 19.704(a) (11) requires a list of the types of records your company will maintain to demonstrate the procedures adopted to comply with the requirements and goals in the subcontracting plan. The following is a recitation of the types of records the contractor will maintain to demonstrate the procedures adopted to comply with the requirements and goals in the subcontracting plan. These records will include, but not be limited to, the following: a. SB, SDB, WOSB, HUBZone, VOSB and SDVOSB source lists, guides and other data identifying such vendors; b. Organizations contacted in an attempt to locate SB, SDB, WOSB, HUBZone, VOSB and SDVOSB sources; c. On a contract by contract basis, records on all subcontract solicitations over $100,000, which indicate for each solicitation (1) whether SB, SDB, WOSB, HUBZone, VOSB and/or SDVOSB concerns were solicited, if not, why not and the reasons solicited concerns did not receive subcontract awards; d. Records to support other outreach efforts, e.g., contacts with minority and small business trade associations, attendance at small and minority business procurement conferences and trade fairs; e. Records to support internal guidance and encouragement provided to buyers through (1) workshops, seminars, training programs, incentive awards; and (2) monitoring performance to evaluate compliance with the program and requirements; and f. On a contract by contract basis, records to support subcontract award data including the name, address, and business type and size of each subcontractor. (This is not required on a contract-by-contract basis for commercial plans.) g. Other records to support your compliance with the subcontracting plan: (Please describe) __________________________________________________________ __________________________________________________________ __________________________________________________________ &emsp; 8. Timely Payments to Subcontractors FAR 19.702 requires your company to establish and use procedures to ensure the timely payment of amounts due pursuant to the terms of your subcontracts with SB concerns, SDB, WOSB, HUBZone, VOSB and SDVOSB concerns. Your company has established and used such procedures: ________ yes _________ no 9. Description of Good Faith Effort Maximum practicable utilization of SB, SDB, WOSB, HUBZone, VOSB and SDVOSB concerns as subcontractors in Government contracts is a matter of national interest with both social and economic benefits. When a contractor fails to make a good faith effort to comply with a subcontracting plan, these objectives are not achieved, and 15 U.S.C. 637(d) (4) (F) directs that liquidated damages shall be paid by the contractor. In order to demonstrate your compliance with a good faith effort to achieve the SB, SDB, WOSB, HUBZone, VOSB and SDVOSB small business subcontracting goals, outline the steps your company plans to take. These steps will be negotiated with the contracting official prior to approval of the plan. _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ SIGNATURE PAGE Signatures Required: This subcontracting plan was submitted by: Signature: __________________________________________________ Typed/Print Name: _____________________________________________________ Title: _____________________________________________________ Date: _____________________________________________________ This plan was reviewed by: Signature: __________________________________________________ Typed/Print Name: _____________________________________________________ Title: Contracting Officer Date: _____________________________________________________ This plan was reviewed by: Signature: __________________________________________________ Typed/Print Name: __________________________________________________ Title: HHS Small Business Specialist Date: ______________ This plan was reviewed by: Signature: __________________________________________________ Typed/Print Name_____________________________________________ Title: Small Business Administration Procurement Center Representative Date: ______________________________________________________ This plan was approved by: Signature: __________________________________________________ Typed/Print Name:_____________________________________________________ Title: Contracting Officer Date: _____________________________________________________ (The End of RFP)
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