PRESOL | R | Rural Health Clinic Technical Assistance Series - Package #1

FBO DAILY ISSUE OF AUGUST 21, 2011 FBO #3557
SOLICITATION NOTICE

R -- Rural Health Clinic Technical Assistance Series - Package #1

Notice Date: 8/19/2011
Notice Type: Combined Synopsis/Solicitation
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: 11-250-SOL-00085-ebd
Archive Date: 9/24/2011
Point of Contact: Elizabeth B. Downey, Phone: 301-443-0332
E-Mail Address: bdowney@hrsa.gov
(bdowney@hrsa.gov)
Small Business Set-Aside: Total Small Business
Description: SF18 SOW package THIS IS A COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL SERVICES PREPARED IN ACCORDANCE WITH THE FORMAT IN FAR SUBPART 12.6 - STREAMLINED PROCEDURES FOR EVALUATION AND SOLICITATION FOR COMMERCIAL ITEMS-AS SUPPLEMENTED WITH ADDITIONAL INFORMATION INCLUDED IN THIS NOTICE. SIMPLIFIED ACQUISITION PROCEDURES ARE UTILIZED IN THIS PROCUREMENT. THIS ANNOUNCEMENT CONSTITUTES THE ONLY SOLICITATION; QUOTATIONS ARE BEING REQUESTED, AND A WRITTEN SOLICITATION DOCUMENT WILL NOT BE ISSUED. This solicitation is a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-33. *** The associated North American Industrial Classification System (NAICS) code for this procurement is 541611 with a small business size standard of $7M. This acquisition is 100% small business (SB) set-aside. RFQ INSTRUCTIONS A. GENERAL INSTRUCTIONS 1. The quote must be prepared in two parts: a "Technical Quote" and a "Price for Quotation." Each of the parts shall be separate and complete in itself so that evaluation of one may be accomplished independently of evaluation of the other. The technical quote must not contain reference to cost; however, resource information, such as data concerning labor hours and categories, materials, subcontracts, etc., must be contained in the technical quote so that your understanding of the scope of the 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 quote instructions. 2. The quote must be signed by an official who is authorized to commit your organization. An original and five (5) copies of your technical quote and an original and five (5) copies of your business quote must be submitted to: Department of Health and Human Services Health Resources and Services Administration 5600 Fishers Lane, Room 13A 55 Rockville, Maryland 20857 ATTN: 11-250-SOL-00085-ebd 3. Quotes that are received which merely offer to conduct a program in accordance with the requirement of the Government's scope of work will not be eligible for award. You must submit an explanation of the proposed technical approach in conjunction with the tasks to be performed in achieving the project objectives. Quotes which merely state and offer to conduct a program in accordance with the requirements of the Governments Statement of Work (SOW) will be unacceptable and, therefore, ineligible for contract award. The Offeror must submit an explanation of the proposed technical approach in conjunction with the tasks to be performed. The Offeror will provide a technical quote, not to exceed 30 single-spaced pages, that follows the outline below: a. Understanding of the Intent and Functions of the Project The proposal shall demonstrate, in the offeror's own words, a clear understanding of the distinct nature and function of the Rural Health Clinic Technical Assistance Series. The offeror shall reflect an understanding of the distinct characteristics of, and challenges faced by, RHCs and why they need technical assistance. b. Technical Approach 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 each task to be performed to achieve the project's objectives, and a discussion of the methodology to be used for individual tasks. 2) A discussion of anticipated problem areas, together with potential approaches to their solution. 3) A chart and description of the customer services to be provided. The proposal shall document how the offeror will provide responsive and seamless customer service. 4) A detailed description of how operational rural health expertise will be applied to the task of supporting the Rural Health Clinic Technical Assistance Series. c. Personnel The proposal shall specify the types of personnel (in terms of education and professional experience) to be employed to perform the tasks and subtasks. Resumes of professional persons already identified for the project shall be included, as well as any letters of intent for employment. The offeror shall also provide an organizational chart for the project. A description of the staff proposed to carry out the project shall be provided and include the following: 1) The person who shall serve as Project Director. 2) Other key personnel involved in the management of the project. 3) Any subcontracts and/or contract staff and a description of their roles and reporting relationships. The Contractor shall have knowledgeable staff to develop, implement and manage delivery of the Technical Assistance Series. This shall include a Project Director to provide overall direction and management of this contract. This individual must have: a) senior-level executive experience related to rural health care and the provision of services by RHCs, b) managed projects providing technical assistance and other resource services c) demonstrated ability to manage projects involving multiple collaborative relationships, and d) experience working with RHCs. Her/his resume shall be included proposal. The Contractor shall employ, or have working relationships with, other individuals or staff in numbers sufficient to carry out the functions of this contract. It is anticipated that the Project Director and staff shall include the following capabilities: a. senior-level experience in RHCs or rural health care settings; b. experience managing technical assistance resources; c. ability to handle information and referral services, as well as being skilled in the maintenance of Web site information; d. support for administrative functions, data entry and the distribution of materials. d. Management Plan The offeror shall submit a project work plan, time schedule, and person-loading matrix, including all work to be performed and deliverables. 1) A person-loading matrix, which displays person-days, shall be provided. This matrix should show the appropriate total and subtotals each individual shall contribute for the activities and indicate the person-days for which consultants or subcontractors may be responsible, by task. 2) Facilities, equipment, and other non-staff resources that are especially appropriate for successful completion of the contract requirements shall be identified. This shall include a description of computer hardware and software and arrangements for teleconferencing or videoconferencing services sufficient to meet project demands. e. Capability and Experience of the Organization The proposal shall include a description of the capability and the experience of the offeror relative to the requirements of this project. This shall include a description of prior and/or current projects that are similar. The Contractor shall develop a preliminary roster of experts (no more than 10) for the provision of technical assistance on relevant topics. NOTE: The Evaluation Criteria items A through E, for a total of 100 points, will apply to your technical proposal which will be evaluated by a technical review committee. This committee will recommend technical acceptability or unacceptability of the proposal. B. EVALUATION CRITERIA The technical quote will receive paramount consideration in the selection of the contractor for this acquisition. In the event that the technical evaluation reveals that two (2) or more offers are approximately equal in technical ability, then the price quote will become paramount. In any event, the Government reserves the right to make an award to the best advantage of the Government, cost, and other factors considered. 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 RFQ. The merits of the proposal will be evaluated carefully. The following criteria and assigned weight for each criterion will be applied in the evaluation of your technical quote: Evaluation Criteria Points A. Understanding of the Intent and Functions of the Project 20 B. Technical Approach 20 C. Personnel 20 D. Management Plan 10 E. Capability and Experience of the Organization 30 Total 100 C. Price Quotation Instructions The attached SF 18, Request for Quotations shall be prepared with supporting attachments that satisfy the instructions and appropriate format of FAR 15.403-5 and the following: The cost for individual elements, such as analytical studies, reports, etc., shall be itemized. The Offeror shall provide the following detail as part of the cost quote in addition to any other requirements for cost detail required by this RFQ. 1. For labor estimates, the current hourly or annual rates should be shown and the dates and periods to which rate increases apply should be shown. A suggested format for illustrating labor costs is as follows: Name, No. Hours Hourly Total Title or Labor Category (total) Rate Person 1..... ____ Hrs tiny_mce_marker____ tiny_mce_marker____ Title * These hourly rates may be limited by the ceiling rates in your base IDIQ contract. 2. If the organization does not have an established indirect cost rate, supporting information for any quoted rate should be submitted. Indirect costs rates proposed for onsite (work performed at Government provided location) and off site (work provided at Contractor's establishment) should be indicated clearly and applied to the budget calculation. 3. Where travel is proposed, the contemplated itineraries, method of travel, and period of travel should be shown. The Offeror shall indicate whether the estimated costs include such offsets as cash discounts, trade discounts, rebates, or allowances, etc. As applicable, the Contractor shall identify any pre-existing relationship with a travel agency used to provide the estimates. 4. The basis for estimates for material, subcontracts, supplies, equipment, etc., should be explained. 5. It is HHS policy that Contractors provide all equipment and facilities necessary for performance of contracts; however, in some instances, an exception may be granted to furnish Government owned property or to authorize purchase with contract funds. If additional equipment must be acquired, you must include in your quote the description and estimated cost of each item, and whether you propose to furnish the item with your own funds. Further, you must identify all Government owned property in your possession and all property acquired from Federal funds, to which you have title that is proposed to be used in the performance of the prospective contract. The management and control of Government 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. As an attachment to the SF-18, please provide a detailed budget justification/narrative, which clearly indicates how each cost is calculated, and a detailed line item budget. If items are lumped together in the line item budget, provide the breakdown within the budget justification/narrative. (Any Cost quote that fail to include the required information will be disqualified due to unresponsiveness). D. Past performance analysis Offeror shall submit the following information in their quote (for both the Offeror and proposed major sub Contractors): A maximum of three (3) relevant contracts recently expired during the past three (3) years and a maximum of three (3) ongoing contracts that are similar in nature to this scope of work. Contracts listed may include those entered into with the Federal Government, state and local Governments and commercial customers. Include the following information for each contract: 1. Name, address, FAX and current telephone number of each contracting organization/customer and name and FAX and telephone number of the COTR, Contracting Officer; Contract numbers, types and total contract $ values; 2. Period of performance (including original completion date and actual completion date with an explanation for any variance); 3. Discussion of the similarities and difference between this proposed effort and the specifications of those contracts. 4. Briefs explanations of the expectations and scopes of each of the other contracts; Offerors shall also discuss any experiences with termination actions over the past three (3) years. Identify and explain any contract termination for default or for the convenience by the Government and reasons(s) why such actions were taken. Each Offeror will be evaluated on their performance under current and prior contracts for similar services. Performance information will be used for both responsibility determinations and as an evaluation factor against which the Offeror's relative ranking (as indicated by the past performance information will be compared to assure the best value to the Government. The Government will focus on information that demonstrates quality of performance relative to the size and complexity of the acquisition under consideration. E. Award Criteria The technical quote will receive paramount consideration in awarding this award. The Government will award this contract to the responsible and financially capable Offeror, whose quote, conforming to the solicitation, will be most advantageous to the Government. In the event two (2) or more Offerors are determined to be technically equivalent, past performance and estimated cost will be considered in making a final selection. The Government reserves the right to make an award without further discussion of the quote received. Therefore, it is important that your quote be submitted initially on the most favorable terms from both the technical and cost standpoints. The Government reserves the right to make a single award, multiple awards, or no award as a result of this RFQ. In addition, the RFQ may be amended if determined to be in the best interest of the Government. -------------------------------------------------------------------------------------------------------------------------------------------------- ATTACHMENTS Statement of Work (SOW) SF18, REQUEST FOR QUOTATION &emsp; STATEMENT OF WORK Date: August 19, 2011 TITLE: RURAL HEALTH CLINIC TECHNICAL ASSISTANCE SERIES I. BACKGROUND The Health Resources and Services Administration's (HRSA) Office of Rural Health Policy (ORHP) promotes better health care services in rural America. Established by Congress in December 1987, ORHP's responsibilities include policy analysis, technical assistance, and information development. ORHP works with governments at the federal, state, and local levels, and with the private sector through associations, foundations, providers, and community leaders, to seek solutions to rural health care problems. Rural Health Clinics (RHCs) are primary care clinics that are certified under federal law to provide care in rural underserved areas, and therefore receive cost-based Medicare and Medicaid reimbursement. These clinics, located in Census designated non-urbanized areas, can be staffed by physicians, physician assistants, nurse practitioners, and/or nurse-midwives. In 2011, there are approximately 3,800 RHCs across the United States. II. PURPOSE / GENERAL DESCRIPTION The services provided in this contract shall be performed under the general guidance and monitoring of the COTR. The Contractor shall provide the necessary services, qualified personnel, supplies, materials, equipment and facilities not otherwise provided by the Government under the terms of this contract, as needed to perform the tasks as set forth below. The Contractor shall arrange, at a minimum: (1) a contract kick-off meeting with the COTR, (2) quarterly conference calls with the COTR, and (3) a meeting or conference call with the COTR and the RHC Advisory Committee. During the first month of the contract, the Contractor shall operationalize the Rural Health Clinic Technical Assistance Series. The first conference call for RHCs shall be held no later than the end of the second month following the awarding of this contract. The Contractor shall have knowledgeable staff to develop, implement and manage delivery of the Series. This shall include a Project Director to provide overall direction and management of this contract. This individual must have: 1) senior-level executive experience related to rural health care and the provision of services by RHCs, 2) managed projects providing technical assistance and/or other resource services, 3) demonstrated ability to manage projects involving multiple collaborative relationships, and 4) experience working with RHCs. Her/his resume shall be included with the proposal. The Contractor shall employ, or have working relationships with, other individuals or staff in numbers and experience sufficient to carry out the functions of this contract. It is anticipated that the Project Director and staff shall include the following capabilities: a. senior-level experience in RHCs or other rural health care settings; b. ability to handle information and referral services, as well as being skilled in the maintenance of Web site information; c. support for administrative functions, data entry and the distribution of materials. III. PERIOD OF PERFORMANCE The Period of Performance of this contract is for one year (12 months) on the effective date of the contract (EDOC) award. IV. SPECIFIC TASKS TASK 1: ESTABLISH RURAL HEALTH CLINIC (RHC) ADVISORY COMMITTEE The Contractor shall establish an advisory committee comprised of six (6) members unaffiliated with the Contractor organization. Members must include at least three (3) RHC administrators, one (1) State Office of Rural Health representative, one (1) State Primary Care Office representative, and one (1) staff member of the Rural Assistance Center (RAC.) The advisory committee shall assist in the identification of issues important to RHCs. As previously indicated, the Contractor shall arrange a conference call or meeting of the advisory committee to consider relevant topics for the series, and at such additional times as necessary shall solicit their input via email or conference call. TASK 2: ESTABLISH PROFESSIONAL WORKING RELATIONSHIPS The Contractor shall establish and maintain professional working relationships with RHCs to remain informed about the experiences and needs of RHCs around the country. The Contractor shall also establish professional working relationships with other technical assistance providers, consultants, information centers, clearinghouses, etc. In particular, a working relationship shall be established with the National Organization for State Offices of Rural Health (NOSORH), the RAC, and the National Rural Health Association (NRHA) to ensure maximum utilization and coordination of those organizations' resources to assist RHCs. For example, the Project Director might participate on the board, relevant committee, or task force of organizations providing technical assistance to RHCs and other health care providers. TASK 3: OPERATE INFORMATION EXCHANGE/REFERRAL SERVICE The Contractor shall serve as a point of contact for RHCs requiring assistance in complying with applicable regulations. The Contractor shall facilitate the exchange of information by the Project Director and among RHCs about regulations, best practices, operations, available consultants, etc. The primary source of information exchange shall be an email distribution list or similar service, augmented by other appropriate means of sharing information and referral to subject matter experts. For example, staff at an RHC in a particular state with a billing question would post the question to the service and the question might be answered by staff at another RHC in the same state. However, in cases where incorrect, conflicting, or confusing information has been provided, or where no response has been made within 48 hours, the Contractor shall respond to questions posted, or shall have established relationships with other RHC experts who can do so. TASK 4: PROVIDE TECHNICAL ASSISTANCE CONFERENCE CALLS The Contractor shall provide Medicare-certified RHCs with at least four, and as many as six, national technical assistance conference calls each year. The calls will provide RHCs with information and technical assistance regarding a variety of issues, such as complying with applicable regulations, billing, quality improvement, best practices, and disease management. The Contractor shall coordinate the calls, identifying pertinent topics in consultation with the COTR and the RHC advisory committee, arranging appropriate speakers, developing supporting materials as appropriate, and notifying the RHC community about each call. Each call shall be recorded and the audio recording and a transcript shall be made available to the RHC community, as shall any educational materials and/or presentations utilized in conjunction with the call. TASK 5: MEET REPORTING REQUIREMENTS The Contractor shall submit the following to the COTR: a. Individual call details. Within two (2) business days following each call, the Contractor shall email the COTR a brief report indicating the topic of the call, the number of call participants, and any other pertinent information agreed upon by the two parties at the kick-off meeting. b. Individual call recordings and transcripts. Within one (1) week following each call, the Contractor shall provide a digital audio recording of the call in a commonly used format, as well as an edited transcript of the call. If the Contractor is unable to secure an edited transcript of the call within the prescribed time because the presenter(s) is unable to review it, the Contractor shall submit the unedited transcript, but shall continue to work with the presenter(s) to edit the transcript. c. Progress Report. No less than 30 days prior to the end of the contract, the Contractor shall submit a report that includes the following: 1) an accounting of activities, 2) accomplishments, and 3) expenditures for the year, including a summary of each call, key relationships established or maintained, any challenges to successful implementation, any publications or materials produced. V. SCHEDULE OF DELIVERABLES Base Year TASK 1: Establish Advisory Committee 30 days after EDOC TASK 2 Establish Relationships Begin within 30 days after EDOC TASK 3 Operate information exchange/referral service Within 30 days after EDOC TASK 4 Provide TA conference calls Begin within 60 days after EDOC TASK 5 Submit Progress Report 30 days prior to end of EDOC VI. PAYMENT SCHEDULE The contractor may invoice as frequently as monthly. VI. SPECIAL REQUIREMENTS A. 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. B. 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. C. 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 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. 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. OMB clearance must be obtained if you intend to survey or interview more than 9 people outside of HRSA and/or the Department, including grantees. NOTE: 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. D. 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, commercial practices, or organizations imply endorsement by the U.S. Government. E. 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. F. Security Requirements The Contractor providing the technical support to the Officer of Information Technology (OIT) agrees to comply with the applicable AIS security requirements. The Contractor agrees to establish and follow security precautions considered by OIT to be necessary (which are subject to change during the contract) to ensure proper and confidential handling of data and information. This information is more specifically addressed in the DHHS Information Security Program Policy. G. 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. 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. I. Section 508 Compliance Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) requires Federal agencies to purchase electronic and information technologies (EIT) that meet specific accessibility standards. This law helps to ensure that federal employees with disabilities have access to and use of, the information and data they need to do their jobs. Furthermore, this law ensures that members of the public with disabilities have the ability to access U.S. Government information and services. Section 508 Deliverable Requirements (if applicable) Technical standards from 36 CFR part 1194 Subpart B have been determined to apply to this acquisition. Solicitation respondents must describe how their proposed Electronic and Information Technology (EIT) deliverables meet at least those technical provisions identified as applicable in the attached Government Product/Service Accessibility Template (GPAT). Functional performance criteria from 36 CFR part 1194 Subpart C have been determined to apply to this acquisition. Solicitation respondents must describe how their proposed Electronic and Information Technology (EIT) deliverables meet at least those functional performance criteria identified as applicable in the attached Government Product/Service Accessibility Template (GPAT). Information, documentation, and support requirements from 36 CFR part 1194 Subpart D have been determined to apply to this acquisition. Solicitation respondents must describe how the information, documentation, and support proposed for Web-based Training deliverables meet at least that information, documentation, and support requirements identified as applicable in the attached Government Product/Service Accessibility Template (GPAT). Section 508 Evaluation Factors (only if applicable) Responses to this solicitation will only be considered for award after it has been determined that the proposal adequately addresses the requirements for Section 508. Only proposals which contain adequate information to document their responsiveness to the Section 508 requirements (e.g. a completed GPAT, VPAT or equivalent and supporting documentation) will be eligible for any additional merit consideration. Section 508 Acceptance Criteria (only if applicable) Web Based Training delivered as a result of this solicitation will be accepted based in part on satisfaction of identified Section 508 requirements for accessibility. Web based training delivered must include a completed GPAT, a sample of which is included as a part of this solicitation. Web-based Training outputs/deliverables should meet applicable accessibility requirements and should not adversely affect accessibility features of existing EIT technologies. J. 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 sensitivity level 5 (Public Trust) 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 IT staff working under the contract. The roster shall be submitted to the COTR, with a copy to the 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 Project Officer 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. * A level 5 is a Public Trust position, which requires a higher level background investigation, including personal interviews, credit checks, etc. Level 5 positions would require access to IT systems with sensitive data including all of the OIT Contractors, and/or access to pre-decisional grant information, etc. K. Acceptance All reports, processes, and product deliverables are subject to approval by the COTR. If any of the services performed do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, for no additional fee. When the defects in services cannot be corrected by performance, 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. L. Food Federal attendees- in accordance with HHS policy you may not use appropriated funds to purchase food for federal attendees, unless the purpose of the contract is for (1) training in accordance with the Government Employee Training Act; or (2) employee awards ceremony in accordance with Government Employees Incentive Awards Act; or (3) statutory exceptions to operating division of Health Resources and Services (HHS), and (4) extreme emergencies. Federal employees attending meetings that are at least 50 miles from the work site and from the employee's home are considered on travel status and must use the per diem allocation to purchase meals and/or snacks. If group meals are provided, the Federal employees must reduce the per diem vouchers according to Federal Travel Regulations. Federal employees attending meetings and who are not on travel status may accept light refreshments if at least 51% of the Federal employees attending are in travel status. (Light refreshments include coffee, tea, milk, juice, soft drinks, donuts, muffins, bagels, fruit, cookies, chips or similar items of nominal value. It does not include meals or hot food. Continental breakfasts or receptions are not breaks and may not be provided). Private parties-It is HHS policy not to use appropriated funds to purchase food for private parties. HRSA does not have the congressional authority to collect registration fees to pay for meals or to offset the cost of the meeting. If a hotel's charge for its conference room includes meals/refreshments, which are not separately priced, the HHS OPDIV may use appropriated funds to pay for the room. The hotel's fees would be paid under a competitive contract which meets all of the procurement requirements. Consequently, if a bid in response to a request for conference room, dais, etc. does not include food as a separate cost, and the cost is the lowest of the bids that meet the requirements, then the agency may use appropriated funds even if it results in food being served under the contract. However, if it is not the lowest of the bids that meets the requirements, then appropriated funds may not be used. In addition, it should be the practice of the hotel to include meals/refreshments as part of an all-inclusive price; it should not be the consequence of an official and/or contractor requesting that the hotel include refreshments as part of an all-inclusive price or package. If the food is separately priced, but the hotel's policy is that it must be included in the contract, the HHS OPDIV may not use appropriated funds to pay for it. The procurement rules require that offers respond to the needs for the meeting/conference/event. If a request is seeking bids for room rental and one of the offers made is for room rental and food (which are separately priced) and the offeror refuses to remove the food from the cost, then the offer cannot be accepted by the Government. Additionally, the agency cannot require a contractor or its subcontractor to do something which it cannot do directly. Requiring a hotel to collect the fees from the participants to cover the cost of the food for a government conference would be an augmentation of appropriations and, without specific statutory authority to do so, could result in a violation of the Anti-deficiency Act. M. Travel Reimbursement Contractors shall process travel vouchers of sponsored speakers/participants. The Project Officer will provide the names of sponsored participants after award. Any travel reimbursement required by this contract shall be performed in accordance with Federal Travel Regulations. N. Equipment HRSA does not intend to provide funds to purchase or maintain any equipment.
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