IPOM IIS Requirements

February 1, 2016: Content on this page kept for historical reasons.

Chapter three of the 2008-2012 Immunization Program Operations Manual (IPOM) describes the goals and objectives for the IIS. A consolidated list of IIS-related required and recommended activities described throughout the IPOM is available as a resource for Grantees. See 2008-2012 IPOM IIS and IIS-related Program Activities [3 pages] to access the table.

Contracting Options via Federal Direct Assistance Grant Funds

Goals for Contracting

• To facilitate the development of Immunization Information Systems (IIS).
• To provide contract management and expertise to immunization Grantees regarding IIS development.
• To assist immunization Grantees with efficient and timely procurement of goods and services.
• To provide immunization Grantees with reliable alternative sources for needed products and services.

Managing Direct Assistance

CDC is authorized to use personnel, equipment, facilities, and other physical resources of the Agency and to permit appropriate entities and individuals to use the physical resources, if requested, to provide technical assistance and advice for the successful completion of grants and cooperative agreements. The authority within the PHS Act to provide Direct Assistance (DA) is set forth in Sections 308 in support of grants and contracts made under:

Authority to provide DA is limited to those programs funded under legislative authorities. Direct assistance is provided in lieu of cash and is primarily used to support payroll and travel expenses of Federal employees detailed to recipients of grants and cooperative agreements and other CDC established mechanisms. To a lesser extent, DA has been used to purchase equipment and to provide other types of supplies. Most recently, DA has been used as a way for grantees to access various CDC established contracts and or interagency agreements. An immunization grantee may use Direct assistance to contract for immunization registry related products and services.

Costs incurred to support direct assistance activities are to be recorded in the current FY only and any unused balances may be converted to financial assistance prior to July 1 of the current fiscal year. Direct Assistance is to be used within the budget period it is appropriated and is no longer subject to the carryover rule. Unused DA balances that are not converted to FA will not be available after the end of the fiscal year in which their use was authorized and recorded. Therefore, it is important to manage and monitor the DA obligations. They should be tracked just as any other type of obligation and compared to what is on the Notice of Grant Award.

If all of the DA has not been or will not be used/consumed by the recipient, the GMO will generate a letter to the recipient notifying them that approximately 120 days remain in the fiscal year, that their DA must be used/consumed before the end of the fiscal year, and request a copy of their planned disposition of the remaining DA within the following 10 to 15 days. DA can be converted to FA using the approval procedures outlined in the Procurement Acquisition memo.

Program Officials and Budget Analysts will need to ensure that costs incurred to support direct assistance activities are properly projected and reserved for each award.

Products and Services

• Services include, but are not limited to, the following:
  • Software design
  • System installation
  • Programming services
  • System Administration
  • Data Entry
  • Training
  • Studies
  • Needs assessments
  • Implementation Plans
  • Cost/benefit analysis
• Products that may be obtained through contracts include the following:
  • IIS software
  • Software maintenance and upgrades
  • Computer hardware and software

Procurement Overview

Phase I Strategic Planning and Consultation

• Identify and discuss the grantee’s procurement request and available funding
• Determine if proposed project is IT, and/or IIS-specific
• Discuss acquisition strategy – contract type, period of performance, lead time, resources
• Project DA Other fiscal requirements

Phase II New Procurement Initiation (Lead time: 30-45 days)

• Assist in development of SOW, IGCE, MOU, clearances, sole source justification (if applicable)
• Forwards the draft RFC packet to IISSB Consultant for technical review of deliverables and/or performance matrix and comments.
• Submit questions or recommendations to CMT to provide direction to Grantee.
• Edits RFC packet based on IISSB recommendations, if applicable.
• Review RFC packet for completeness and acceptability. If elements are vague or missing, contact the grantee to request the additional information.

Phase III Procurement Agency Review (Lead time: 30 days)

• Submits draft RFC packet to GSA for internal review.
• Respond to procurement agency's questions; provide clarification and additional documentation or justifications as required.

Phase IV Procurement Agency Solicitation (Lead time: 15 days)

• Promptly respond to vendor questions relative to the SOW process

Phase V Technical Evaluation (Lead time: 15 days)

• Receive technical proposals
• Participate and/or provide guidance and direction to technical evaluation committee
• Score technical evaluations against evaluation criteria
• Prepare evaluation summary and submit evaluation package to Procurement Agency for review
• Conduct internal review of evaluation summary and submits concerns (if any) to CMT for clarification
• Negotiate cost with vendor to obtain best and final offer

Phase VI Award ( Lead time: 5 days)

• Obtain internal clearances, prepare Inter-Agency Agreement, and submit funding to Procurement Agency for award.
• Award contract, notify CMT and successful vendor
• Submit completed funding package to internal contacts for further processing
• Participate in kick-off meeting vendor to discuss the contract, period of performance, and deliverables

Phase VII Post-Award Administration (Lead time: duration of Period of Performance)

• Delegate responsibility of serving as the Contracting Officer Technical Representative (COTR) for the life span of the task order
• Serve as COTR/technical representative of the contracting officer in the administration of the task order
• COTR duties include:
  1. Providing technical direction and guidance as necessary with respect to the performance of work under the task order.
  2. Controlling all government technical interfaces with the vendor.
  3. Promptly furnishing documentation on any requests for change, deviation or waiver, whether generated by the government or the vendor, to the contracting officer for placement in the contract/task order file.
  4. Reviewing contractor invoices for the task order.
• In the event of contractor delay or failure to perform, determine the cause, and make recommendations for appropriate corrective and/or prevention measures to the contracting officer.
• Periodically check contractor performance to ensure that the individual contractor employees are of the skill levels required and are actually performing at the levels charged during the period covered. Request assistance from the contracting officer, if necessary.
• Resolve contract non-performance issues related to deliverables, non-performance of vendor or contract employee, out of scope requirements or tasks.

Close-Out

• Ensure all deliverable were received and accepted
• Ensure all invoices/fees are paid to vendor and procurement agency
• Process contracting agency and CDC closeout documents

More Information

• GSA elibrary
• GSA - Center for IT Schedule Programs
• Centers for Disease Control and Prevention
  National Center for Immunization and Respiratory Diseases (NCIRD)
  Immunization Services Division, Immunization Information Systems Support Branch Contracts Management Team
  1600 Clifton Road NE, Mailstop A-19
  Atlanta, Georgia 30333
  Email: IISSBCMT@cdc.gov
  
  Team Members:
  Nikiya Govan
  Phone: 404-639-6240
  
  Veda Harrell (Contractor support)
  Phone:404-639-8326

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