SOLICITATION NOTICE
Q -- CONTRACT SUPPORT NURSE FOR OB/GYN
- Notice Date
- 2/14/2006
- Notice Type
- Solicitation Notice
- NAICS
- 621399
— Offices of All Other Miscellaneous Health Practitioners
- Contracting Office
- Department of Health and Human Services, Indian Health Service, Billings Area Office, 2900 4th Avenue North PO Box 36600, Billings, MT, 59107
- ZIP Code
- 59107
- Solicitation Number
- RFQ-10-06-019-REL
- Response Due
- 3/10/2006
- Archive Date
- 3/25/2006
- Small Business Set-Aside
- Total Small Business
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This procurement is being conducted under Simplified Acquisition procedures pursuant to the authority of FAR Subpart 13.5, Test Program for Certain Commercial Items (41 U.S.C. 253(g) and 253a and 253b), FAR Part 12, Acquisition of Commercial Items (Title VIII of the Federal Acquisition Streamlining Act of 1994 (Public Law 103-355)), FAR 37.104, Personal Services Contracts (Public Law 103-332, Department of the Interior and Related Agencies Appropriation Act, Title II, September 30, 1994, 108 Stat. 2530 as implemented by 25 U.S.C. 1638c) and FAR Subpart 37.6, Performance-Based Contracting. This announcement constitutes the only solicitation; therefore, a written solicitation will not be issued. The Billings Area Indian Health Service (IHS) intends to award a fixed-price, performance-based, commercial item contract in response to Request for Quotation (RFQ) 10-06-019-REL. This solicitation is restricted to 100% Small Business concerns. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-08. The associated North American Industry Classification System code is 621399 and the small business size standard is $6.5 million. PRICE SCHEDULE: Potential offerors shall propose an all-inclusive daily rate for the base year and each option year. BASE YEAR: 50 days @ $________ per day = $__________; OPTION YEAR ONE: 50 days @ $________ per day = $__________; OPTION YEAR TWO: 50 days @ $________ per day = $__________; OPTION YEAR THREE: 50 days @ $________ per day = $__________; OPTION YEAR FOUR: 50 days @ $________ per day = $__________. STATEMENT OF WORK: The purpose of this acquisition is to contract for a registered nurse specializing in obstetrics and gynecology. MAJOR DUTIES: The contract registered nurse (1) Provides nursing support services for six (6) OB/GYN programs at various locations. Travels to various Service Units, Urban Clinics, and Community Hospitals in Montana. The services require that the applicant spend the majority of their weekdays and nights/month away from home. The schedule is flexible and may be expected to change and contract nurse must be ready to make changes on short notice. (2) Possesses and uses excellent communication skills while dealing with patients, Service Unit personnel, physicians and institutions. Networks well and develops relationships to facilitate the delivery of diverse levels of care at multiple sites to several different patient populations. (3) Maintains documentation of licensing and CME at the Billings Area Office (BAO). Provides all necessary documentation required by the contract in a timely fashion. (4) Maintains a reliable vehicle for transportation in all weather to minimize travel interruptions that would interfere with patient care. (5) Coordinates scheduling of appointments, procedures and follow-up from clinics, hospitals, and home. Schedules patients and arranges surgeries, referrals and consultations. Contacts other Service Units and outside facilities and providers for appropriate interchange of patient information. Calls other facilities to obtain previous op notes, pathology reports, test results, or anything else pertinent to the current visit in advance of the patient seeing the doctor. Maintains and disseminates home, work, and cell phone numbers to patients and clinic staff for scheduling purposes. Expects to receive calls at home regularly regarding work duties even when not on duty. (6) Schedules and re-schedules changes in the monthly schedule based on patient, facility, and provider needs, as required on an ongoing basis and as far in advance as possible. Provides updated monthly schedules to Dr. Callender and all clinics and hospitals involved. (7) Receives credentialing documents from physician and distributes them to all necessary clinics and hospitals in a timely fashion. (7) Assists physician in chart reviews and general reviews of providers and facilities for Service Unit and BAO management and Quality Assurance (QA) purposes. (8) Maintains a work log and provides a monthly report in a workable EXCEL format of appointments, cancellations, reschedules, patient visits, procedures, and surgeries, etc. Demonstrates word processing skills and understands and is able to successfully use all databases pertaining to women?s health and care in the clinic/hospital setting. Enters appointments, letters, cancellations, no-shows and procedures in the IHS database. Does occasional searches or data collection from the RPMS system to aid in the management of Area OB/GYN Health Care planning and analysis. (9) Contacts patients to remind them of their appointments. Contacts noncompliant patients or Public Health Nurse (PHN) resources to schedule or reschedule missed appointments. Arranges for chronically noncompliant patients to receive and sign refusal or no reschedule letters as appropriate. (10) Keeps, maintains, and transports those supplies and equipment necessary to the practice. Large equipment such as colposcopes as well as disposables and paperwork will need to be maintained, organized and transported in a reliable fashion. (11) Performs the usual duties associated with nursing in both an in- and outpatient setting for OB-GYN at multiple sites. Pre-, intra-, and post-operative care will be involved, as will outpatient clinics that involve numerous procedures and the need for rapid intake and turnover of rooms. Procedures include but are not limited to: (a) Pap smears; (b) Endometrial biopsy; (c) Endocervical curettage; (d) Colposcopy; (e) Cervical biopsy; (f) Biopsy or treatment of vaginal lesions; (g) Biopsy or treatment of vulvar or perianal or skin lesions; (h) Cryotherapy of genital lesions; (i) LEEP of genital lesions; and (j) Urodynamic testing. (12) Provides assistance in patient education, taking histories, setting up and caring for equipment and otherwise supporting various obstetric or gynecologic interventions. This support includes cleaning the room and equipment, calling the patient from the waiting area, preparing the patient for the encounter, having appropriate permits available, preparing and taking to the lab all appropriate completed forms and specimens, seeing that the patient is recovered and ready for discharge, and the repeating the process so that patient encounters occur at the scheduled intervals. (a) Specific duties include: (i) Checking rooms and pharmacy for adequate supplies (1) IUD?s and DepoLupron; (2) Endometrial aspirators and endocervical curettes; (3) LEEP packs; (4) Colposcopy and biopsy supplies and equipment including that necessary for local anesthesia and specimen forms and containers (5) Urodynamic supplies; (ii) Sterilizing instruments and maintain bead sterilizer; (iii) Setting up the room and checking that equipment functions; (iv) Doing vital signs and obtain screening information; (v) Filling out requests and ordering pertinent lab tests and procedures; (vi) Educating patients regarding conditions, procedures, and test results; (vii) Checking chart and flagging significant information before doctor sees patient; (13) In the inpatient setting sees that proper H&P, lab work, and consults are on the patient chart and circulates during the surgeries or supplies support to nursing staff as requested. (14) Contractor arranges housing and transportation for self and physician at all sites visited, including arrangements for a General Services Administration (GSA) vehicle when travel is not done by privately owned vehicle (POV). (15) All the above services may be required before, during or after the regular workday. SUPERVISOR: The Chief Medical Officer at the Fort Belknap Service Unit, PHS Indian Health Center, Harlem, Montana, shall supervise, monitor and ensure the contractor is adequately performing the requested services, duties and responsibilities in accordance with the statement of work and performance requirements for which they were hired to accomplish. Work performance is reviewed for conformance to IHS and updated policies, procedures and accepted professional practices relating to direct patient care. PERFORMANCE-BASED SERVICE DELIVERY SUMMARY: The contract nurses performance will be measured based on the following Performance Requirements: (1) Quality of Performance; (2) Shift Coverage; (3) Documentation of Medical Records; and (4) Customer Service. The Performance Requirements will be measured against the following Government Performance Standards: (1) Provide OB/GYN Nursing Services as specified in the Performance Work Statement; (2) Must be available for shift coverage; (3) Complete medical records in accordance with the Indian Health Services medical staff by-laws, rules and regulations; and (4) 5 or more customer complaints. The Method of Government Surveillance to determine compliance with the Performance Requirements are as follows: (1) Peer reviews (i.e., written evaluations) and periodic conferences between the contractor and project officer; (2) Random Sampling by the project officer or his/her designee; (3) Random Sampling by the project officer or his/her designee; and (4) Validated Complaints. Deduction Schedule: A 5% deduction shall be assigned to each Performance Requirement. Deductions shall be assessed against individual invoices when services are not performed or do not meet contract requirements. PERIOD OF PERFORMANCE: The performance of this contract shall be for a base year with four 12-month options. GOVERNMENT FURNISHED PROPERTY: The IHS shall provide the Contractor with office space including a computer, supplies and telephone. The Fort Belknap Service Unit will be responsible for getting the Contractor access and clearance to all pertinent ARMS; intranet, internet, and computer services necessary to carry out his/her duties. ORIENTATION: The contractor will be provided with an orientation as to the function of the Indian Health Service, the role/services that the contractor is going to be providing, the necessity and the use of Government forms, and the Indian community that is being served. The Area and/or Service Unit personnel shall provide the contractor with an initial orientation when first being brought on board as an IHS contract employee. An on-going and continuing orientation will be provided from the department supervisor and support personnel as the length of the contract progresses. CONTRACTING OFFICER AUTHORITY: Authority to negotiate changes in the terms, conditions or amounts cited in this contract is reserved for the Contracting Officer. PROJECT OFFICER: The project officer for this contract will be the Chief Medical Officer, Fort Belknap Service Unit. The project officer shall be responsible for: (1) Monitoring the Contractors technical progress, including surveillance and assessment of performance and recommending technical changes; (2) Interpreting the Statement of Work; (3) Technical evaluation as required; (4) Technical inspections and acceptance; and (5) Assisting the Contractor in the resolution of technical problems encountered during performance of this contract. INVOICE SUBMISSION AND PAYMENT: The Contractor shall submit its invoice to the Supply Department at the Fort Belknap Service Unit. The Contractor agrees to include the following information on each invoice: (1) Contractors name, address and telephone number; (2) Contract Number; (3) Invoice number and date; (4) Cost or price; (5) Dates of Service including the number of hours worked; and (6) Remit to address. Payment shall be made by the Billings Area Financial Management Branch, P.O. Box 36600, Billings, Montana 59107. REPORTING REQUIREMENTS: The Contractor shall provide the Contracting Officer with evidence that payment of employment taxes have been paid 15 days after each quarter. PRO-CHILDREN ACT OF 1994: The Contractor certifies that it will comply with the provisions of Public Law 103-227, Pro-Children Act of 1994, which imposes restrictions on smoking where Federally funded children's services are provided. CHILD CARE NATIONAL AGENCY CHECK AND INVESTIGATION (CNACI). A CNACI must be completed for all Indian Health Service (IHS) contractor personnel within the Billings Area. Public Law (P.L.) 101-630, Indian Child Protection and Family Violence Prevention Act and P.L. 101-647, Crime Control Act of 1990, require the IHS to conduct a character and criminal history background investigation on all contractors performing services in IHS facilities. The character and background investigations will be conducted by the Fort Belknap Service Unit. SPECIAL CONTRACT REQUIREMENTS: Contractors cannot serve as expert witnesses in any suit against the Federal Government. Many of the IHS patients receiving services may only speak a native language and/or reside on a Native American Reservation, therefore, the Contractor must demonstrate sensitivity to cross-cultural and language differences. The Privacy Act of 1974 mandates that the Contractor maintain complete confidentiality of all administrative, medical and personnel records, and all other pertinent information that comes to his/her attention or knowledge. The Privacy Act carries both civil and criminal penalties for unlawful disclosure of records. Violation of such confidentiality shall be cause for adverse action. IHS shall provide training on the Freedom of Information Act and the Privacy Act. All IHS regulations and policies applicable to these Acts shall be enforced. The Contractor shall comply with all IHS facility infection control and safety procedures, practices, and standards. PROVISIONS AND CLAUSES: The following provisions and clauses apply to this acquisition. The FAR provision 52.212-1 Instructions to Offerors Commercial Items; and 52.212-3 Offeror Representations and Certifications Commercial Items are incorporated by reference. The provision at 52.212-2 applies to this acquisition and is provided in full text. FAR 52.212-2 EVALUATION?COMMERCIAL ITEMS (JAN 1999): (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers and are included in the relative order of importance: (1) Nursing License (Offerors must submit copy of current unrestricted State license)?40 POINTS; (2) Resume/Curriculum Vitae (Offerors must submit a resume or CV)?30 POINTS; and (3) Past Performance Information. The Contractor must describe past and current experience in the field of obstetrics and gynecology?30 POINTS. The offeror must demonstrate its record of successful performance in past contracts and/or jobs, Government and/or commercial. Each offeror will be evaluated on its performance under existing and prior contracts/jobs. The offeror must list at least three contracts/jobs and include the following information. (1) Name of Government agency/Company; (2) Contract number, if applicable; (3) Dates of Service/Employment; (4) Total contract value/Hourly wage; (5) Description of contract work/Job duties; (6) Contracting Officer/Company Manager and telephone number; (7) Program Manager and telephone number, if applicable; and (8) Administrative Contracting Officer and telephone number, if applicable. Technical and past performance, when combined, are approximately equal to cost or price. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. The following FAR and Health and Human Services Acquisition Regulation (HHSAR) clauses are applicable: 52.204-4, 52.212-4, 52.212-5, 52.215-5, 52.217-8, 52.217-9, 52.223-5, 52.223-6, 52.224-1, 52.224-2, 52.229-3, 52.232-3, 52.232-18, 52.237-2, 52.237-3, 52.242-15, 52.242-17, 52.245-1, 52.245-2, 52.249-12, 352.202-1, 352.215-1, 352.215-70, 352.223-70, 352.232-9, 352.270-2, 352.270-3, 352.270-4, 352.270-6, and 352.270-7. The following FAR clauses cited in 52.212-5 are applicable to the acquisition: 52.203-6 with Alternate I, 52.219-6, 52.219-8, 52.222-3, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-39, 52.225-13 and 52.232-33. Upon request, the Contracting Officer will provide full text copies of the FAR and HHSAR provisions and clauses. The provisions and clauses may also be accessed electronically at http://www.arnet.gov and http://www.hhs.gov/ogam/oam/procurement/hhsar.html. PROPOSAL SUBMISSION INSTRUCTIONS: The Contractor shall provide evidence of, or submit a written response to, the technical evaluation factors in FAR 52.212-2. In addition, the Contractor shall submit a completed copy of FAR 52.212-3 with its offer. Contractors intending to conduct business with the Federal Government must register with the Department of Defense Central Contractor Registration (CCR) database prior to award. The CCR is the primary Government repository, which retains information on Government contractors. You may register via the Internet at http://www.ccr.gov or by calling (888) 227-2423 or (269) 961-5757. All responsible offerors may submit a proposal, which shall be considered by the Agency. Offers shall be submitted to the Billings Area Indian Health Service, 2900 Fourth Avenue North, Room 304, Billings, Montana 59101, no later than 2:00 p.m., on March 10, 2006. The offer must be submitted in a sealed envelope, addressed to this office, showing the time specified for receipt, the solicitation number, and your company name and address. Offers will also be accepted by e-mail at RLangager@mail.ihs.gov or by fax at (406) 247-7108.
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