PRESOL | Q | The proposed contract action is for commercial item, which the Naval Medical Center San Diego intends to solicit this requirement on a sole source basis to Professional Telephone Services, INC.

FBO DAILY ISSUE OF NOVEMBER 08, 2008 FBO #2539
SOLICITATION NOTICE

Q -- The proposed contract action is for commercial item, which the Naval Medical Center San Diego intends to solicit this requirement on a sole source basis to Professional Telephone Services, INC.

Notice Date: 11/6/2008
Notice Type: Presolicitation
NAICS: 561421 — Telephone Answering Services
Contracting Office: Department of the Navy, Bureau of Medicine and Surgery, NMC San Diego, N00259 NAVAL MEDICAL CENTER MATERIAL MANAGEMENT 34800 Bob Wilson Drive, Suite # 8 San Diego, CA
ZIP Code: 00000
Solicitation Number: N0025908T0334
Response Due: 11/17/2008
Archive Date: 12/2/2008
Point of Contact: Keely K. Bell 619-532-8091
Small Business Set-Aside: Total Small Business
Description: The proposed contract action is for commercial item, which the Naval Medical Center San Diego intends to solicit this requirement on a sole source basis to Professional Telephone Services, INC. under the authority of Far 6.302. This a combined solicitation/synopsis for commercial items, prepared in accordance with the format in FAR subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes only solicitation, quotations are being requested and a written solicitation will not be issued. The solicitation number, N00259-08-T-0334 is issued as a request for quotation (RFQ). The North American Industry Classification System (NAICS) Code for this acquisition is 561421; Size: 500. All interested bidders shall submit quotations electronically by email to keely.bell@med.navy.mil or by facsimile at 619-532-5596, attention Keely Bell. E-mail submissions are limited to 2MB. The submitter should confirm receipt of facsimile and email submissions. Quotations are due on or before 17 November 2008, 9:00AM Pacific Standard Time to be considered responsive. CLIN 0001 (Info Only) After Hours Access To Care Phone Service to include the following services conducted in accordance with the Statement of Work included below: CLIN 0001 AA Basic Services, Qty. 11880 Calls, U/P $CLIN 0001 AB Dial Outs, Qty. 5616 Each, U/P $ CLIN 0001 AC Specialty Care, Qty. 4115 Each, U/P $CLIN 0001 AD Daily Fax Report, Qty. 12 Months, U/P $ CLIN 0002 After Hours Access To Care Phone Service - Option Yr. 1 CLIN 0003 After Hours Access To Care Phone Service - Option Yr. 2 CLIN 0004 After Hours Access To Care Phone Service - Option Yr. 3 Period of performance 01 Dec 2008 through 30 November 2009 Under the authority of FAR 13.106-1(b), sole source justification is based on Professional Telephone Services, INC. being the proprietor of the phone number currently in place, which is published on command post-operative care instructions and listed on all command care call lines to provide direction after hours. This number and support are critical to the delivery of safe patient care at NMCSD. Contractor must be registered to the Central Contractor Registration (CCR) prior to award. The website address for CCR registration is www.ccr.gov Contractor MUST complete FAR 52.212-3, Offeror Representations and Certifications - Commercial Items, when submitting a proposal. The website address is http://www.arnet.gov. 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. 1) Past performance 2) Technical capability 3) Price.SERVICE ADDRESS: See Statement of Work below.The solicitation document and incorporated provisions and clauses are those in effect through FAC 2005-25. This acquisition incorporates the following FAR clauses: 52.204-7 Central Contractor Registration (APR 2008)52.212-1 Instruction to Offerors-Commercial Item (APR 2008) 52.212-3 Offeror Representations and Certification--Commercial Items (MAY 2008) 52.212-4 Contract Terms and Conditions--Commercial Items (FEB 2007)52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items (MAR 2007)52.217-5 Evaluation of Options (JUL 1990)52.217-8 Option to Extend Services (NOV 1999)52.217-9 Option to Extend Term of the Contract (MAR 2000)52.222-3 Convict Labor (JUN 2007) 52.222-19 Child Labor -- Cooperation with Authorities and Remedies (JAN 2006) 52.222-21 Prohibition Of Segregated Facilities (FEB 1999)52.222-26 Equal Opportunity (MAR 2002) 52.222-36 Affirmative Action For Workers With Disabilities (JUN 1998) 52.225-13 Restrictions on Certain Foreign Purchases (FEB 2006)52.232-18 Availability of Funds (APR 1984)52.232-36 Payment by Third Party (MAY 1999)52.252-2 Clauses Incorporated By Reference (FEB 1998) 252.212-7001 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items (APR 2007) 252.225-7002 Qualifying Country Sources As Subcontractors (APR 2003) 252.232-7003 Electronic Submission of Payment Requests (MAR 2007) 52.212-2, Evaluation - Commercial Items (JAN 1999), the following factors shall be used to evaluate offers: 1) Technical capability, 2) Price. All responsible sources may submit a quote which shall be considered.52.232-19 Availability of Funds for the Next Fiscal Year (APR 1984)52.222-48 Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Certain Equipment Certification. (NOV 2007) All responsible sources may submit a quotation which shall be considered by the agency. AFTER HOURS ACCESS TO CARESTATEMENT OF WORK INTRODUCTION The contractor is a firm that provides telephone answering services for the Naval Medical Center San Diego, and its Branch Medical Clinics. During the term of this contract, the contractor agrees to provide, on behalf of the Government, telephone answering services for eligible prime patients enrolled in the San Diego area TRICARE Prime System. DEFINITIONS Commander: The use of "Commander" throughout this section means: Commander, Naval Medical Center, San Diego, CA or designated representative (e.g., Technical Liaison of Department Head). Sponsor: A uniformed services member - whether active duty, retired or deceased - whose relationship to the patient makes them eligible for TRICARE benefits. The sponsor's Social Security number (with a two- number prefix added) is used to identify the sponsor and all their Family Members. Active Duty (AD) - The person that actually works for the Military. He/she typically is the person that wears the Uniform. Non-Active Duty (NAD): Most generally refers to retired military - and this does NOT refer to age. For example, if someone joins the Navy at 18 years of age & retires from the service at 38 years of age, he/she is a retired military or Non Active Duty. Family Member (FM) and Family Member Prefix: The sponsor's dependents. The Sponsor and Family Member's identification number is the sponsor's social security number, plus a "Family Member Prefix" which indicates who they are in the family. This number comes before the social security number. (20/Active Duty; 30/spouse; 01/eldest child; 02/next child, etc.) For example: Joe Doe is AD = Active Duty, social security number: 123-45-6789; Joe Doe's Wife is a Family Member, her ID: 30/123-45-6789; Tommy Doe is Joe's first born son, his ID: 01/123-45-6789 Non-Active Duty Family Members (NADFM): Family members of Non Active Duty. Another similar term for Non Active Duty Family Member is Non Active Duty Dependent (NADD). In its most general terms (where it is used for certain data analysis), NAD & NADD can refer to everyone who is not an Active Duty (AD) nor Active Duty Dependent (ADD) - including over 65, etc. Primary Care Manager (PCM): A military or civilian network provider or medical clinic. A PCM provides health care and coordinates specialty medical needs. If a Military Treatment Facility (MTF) is the PCM, the MTF assigns an individual provider in the facility. Provider: Healthcare Specialist (Doctor, Nurse Practitioner, Physician Assistant, etc.) that cares for the Patient and coordinates any specialty services or needs. At Naval Medical Center San Diego and the Branch Clinics, there are Uniformed Providers = Active Duty Providers, and Civilian Providers = not in uniform but work with the Military; also called Network Providers. TRICARE Outpatient Clinic (TOC): The TRICARE Outpatient Clinics at Naval Medical Center San Diego are part of the Primary Care Directorate. There are three San Diego locations - one in Clairemont Mesa, one in Chula Vista and one in Santee. These clinics see almost all Family Members of Active Duty and Retired Military & their Family Members (excluding Active Duty and most people over 65 years old). Their after hours coverage has TWO DIFFERENT PAGERS & PROVIDERS - one for adults, and one for Pediatrics (newborn to 17 years of age). TRICARE: is the Department of Defense health care program for members of the uniformed services and their families and survivors, and retired members and their families. TRICARE brings together the health care resources at Military Treatment Facilities (MTFs) and supplements them with networks of civilian health care professionals to provide quality care and better access to our beneficiaries. For eligible beneficiaries, the TRICARE program offers a triple-option health care plan:.TRICARE Prime. A TRICARE choice where Military Treatment Facilities (MTFs) are the principal source of health care. TRICARE Prime is the managed care option offered by the Department of Defense. It integrates military and civilian health care into a single health care system. Beneficiaries who choose this option agree to a one-year enrollment, and select a Primary Care Manager (PCM) to provide or arrange for their health care needs. The TRICARE Prime option offers additional wellness and preventive care services..TRICARE Standard. A fee-for-service option that is the same as the former CHAMPUS benefit. Beneficiaries using this option have the greatest choice of civilian providers, but at a higher cost. The beneficiary is responsible for a deductible plus co-payments. Enrollment is not required to participate..TRICARE Extra. Similar to TRICARE Standard but offers discounts to patients when they use TRICARE network providers. This option allows beneficiaries to receive their care from civilian network providers at a reduced cost compared to TRICARE Standard. There are no claim forms to file-just pay your reduced co-payment after satisfying the deductible. You may use a combination of the TRICARE Extra and Standard programs at any time, depending on whether you choose providers inside or outside the network. Enrollment is not required to participate. DUTY HOURS The contractor shall provide services commencing on the date specified in this contract. Specific clinic hour coverage is defined in Attachment A. The contractor shall provide answering services during the hours of 1600-0700 Monday through Friday, and all day Saturday, Sunday, and Holidays. The contractor shall be compensated for all actual calls handled during the specified coverage, including calls handled during regular clinic hours of operation. DUTIES The contractor shall provide an answering service in an off-site location, using contractor-provided, fully-trained staff (answering operators are to be intelligible and English-speaking), facilities, equipment, information technology support, and supplies. The contractor shall provide services to the Naval Medical Center San Diego (General Pediatrics, Adolescent Clinic, and Internal Medicine) and the Primary Care Clinics (MCAS Miramar, NAS Coronado, Naval Training Center (NTC), TRICARE Outpatient Clinics (TOC), and the Active Duty Clinics). The contractor shall triage the caller to the appropriate clinic, and if that clinic is open during time of call (see Attachment A) the contractor shall either give the caller the clinic number, or proceed as defined for each clinic in Attachment A. Attachment A also includes the pager numbers for the points of contact for the specialty care services and examples of monthly call schedules. The contractor shall, on some occasions, also provide services during regular clinic hours. The Government will review Attachment A monthly and update same as required to ensure all contact information and regular clinic hours of operation covered in this contract are correct. NOTE: As required, the contractor shall accommodate unexpected provider and pager number changes without impact to the manner the answering service is conducted. The contractor shall receive incoming calls from prime beneficiaries and shall record the following:Caller's relationship to the patientPatient's First & Last Name Sponsor's First & Last Name Family Member prefix Sponsor's Social Security NumberPatient's date of birthPatient's Primary Care Manager (PCM)Reason for the callCaller's phone number they would like the Provider to phone The contractor shall then triage the caller to the appropriate clinic (see Attachment A) and if the clinic is open, proceed per above. If the clinic is closed, the contractor shall page the appropriate provider following the instructions listed in Attachment A. Note: If the caller states that he/she needs a Specialist (Pediatric Endocrinology, Cardiothoracic Surgery, Vascular Surgery, Pediatric Surgery, etc.), please see Attachement A for clinic pager listings and protocol, clinic hours, and information to be given to callers during open clinic hours.The anticipated workload will ultimately be dependent upon the type and number of prime patients in the San Diego area TRICARE Prime System. Under this contract, NMCSD will certify and pay only for the actual number of beneficiary calls placed with the contractor. The anticipated call volume and reports will consist of approximately 1100 basic calls and 200 pager dial outs per month. REPORTING AND REPORTS For reporting purposes and technical cognizance - Government Point of Contact: Tel. No. (619) 532- Fax No. (619) 532- E-mail Address: Each day the contractor will fax a copy of the record of all incoming calls to fax number (619). The record copy must pertain the following..Caller's relationship to the patient.Patient's First & Last Name.Sponsor's First & Last Name.Sponsor's Social Security Number.Patient's date of birth.Patient's Primary Care Manager (PCM).Reason for the call.Caller's phone number they would like the Provider to phone.Name of provider paged, time and response time By the fifth of every month, the contractor will fax a government approved document or documents with information about each patient, as delineated in paragraph title "DUTIES" to fax number (619) XXX-XXXX. Your contracting officer representative is at (619) XXX-XXXX. OTHER REQUIREMENTS If the contractor is not located in the local San Diego, California, area, the contractor must have a toll-free phone line for the use of the PCG's, PCM's, and other NMCSD staff members who may need to contact the contractor. The contractor must have the personnel, organization, and administrative control necessary to ensure that the services performed under this contract are satisfactory and fully satisfy the Government's requirements. The contractor must also have the requisite information technology capability to accommodate script changes, deploy new scripts, and a backup plan in the event of a system malfunction or during scheduled and unscheduled system maintenance. The contractor shall ensure services performed under this contract are fully compliant under the Health Insurance Portability and Accountability Act (HIPAA). The contractor shall protect patient privacy and security in the use and disclosure of protected health information. Contractor personnel assigned to this contract shall meet the experience, training, and answering service background requirements necessary in support of a medical treatment facility. Services shall be performed in an efficient, reliable, courteous, and professional manner. The contractor shall make every effort necessary to resolve staffing replacement, substitution, and other issues if the Government questions the qualifications or competence of any contractor personnel. The services rendered by the Contractor are rendered in a non-personal service contract capacity. The Government may evaluate the quality of administrative services rendered for purposes of contract inspection and acceptance. The Government retains no direct control over contractor personnel assigned to this contract and the services they perform. The Contractor shall be solely responsible for any and all liability caused by the acts or omissions of its agents or employees. The contractor shall not in any manner represent or infer that it is an instrumentality or agent of the United States Government. The Contractor shall recognize that the Commander, NMCSD, maintains administrative and operational responsibility for all activities within the Command and may take such actions as necessary to preserve and maintain the integrity of the Command, subject to the limitations prescribed by law and U.S. Navy Regulations. Qualifications: The contractor's past performance information must reflect relevant experience in support of a medical treatment facility in the last three years. The contractor's call management plan must include a brief description of the knowledge, training, and experience of the call/program manager and the call handlers that will be assigned to the performance of this contract. Personnel assigned by the contractor to the performance of this contract shall, at a minimum-read, write, speak and understand the English language;-be familiar with medical terminology; and-be fully trained and competent to handle all call situations. - End of Statement of Work -
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Q -- The proposed contract action is for commercial item, which the Naval Medical Center San Diego intends to solicit this requirement on a sole source basis to Professional Telephone Services, INC.