PRESOL | R | Data Entry Clerk (VistA)

FBO DAILY ISSUE OF AUGUST 20, 2009 FBO #2826
SOLICITATION NOTICE

R -- Data Entry Clerk (VistA)

Notice Date: 8/18/2009
Notice Type: Combined Synopsis/Solicitation
NAICS: 561320 — Temporary Help Services
Contracting Office: Department of Veterans Affairs, Orlando VAMC, Department of Veterans Affairs Medical Center, Department of Veterans Affairs;Orlando VA Medical Center;5201 Raymond Street;Orlando FL 32803
ZIP Code: 32803
Solicitation Number: VA-248-09-RQ-0582
Response Due: 8/21/2009
Archive Date: 8/24/2009
Point of Contact: Marie E. Williamsmarie.williams3@va.gov<br />
E-Mail Address: Purchasing Agent
(marie.williams3@va.gov)
Small Business Set-Aside: N/A
Description: Statement of Work This is a combined synopsis/solicitation for commercial items in accordance with FAR Part 12.6, as supplemented with additional information included in this notice. This announces constitutes the only solicitation; request for quotes are being requested and the schedule of supplies is attached. Reference quote number VA 248-09-RQ-0582. This announcement incorporates provisions and clauses in effect through FAC 2005-32, Effective 31 Mar 2009 Applicable NAICS Code is 561320 and the size standard is 13.5M. The government anticipates on award of a firm fixed price award as a result of this action. The anticipated award date will be no later than 31 August 2009. The following clauses and provisions are applicable: FAR 52.212-1 (Instructions to Offerors - Commercial Items (Jun 2008), 52.212-2 (Evaluation - Commercial Items (Jan 1999), 52.212-3 (Offeror Representations and Certifications -- Commercial Items (Feb 2009), 52.212-4 (Contract Terms and Conditions -- Commercial Items (Mar 2009), 52.212-5 (Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items (Apr 2009), with the following clauses selected in paragraph b 52.222-3, Convict Labor (June 2003), 52.222-19, Child Labor-Cooperation with Authorities and Remedies (Feb 2008), 52.222-21 Prohibition of Segregated Facilities (Feb 1999), 52.222-26, Equal Opportunity (Mar 2007), 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sep 2006), 52.222-36, Affirmative Action for Workers with Disabilities (Jun 1998), 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sep 2006)(38 U.S.C. 4212), 52.225-1, Buy American Act--Supplies (Feb 2009), 52.225-13, Restrictions on Certain Foreign Purchases (Jun 2008). 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration (Oct. 2003). The full text of these clauses is available at http://www.acquisition.gov/. All requests must be in writing and received by the Orlando VA Medical Center Contracting Office by 1600 hours (4:00pm) Day Light Saving Time, 21 August 2009. No telephonic request for information will be entertained. All responses to questions will be posted by way of amendment to this combined synopsis/solicitation to the FedBizOpps website (http://fedbizopps.cos.com/). The email address for all questions to this combined Synopsis/Solicitation is marie.williams3@va.gov. PROPOSAL SUBMISSION REQUIREMENTS Proposal and price quite shall be submitted on 21 Aug 2009, by 4pm Eastern Daylight Savings Time Via electronic transmission to: marie.williams3@va.gov; Via mail: Marie E. Williams Procurement Business Division (90C) 5201 Raymond Street Orlando, Fl 32803-8208 Offerors submission shall include completed offerors Reps and Certs IAW FAR 52.212-3 to include Tax Identification (TIN) and DUNNS number. The contractor shall provide personnel for data entry services for the Orlando VA Medical Center. The data entry services are required to transfer from the Tampa 673 VistA System to the Orlando 675 VistA System. The location for the onsite assistance will be the Orlando VA Medical Center, 5201 Raymond Street Orlando, FL 32803. All current appointments scheduled into the 673 VistA shall be transcribed into 675 VistA for all clinics (approximately 45,000 - 50,000 appointments) as well as all comments associated with a scheduled appointment shall be transcribed from 673 VistA into 675 VistA. Training on appointment scheduling will be provided by the Orlando VAMC The initial period of performance shall be 30 calendar days with the option to exercise two 15 day option periods. PURPOSE This requirement is derived from the Orlando VA Medical Center (VistA System (675)) separating from the Tampa VA Hospital (VistA System (673)). The appointments that are currently scheduled in VistA 673 will be transcribed into VistA 675. The contractor will be given a list of appointments, separated by provider clinic, that are currently scheduled in VistA 673. The contractor will schedule the appointment in VistA 675 using the identical date, time, and clinic. The contractor will then cancel by clinic the appointment in VistA 673. The contractor will assign all enrolled veterans to their provider using the assigned software. Instructions and training will be provided by the Orlando VAMC. OBJECTIVE The objective of this requirement is to provide appointment transcription data entry services to the Orlando VA Medical Center. The Orlando VAMC needs contract support people at the Orlando VA Medical Center for the first 30 day period of this order with an option to extend services for 2 additional 15 day periods as determined necessary by the contracting officer. QUALIFICATIONS The contractor shall provide efficient and cost effective data entry services for the requirements described below. The contractor shall ensure that all personnel have basic computer skills and can type at least 35 wpm. REQUIREMENTS a. To schedule all appointments currently in VistA 673 into VistA 675. b. To transcribe every appointment presently in VistA 673 Orlando Clinics into VistA 675 correctly. This effort includes the contractor validating the appointments were scheduled into the identical clinic at the identical date and time. The validation will be done using a report called MAS Order Report which contains all MAS Orders entered by clinicians. The MAS Order Report will be provided by the Orlando VAMC. c. To cancel all Appointments currently in 673 that was transcribed into VistA 675. Every appointment scheduled into VistA 675 will be cancelled by clinic in VistA 673. This will be validated by running an appointment list by clinic that will state if an appointment is still scheduled or has been cancelled by clinic (If needed). d. Assign enrolled veterans to their provider in PCMM. Every enrolled veteran will be assigned a provider in PCMM using the PCMM software (If needed). DELIVERABLES "Approximately 45,000 - 50,000 Appointments scheduled into VistA 675. "Appointments cancelled in VistA 673 (If needed). "Validation of appointments scheduled in identical clinic, date, and time slots using the MAS Order report provided by the Orlando VAMC. "Validation of appointments cancelled in VistA 673 using appointment lists provided by the Orlando VAMC (If needed). "PCMM assignment of all enrolled veterans to their specific provider as provided by the Orlando VAMC (If needed). "Validation of veterans PCMM assignments using the unassigned patients report in VistA (If needed). PERFORMANCE MEASURES Performance Measures Quality Expectations a) Completeness: Deliverables will be 100% complete. b) Accuracy: Deliverables will be 100% accurate. c) Effectiveness: All deliverables must contribute to the overall success of the task. d) Timeliness: All deliverables will be on time and within schedule. e.) Communication: Communication with client/customers is professional. GOVERNMENT FURNISHED MATERIAL & FACILITIES The Government will provide appropriate training and guidance unique to the Government for supporting the task. The Government will provide a training room with up to 16 computers with dual monitor screens from 1600 - 0030 hours Monday through Friday, excluding holidays and days on which the federal Government is closed. Training will be performed during the same hours as work performance. Work will be performed at Orlando VAMC provided facilities. Parking facilities are provided. Basic facilities such as work space and its associated operating requirements (i.e. desks, computers, dual monitors, and utilities) will be provided while working in Orlando VAMC facilities. Federal Holidays observed are: New Years Day Labor Day Martin Luther King's Birthday Columbus Day President's Birthday Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day Information: All Government unique information related to this requirement, which is necessary for Contractor performance, will be made available to the Contractor. The COTR will be the point of contact for identification of any required information to be supplied by the Government. Documentation: All existing documentation, relevant to this task accomplishment, will be made available to the Contractor at the beginning of the task. The Contractor will be required to prepare documentation in accordance with defined guidelines provided by the Government. ORGANIZATIONAL CONFLICT OF INTEREST General: The contractor shall obtain the written agreement, in a form satisfactory to the contracting officer, of each employee permitted access, whereby the employee agrees that he will not discuss, divulge or disclose any such information or data to any person or entity except those persons within the contractor's organization directly concerned with the performance of the contract. If after award, the contractor discovers an organizational conflict of interest, with respect to this contract, it shall make an immediate and full disclosure in writing to the Contracting Officer. The disclosure shall include identification of the conflict, the manner in which it arose, and a description of the action the Contractor has taken or proposes to take to avoid, eliminate or neutralize the conflict. The Government may, however, terminate the contract. In the event that the Contractor was aware of an organizational conflict of interest prior to award of this contract and did not disclose the conflict to the Contracting Officer or becomes aware of an organizational conflict of interest after award of this contract and does not disclose the conflict of interest within ten (10) working days of becoming aware of such conflict, the Government may terminate the contract and the contractor shall not be entitled to reimbursement of any cost incurred in performing this contract or payment of any fee there under. Further, such costs shall not be allocable or chargeable, directly or indirectly, to any other contract with the Government. The rights and remedies of the Government provided in this clause shall not be exclusive and are in addition to any other rights and remedies of the Government provided by law or under this contract. PERIOD OF PERFORMANCE The period of performance for this Task Order is one 30 day base period with an option to extend services for two additional 15 day periods. The total performance period of this task order shall not exceed 60 calendar days. The contract shall commence work no later than 5 calendar days after receipt of the task order. PLACE OF PERFORMANCE Place of performance for the base period will be limited to the Orlando VA Medical Center. Place of performance for the option period(s) will be determined by the Government if and when the option is exercised by the Government. CONFIDENTIALITY AND SECURITY MEASUREMENTS: a. VA will provide the Contractor with access to pertinent patient medical information for the purposes of providing a service to VA. The Contractor shall ensure the confidentiality of all patient information and shall be held liable in the event of the breach of confidentiality. Any person who knowingly or willingly discloses confidential information form the VA may be subject to a fine. All privacy and/or security breaches must be reported to the VA facility Privacy Officer and/or facility Information Security Officer immediately. b. Patient Medical Records: Contractor personnel who obtain access to medical records or access hardware/software that may store drug or alcohol abuse data, sickle cell anemia treatment records, records or tests or treatment for or infection with HIV, medical quality assurance records, or any other sensitive information protected under 38 U.S.C. 7332, as defined by VA, shall only be given access to the records absolutely necessary to perform required duties. Any contractor-employee required to access pertinent data shall not disclose to other Contractor employees that are not involved in the performance of this task or to any other source. Any violation of these provisions may involve imposition of criminal penalties. c. Patient Medical Records Handling, Storage, and Retention: The Contractor shall store all records in a locked/secured room during the performance period of this requirement. VA will not allow the contractor's staff to work off-site. However, the Contractor's Project Manager is responsible for ensuring that their employees maintain the records in a safe and secure environment. The Contractor shall retain the records in a secured storage area for Period of 60-days after final delivery. The Contractor shall dispose/destroy the records at the Contract's primary place of performance by means of shredding all documents so that none of the data is legible. The Contractor shall retain certificate of destruction records. d. Property in Possession of Subcontractors: In accordance with FAR Part 45.510, the Contractor shall require any of its subcontractors possessing or controlling Government property to adequately care for and maintain that property and assure that it is used only as authorized by the contract. The Contractor's approved property control system shall include procedures necessary for accomplishing this responsibility. e. Confidentiality Statements: Contractor staff shall sign and follow confidentiality statements as required. f. Privacy Act notification: As a result of this task, the Contractor shall be subject to the Privacy Act of 1974. The Contractor agrees to comply with the Privacy Act, 38 USC 5701, and 38 USC 7332, and all future amendments. 1)The Contractor is required to include the Privacy Act notification contained in this contract in every solicitation and resulting subcontract and in every subcontract awarded without a solicitation, and include this clause, including this subparagraph, in all subcontracts awarded under this contract which requires the design, development, or operation of such a system of records. 2)In the event of violations of the Act, a civil action may be brought against the agency involved when the violation concerns the design, development, or operation of a system of records on individuals to accomplish an agency function, and criminal penalties may be imposed upon the officers of employees of the agency when the violation concerns the operation of a system of records on individuals to accomplish an agency function. For purposes of the Act, when the contract is for the operation of a system of records on individuals to accomplish an agency function, the Contractor is considered to be an employee of the agency. 3)"Operation of a system of records," as used in this clause, means performance of any of the activities associated with maintaining the system of records including the collection, use, and dissemination of records. 4)"Record," as used in this clause, means any item, collection, or grouping of information about an individual that is maintained by an agency, including, but not limited to, education, financial transactions, medical history, and criminal or employment history and that contains the person's name, or the identifying number, symbol, or other identifying particular assigned to the individual, such as a fingerprint or voiceprint or a photograph. 5)"System of records on individuals," as used in this clause, means a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol or other identifying particular assigned to the individual. g. Contractor personnel performing work under this contract shall satisfy all requirements for appropriate security eligibility in dealing with access to sensitive information and information systems belonging to or being used on behalf of the Department of Veterans Affairs. The Contractor will be responsible for the actions of those individuals they provide to perform work for the VA under this contract. In the event that damages arise form work performed by contractor provided personnel, under the auspices of this contract, the contractor will be responsible for all resources necessary to remedy the incident. Printed output containing sensitive VHA data will be stored in a secured area, and disposed of properly by shredding or similar methods. Under the provisions of the Privacy Act of 1974 as amended, personnel performing work under this contract have an obligation to protect VA information indefinitely? Furthermore, it is the contractor's responsibility to notify the Information Management staff when access to Information Management systems is no longer needed by personnel performing work under this contract. h. In performing this agreement, the Contractor shall be considered part of the Department of Veterans Affairs (VA) for purposes of 38 U.S.C. 5701 and 7332. Its employees may have access to patient medical records to the extent necessary to perform this contract. Notwithstanding any other provision of this agreement, the contractor and its employees may disclose patient records and individually-identified patient information, including information and records generated by the Contractor in performance of this agreement, only pursuant to explicit disclosure authority from VA. i. All contractor personnel and any subcontracted employees, if applicable, accessing the VISTA system will be required to sign and abide by all VA security policies, and applicable VA confidentiality statues, 38 U.S.C. 5701, 38 U.S.C. 7332, and the Privacy Act, 5 U.S.C. 552a. The VA will provide access applications and security agreements; Contractor shall ensure the confidentiality of all patient information and shall be held liable in the event of the breach of confidentiality. Due to the confidential nature of patient records, all work must be completed in areas that provide reasonable security. All documents are confidential are protected under the Privacy Act of 1974, as amended. All vendor personnel shall be required to observe the requirements imposed on sensitive data by law, federal regulations, VA statutes and policy, DM&S policy and the associated requirements to insure appropriate screening of personnel. j. The database created by the Contractor under this agreement, the adverse drug event reports provided to the Contractor by VA, and documents created from analyzing this database, the adverse drug event reports, and patient medical records are medical quality assurance records protected by 38 U.S.C. symbol 5705, its implementing regulations at 38 U.S.C. records may be disclosed only as authorized by 5705 is a criminal offense under 38 U.S.C. 5705(e). k. The treatment and administrative patient records created by, or provided to, the contractor under this agreement are covered by the VA system of records entitled "Patient Medical Records - VA (24VA19). Schedule of Services Item No. Days Personnel Amount Total 0001 Orlando VAMC Performance of work IAW SOW 30 ______ _______ ________ Option Period Option 1 15 ______ _______ ________ Option 2 15 ______ _______ ________ SUB TOTAL: ______ _______ ________ GRAND TOTAL: ______ _______ ________
Web Link: FBO.gov Permalink
(https://www.fbo.gov/spg/VA/OrVAMC/Or675VAMC/VA-248-09-RQ-0582/listing.html)
Place of Performance: Address: Department of Veteran Affairs;Orlando VA Medical Center;5201 Raymond Street;.;Orlando FL 32803<br />; Zip Code: 32803<br />
Record: SN01916008-W 20090820/090819000440-0af7ad5d5fd6c8b7c7c9fa6f36c43d7f (fbodaily.com)
Source: FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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R -- Data Entry Clerk (VistA)