PRESOL | S | After Hours Answering Service

FBO DAILY ISSUE OF OCTOBER 10, 2009 FBO #2877
SOLICITATION NOTICE

S -- After Hours Answering Service

Notice Date: 10/8/2009
Notice Type: Combined Synopsis/Solicitation
NAICS: 561421 — Telephone Answering Services
Contracting Office: Department of the Air Force, Air Force Materiel Command, 75th CONS/PK, 6038 Aspen Ave. B1289NE, Hill AFB, Utah, 84056-5805, United States
ZIP Code: 84056-5805
Solicitation Number: F2D0AD9183A002
Archive Date: 10/31/2009
Point of Contact: Colleen Koon, Phone: 8015868604
E-Mail Address: colleen.koon@hill.af.mil
(colleen.koon@hill.af.mil)
Small Business Set-Aside: Total Small Business
Description: This is a combined synopsis and solicitation for Providing after hours answering service with a base year plus four options years (PENDING FUNDING). 100% small business set aside. Providing Clinical Support Services of a after hours answering service with a base year (1 Nov 2009 thru 31 Oct 2010) plus four options years in accordance with performance work statement. **Funds are not presently available for this contract. The Government's obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer.** 1. DESCRIPTION OF SERVICES. The contractor shall provide professional after hour's telephone answering service for the 75th Medical Group (75MDG). This includes furnishing all labor, teaching, reports, equipment, materials, supplies and supervision. Performance shall be according to the requirements contained in this statement of work for government employees at Hill AFB, Utah and other employees supported by Host Tenant/Interservice Support Agreements and Memorandums of Understanding. All professional and support services shall be provided by the contractor. The quality of service shall meet or exceed the standards for the health care concerned as determined by the Executive Committee of the Medical and Nursing Staff (ECOMNS) that governs medical professionals in the Medical Treatment Facility (MTF). 1.1. SPECIFIC PROCEDURES FOR WHICH THE CONTRACTOR SHALL BE RESPONSIBLE: Performance of service shall be compatible with the contractor's expertise and training. Contractor employees shall not introduce new or unusual medical services/requests, without prior recommendation to, and approval of the medical facility commander or authorized representative. However, the contractor may make recommendations for medical services/requests through the Quality Assurance Personnel. 1.2. REPORTS AND FORMS: The contractor shall provide all recurring reports and forms in accordance with applicable Air Force directives. Following is a list of required reports and forms but not limited to: 1.2.1. Daily Workload Report. This report facilitates patient follow-up and tracking by provider staff. It will be submitted via facsimile to our designated representative. Reports will be submitted to the 75th MDG designated representative, at the beginning of each new day NLT 0830hrs, Mountain Time. The report will include ONLY Date, Time, Patient's Name, Last Four of Sponsor Social Security Number, and Chief Complaint. Fax report daily to (801) 586-9946 1.2.2. Monthly Workload Summaries. To provide historical workload to be included in clinic reports each month to the General Practice Manager. 1.3. JCAHO: All applicable Joint Commission on Accreditation of Health Care Organizations (JCAHO) standards shall be met pertaining to the performance of this contract. 1.4. DISPOSAL OF PRIVACY ACT INFORMATION: The contractor shall provide for proper disposal of privacy act information in accordance with the 1974 Privacy Act. 1.5. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA) OF 1996 HIPAA is comprised of several different sections, each to be implemented by the Dept. of Health and Human Services. The AFMS and its components are specifically listed as covered entities (CE) under HIPAA. Currently, HIPAA Privacy and Security Rules, as set forth in the Code of Federal Regulations, are in effect for all AFMS CEs. The specific implementation of HIPAA Privacy for DOD medical facilities is set forth in DOD 6025.18-R, and for HIPAA Security, the requirements for the AFMS are contained in DOD 8580.02-R and AFI 41-217, which also contains additional Information Assurance requirements. DOD 6025.18-R, DOD 8580.02-R and AFI 41-217 are incorporated herein by reference. AFMS organizations are responsible to insure overall compliance with HIPAA requirements, which includes incorporation of certain requirements in contracts entered into or amended after the respective implementation dates. IAW these regulations, the Contractor and its employees meet the definition of Business Associate. Therefore, a Business Associate Agreement is required by law to comply with both the HIPAA Privacy and Security regulations. This clause serves as that agreement for this contract, whereby the Contractor and its employees agree to abide by all HIPAA Privacy and Security requirements regarding health information as defined in this clause, DOD 6025.18-R, DOD 8580.02-R, and AFI 41-217. Additional HIPAA requirements will be addressed when implemented. Introduction (a) Definitions. As used in this clause generally refer to the Code of Federal Regulations (CFR) definition unless a more specific provision exists in DOD 6025.18-R, DOD 8580.02-R or AFI 41-217. Individual has the same meaning as the term "individual" in 45 CFR 164.50 1 and 164.103 and shall include a person who qualifies as a personal representative in accordance with 45 CFR 164.502(g). Privacy Rule means the Standards for Privacy of Individually Identifiable Health Information at 45 CFR part 160 and part 164, subparts A and E. Protected Health Information has the same meaning as the term "protected health information" in 45 CFR 164.501, limited to the information created or received by The Contractor from or on behalf of the Government. Electronic Protected Health Information has the same meaning as the term "electronic protected health information" in 45 CFR 160.103. Required by Law has the same meaning as the term "required by law" in 45 CFR 164.501 and 164.103. Secretary means the Secretary of the Department of Health and Human Services or his/her designee. Security Rule means the Health Insurance Reform: Security Standards at 45 CFR part 160,162 and part 164, subpart C. Terms used, but not otherwise defined, in this Agreement shall have the same meaning as those terms in 45 CFR 160.103, 160.502, 164.103, 164.304 and 164.501. (b) The Contractor agrees to not use or further disclose Protected Health Information other than as permitted or required by the Contract or as Required by Law. c) The Contractor agrees to use appropriate safeguards to prevent use or disclosure of the Protected Health Information other than as provided for by this Contract. (d) The Contractor agrees to use administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality, integrity, and availability of the electronic protected health information that it creates, receives, maintains, or transmits in the execution of this Contract. (e) The Contractor agrees to mitigate, to the extent practicable, any harmful effect that is known to the Contractor of a use or disclosure of Protected Health Information by the Contractor in violation of the requirements of this Contract. (f) The Contractor agrees to report to the Government any security incident involving protected health information of which it becomes aware. (g) The Contractor agrees to report to the Government any use or disclosure of the Protected Health Information not provided for by this Contract of which the Contractor becomes aware of. (h) The Contractor agrees to ensure that any agent, including a subcontractor, to whom it provides Protected Health Information received from, or created or received by the Contractor on behalf of the Government agrees to the same restrictions and conditions that apply through this Contract to the Contractor with respect to such information. (i) The Contractor agrees to ensure that any agent, including a subcontractor, to whom it provides electronic Protected Health Information, agrees to implement reasonable and appropriate safeguards to protect it. (j) The Contractor agrees to provide access, at the request of the Government, and in the time and manner designated by the Government to Protected Health Information in a Designated Record Set, to the Government or, as directed by the Government, to an Individual in order to meet the requirements under 45 CFR 164.524. (k) The Contractor agrees to make any amendment(s) to Protected Health Information in a Designated Record Set that the Government directs or agrees to pursuant to 45 CFR 164.526 at the request of the Government or an Individual, and in the time and manner designated by the Government. (1) The Contractor agrees to make internal practices, books, and records relating to the use and disclosure of Protected Health Information received from, or created or received by the Contractor on behalf of, the Government, available to the Government, or at the request of the Government to the Secretary, in a time and manner designated by the 'Government or the Secretary, for purposes of the Secretary determining the Government's compliance with the Privacy Rule. (m) The Contractor agrees to document such disclosures of Protected Health Information and information related to such disclosures as would be required for the Government to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR 164.528. (n) The Contractor agrees to provide to the Government or an Individual, in time and manner designated by the Government, information collected in accordance with this Clause of the Contract, to permit the Government to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR 164.528. General Use and Disclosure Provisions Except as otherwise limited in this Agreement, the Contractor may use or disclose Protected Health Information on behalf of, or to provide services to, the Government for treatment, payment, or healthcare operations purposes, in accordance with the specific use and disclosure provisions below, if such use or disclosure of Protected Health Information would not violate the HIPAA Privacy Rule, DOD 6025.18-R, the HIPAA Security Rule, or DOD 8580.02-R if done by the Government. Specific Use and Disclosure Provisions (a) Except as otherwise limited in this Agreement, the Contractor may use Protected Health Information for the proper management and administration of the Contractor or to carry out the legal responsibilities of the Contractor. (b) Except as otherwise limited in this Agreement, the Contractor may disclose Protected Health Information for the proper management and administration of the Contractor, provided that disclosures are required by law, or the Contractor obtains reasonable assurances from the person to whom the information is disclosed that it will remain confidential and used or further disclosed only as required by law or for the purpose for which it was disclosed to the person, and the person notifies the Contractor of any instances of which it is aware in which the confidentiality of the information has been breached. (c) Except as otherwise limited in this Agreement, the Contractor may use Protected Health Information to provide Data Aggregation services to the Government as permitted by 45 CFR 164.504(e)(2)(i)(B). (d) Contractor may use Protected Health Information to report violations of law to appropriate Federal and State authorities, consistent with 45 CFR 164.502(j)(1). Obligations of the Government Provisions for the Government to Inform the Contractor of Privacy Practices and Restrictions (a) Upon request the Government shall provide the Contractor with the notice of privacy practices that the Government produces in accordance with 45 CFR 164.520, as well as any changes to such notice. (b) The Government shall provide the Contractor with any changes in, or revocation of, permission by Individual to use or disclose Protected Health Information, if such changes affect the Contractor's permitted or required uses and disclosures. (c) The Government shall notify the Contractor of any restriction to the use or disclosure of Protected Health Information that the Government has agreed to in accordance with 45 CFR 164.522. Permissible Requests by the Government The Government shall not request the Contractor to use or disclose Protected Health Information in any manner that would not be permissible under the HIPAA Privacy Rule, DOD 6025.18-R, the HIPAA Security Rule, or DOD 8580.02-R, if done by the Government, except for providing Data Aggregation services to the Government and for management and administrative activities of the Contractor as otherwise permitted by this clause. Termination (a) Termination. A breach by the Contractor of this clause, may subject the Contractor to termination under any applicable default or termination provision of this Contract. (b) Effect of Termination. (1) If this contract has records management requirements, the records subject to the Clause should be handled in accordance with the records management requirements. If this contract does not have records management requirements, the records should be handled in accordance with paragraphs (2) and (3) below. (2) If this contract does not have records management requirements, except as provided in paragraph (3) of this section, upon termination of this Contract, for any reason, the Contractor shall return or destroy all Protected Health Information received from the Government, or created or received by the Contractor on behalf of the Government. This provision shall apply to Protected Health Information that is in the possession of subcontractors or agents of the Contractor. The Contractor shall retain no copies of the Protected Health Information. (3) If this contract does not have records management provisions and the Contractor determines that returning or destroying the Protected Health Information is infeasible, the Contractor shall provide to the Government notification of the conditions that make return or destruction infeasible. Upon mutual agreement of the Government and the Contractor that return or destruction of Protected Health Information is infeasible, the Contractor shall extend the protections of this Contract to such Protected Health Information and limit further uses and disclosures of such Protected Health Information to those purposes that make the return or destruction infeasible, for so long as the Contractor maintains such Protected Health Information. Miscellaneous (a) Regulatory References. A reference in this Clause to a section in DOD 6025.18-R, HIPAA Privacy Regulation or DOD 8580.02-R, HIPAA Security Regulation or any CFR or AFI provisions means the section as currently in effect or as amended, and for which compliance is required. (b) Survival. The respective rights and obligations of Business Associate under the "Effect of Termination" provision of this Clause shall survive the termination of this Contract. (c) Interpretation. Any ambiguity in this Clause shall be resolved in favor of a meaning that permits the Government to comply with DOD 6025.18-R, the CFR HIPAA Privacy Rule, DOD 8580.02-R, the CFR HIPAA Security Rule and AFI 41-217. 2. SERVICE DELIVERY SUMMARY (SDS). Performance Objectives PWS para Performance Threshold 1. All calls are answered in a timely fashion within 3 rings. 1 90% compliance rate with no more than (NMT) 5 occurrences/ complaints per month 2. All calls immediately e-mailed to appropriate on-call personnel's 2-way pagers 1.3.1 100% compliance. 3. All patients professionally treated. 1.4.3.2. NMT 2 valid customer complaints per month 4. Daily Call reports submitted via FAX; (801) 586-9946 Appendix 2 100% compliance 3. GOVERNMENT FURNISHED SERVICES. The government will provide, without cost, the facilities, equipment, materials, and/or services listed below. 3.1. EQUIPMENT AND SUPPLIES: N/A 4. GENERAL INFORMATION. 4.1. DEFINITIONS. Quality Assurance. Those actions taken by the government to assure services meet the requirements of the Performance Work Statement (PWS). Quality Control. Those actions taken by a contractor to control the performance of services so they meet the requirements of the PWS. 4.1.1 TECHNICAL DEFFINITIONS PECULIAR TO THIS PWS: As used throughout this performance work statement, the following terms shall have the meaning set forth below: Administrative Control. The ultimate authority of committing government resources for care. Contract Functional Chief. Government representative, usually at branch or section level that has responsibility for the in-house function of the contract. Contract Functional Manager. The government agent that has responsibility for management of the contract. Contracting Officer. The government agent awarding or administering the contract. The CO is the only person authorized to contractually obligate the government. ECOMNS. The abbreviation for the Executive Committee of the Medical and Nursing Staff. This clinic committee is responsible for determining quality of care standards and policies, as well as providing oversight for the Professional Staff, Infection Control, Pharmacy and Therapeutics, Quality Services, Risk Management, Utilization Management, and Credentials programs. Government Representative. An employee can be military or civilian to represent the US government. Medical Treatment Facility (MTF). Air Force hospitals or clinics, including all activities providing outpatient and/or inpatient health services for authorized personnel. Performance Work Statement (PWS). A performance-based description of the services required by a functional activity. 4.2. QUALITY ASSURANCE (QA). 4.2.1. Patient complaints are also used to evaluate the effectiveness and quality of care rendered by contractor employees. Complaints concerning improper behavior, lack of courtesy and inability to communicate with the patient will be reviewed by the contract specialist and submitted to the 75 MDG Executive Committee for review and referral to the contractor for resolution. Failure by the contractor to satisfactorily resolve complaints and prevent their recurrence will result in the termination of contract. The contractor shall continuously advise the government of ongoing actions to resolve complaints. 4.3. RESTRICTIONS AND CONSTRAINTS. 4.3.1. The contractor shall be responsible for obtaining any and all necessary licenses and permits, and for complying with any applicable Federal, State, and municipal laws, codes and regulations in connection with the performance of the type of services required by this contract. 4.4. HOURS OF OPERATION. 4.4.1. Normal Hours. The contractor shall perform work during the following hours: 4:30 PM to 7:00 AM, Monday through Friday and 24hrs during weekends, federal holidays, and designated training down time. 4.4.2. Federal Holidays. There are ten federally observed holidays each year. They are New Year's Day (observed January 1), Martin Luther King Jr.' Birthday (observed the third Monday in January), President's Day (observed the third Monday in February), Memorial Day (observed the last Monday in May), Independence Day (observed 4 July), Labor Day (observed the first Monday in September), Columbus Day (observed the second Monday in October), Veterans Day (observed 11 November), Thanksgiving Day (observed the fourth Thursday in November) and Christmas Day (observed 25 December). 4.5. CONTROL OF CONTRACTOR EMPLOYEES. 4.5.1. The selection, assignment, reassignment, transfer, supervision, management, and control of contractor employees in this statement of work shall be the responsibility and prerogative of the contractor; however, the contractor shall comply with the general intent and specific policies set forth in the performance work statement. When the government directs, the contractor shall restrict the employment under the contract or remove from performance on the contract any person who is identified as a potential threat to the health, safety, security, general well being, or operational mission of the installation and its population. 4.6. INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE. N/A 4.7. LITIGATION/INVESTIGATION. In the event of litigation/investigation of a claim of liability or malpractice, the contractor shall cooperate fully with government authorities and designated officials in the investigation of the claim or preparation for litigation. 4.7.1. If it is determined by the medical legal review that the standard of care has not been met, or there is substantial evidence of negligence on the part of the contractor or contractor's employees, regardless of the final judicial decision, the contract may be terminated at the discretion of the government. 4.8. CONTINUITY OF SERVICES. 4.8.1. The contractor shall keep staff substitutions and schedule changes to an absolute minimum. The contractor shall ensure that procedures have been established to assure the government is provided with uninterrupted and continuous service. 4.9. PATIENT LISTS. 4.9.1. Patient lists, no matter how developed shall be treated as Privileged information. Lists and/or names of patients shall not be disclosed to or revealed in any way for any use outside the MTF without prior written permission by the Chief of the Medical Staff. 4.10. RELEASE OF MEDICAL INFORMATION. The contractor shall only release medical information obtained during the course of this contract to other MTF staff involved in the care and treatment of that individual patient. 4.11. CONTRACT EXECUTION. The contractor is required to begin full performance of the contract requirements within 30 calendar days after contract award. 4. APPENDICES A. Estimated Workload Data B. Required Reports C. Government Furnished Equipment D. List of Privileging Requirements E. Applicable Regulations, Manuals, Technical Orders, Specifications, and Forms APPENDIX A ESTIMATED WORKLOAD DATA The following workload data is the government's best estimate of historical workload. This exhibit is not intended to cover all of the workload items, but lists the major category of work. Month Total Calls April 2008 1401 May 2008 1297 June2008 962 July2008 1121 Aug 2008 1446 Sep 2008 1192 Oct 2008 1028 Nov 2008 885 Dec 2008 835 Jan 2009 982 Feb 2009 1238 Mar 2009 1307 Apr 2009 1142 APPENDIX B REQUIRED REPORTS Contractor shall record and report all patient encounters during a day. Each day will end at 7:30 AM. Completed worksheets logging each call, Date and Time, Patient's Name, Last Four of Sponsor's Social Security Number, and Chief Complaint shall be submitted to the 75th MDG designated representative, at the beginning of each new day NLT 0830hrs, mountain time via FAX, (801) 586-9946. APPENDIX C GOVERNMENT FURNISHED EQUIPMENT N/A APPENDIX D LIST OF PRIVILEGING REQUIREMENTS Proof of Liability Insurance Coverage (Not Medical Insurance) APPENDIX E APPLICABLE REGULATIONS, MANUALS, TECHNICAL ORDERS, SPECIFICATIONS, AND FORMS Documents applicable to this Performance Work Statement (PWS) are listed below. The contractor is obligated to follow those documents to the extent they are applicable to the work required by the PWS. The listed publications and an initial supply of listed forms will be furnished at the start of the basic contract period. It is the responsibility of the contractor to establish follow-on requirements with the contract specialist. Supplements or amendments to these mandatory publications may be issued during the life of the contract and it is the contractor's responsibility to ensure that all publications are posted and up-to-date. Compliance shall be in accordance with the special provision hereof entitled "Government Publications". In the event of conflict, the higher-level regulation/law will apply. 6. Government Publications. 6.1 All tasks set forth in the PWS are the responsibility of the contractor except where wording of the PWS explicitly makes the performance a government responsibility. It is recognized that in conjunction with many tasks set forth therein reference is made to Department of Defense, Air Force, Air Force Materiel Command, and other directives, regulations, manuals, pamphlets, technical orders, instructions, and other guidance. It is also recognized that because such referenced documents have been written with a view toward performance by government personnel they may contain language which indicates performance is to be by government personnel. 6.2. Mandatory Regulations/Manuals/Instructions are as follows: 6.2.1. Air Force Regulations/Manuals/Instructions Publication No. Name Date Applicable Paragraph PWS Paragraph AFI 33-332 Air Force Privacy Act Program Nov00 1.2.2., 9.1. 1.2.3. FORMS DD Form 2005 Privacy Act Statement Health Care Record Non-DoD Forms JCAHO - Joint Commission on Accreditation of Healthcare Organizations 1.25. See http://www.jcaho.org NOTE: Many of the above forms are accessible on-line. Forms that are not on-line shall be ordered through SGSO. This synopsis and solicitation is prepared in accordance with the format in FAR Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation and therefore quotes are being requested and a written solicitation will not be issued. This solicitation is issued as a request for quote (RFQ)F2D0AD9183A002. Submit only written offers; oral offers will not be accepted. All firms or individuals responding must be registered with the Central Contractor Registration (CCR) and Online Representations and Certifications Applications (ORCA) http://www.bpn.gov/. This procurement is being issued as Full and Open competition for North American Industrial Classification Standard (NAICS) 561421 and business size standard not to exceed 7Million. The following provisions and clauses are in effect through Federal Acquisition Circular 2005-33. The following provisions and clauses apply to this acquisition FAR 52.204-7, Central Contractor Registration; 52.212-1, Instructions to Offerors--Commercial Items; FAR 52.212-3, Offeror Representations and Certifications- Commercial Items Alternate I; FAR 52.212-4, Contract Terms and Conditions-Commercial Items; FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders--Commercial Items, 52.219-6, Notice of Total Small Business Aside, 52.219-28, Post Award Small Business Program Rerepresentation, 52.222-3, Convict Labor, 52.222-21, Prohibition of Segregated Facilities, 52.222-26. Equal Opportunity 52.222-36, Affirmative Action for Workers with Disabilities, 52.223-16, IEEE 1680 Standard for the Environmental Assessment of Personal Computer Products, 52.225-1, Buy American Act--Supplies (Feb 2009)(41 U.S.C. 10a-10d), 52.225-13, Restrictions on Certain Foreign Purchases, 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration, 52.239-1, Privacy or Security Safeguards,52.222-25, Affirmative Action Compliance, 52.252-1, Solicitation Provisions Incorporated by Reference, 52.252-2, Clauses Incorporated by Reference, 52.247-34, F.O.B. Destination; DFARS 252.212-7001 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items, 252.225-7001, Buy American Act and Balance of Payments Program, 252.225-7036, Buy American Act--Free Trade Agreements--Balance of Payments Program, 252.227-7015, Technical Data--Commercial Items, 252.227-7037, Validation of Restricteve Markings on Technical Data, 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports, 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports. The Government reserves the right to award on a multiple award or an all or none basis. All quotes must be sent to Colleen Koon by fax (801)-777-0632 or via email, colleen.koon@Hill.af.mil or mailed to 6038 Aspen Avenue, BLDG 1289 NE, Hill AFB, UT 84056. Quotes are required to be received no later than 3:00 PM MST, Friday 16 October 2009.
Web Link: FBO.gov Permalink
(https://www.fbo.gov/spg/USAF/AFMC/75/F2D0AD9183A002/listing.html)
Place of Performance: Address: Hill Air Force Base, Hill AFB, Utah, 84056, United States; Zip Code: 84056
Record: SN01982430-W 20091010/091008235003-019eec87e38a030202671e389d445a36 (fbodaily.com)
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S -- After Hours Answering Service