PRESOL | R | TWO CONTRACT HEALTH SERVICE TECHNICIANS - FAR provision 52.212-3

FBO DAILY ISSUE OF JUNE 03, 2010 FBO #3113
SOLICITATION NOTICE

R -- TWO CONTRACT HEALTH SERVICE TECHNICIANS - FAR provision 52.212-3

Notice Date: 6/1/2010
Notice Type: Combined Synopsis/Solicitation
NAICS: 561320 — Temporary Help Services
Contracting Office: Department of Health and Human Services, Indian Health Service, Billings Area Office, 2900 4th Avenue North, PO Box 36600, Billings, Montana, 59107
ZIP Code: 59107
Solicitation Number: RFQ-10-10-045-REL
Archive Date: 7/3/2010
Point of Contact: Rita E Langager, Phone: 406.247.7293
E-Mail Address: rita.langager@ihs.gov
(rita.langager@ihs.gov)
Small Business Set-Aside: N/A
Description: Federal Acquisition Regulation (FAR) 52.212-3, Offeror Representations and Certifications - Commercial Items (AUG 2009) that must be completed and submitted with the offer. 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 (10 U.S.C. 2304(g) and 2305 and 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)), and 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 FAR Subpart 37.112). 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 commercial item contract in response to Request for Quotation (RFQ)-10-10-045-REL. This solicitation is restricted to 51% Indian owned (Native American/American Indian) business concerns in accordance with the Buy Indian Act (25 U.S.C. 47). The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-41. The associated North American Industry Classification System code is 561320 and the small business size standard is $13.5 million. Potential contractors shall propose an all inclusive hourly rate for the base year and each option year. Potential contractors may submit an offer for one or both CLINs. PRICE SCHEDULE - TWO CONTRACT HEALTH SERVICE (CHS) TECHNICIANS - CONTRACT LINE ITEM NUMBER (CLIN) ONE: BASE YEAR: 2080 HOURS @ $____________________ per HR = $_________________________; OPTION YEAR ONE: 2080 HOURS @ $____________________ per HR = $_________________________; OPTION YEAR TWO: 2080 HOURS @ $____________________ per HR = $_________________________; OPTION YEAR THREE: 2080 HOURS @ $____________________ per HR = $_________________________; OPTION YEAR FOUR: 2080 HOURS @ $____________________ per HR = $________________________;GRAND TOTAL: $_________________________. CONTRACT LINE ITEM NUMBER (CLIN) TWO: BASE YEAR: 2080 HOURS @ $___________________ per HR = $________________________; OPTION YEAR ONE: 2080 HOURS @ $____________________ per HR = $_________________________; OPTION YEAR TWO: 2080 HOURS @ $____________________ per HR = $_________________________; OPTION YEAR THREE: 2080 HOURS @ $____________________ per HR = $_________________________; OPTION YEAR FOUR: 2080 HOURS @ $____________________ per HR = $_________________________;GRAND TOTAL: $_________________________. PURPOSE OF THE CONTRACT: The purpose of this acquisition is to acquire a Contract Health Service (CHS) Technician for the Flathead Contract Health Service (CHS) Program at the Flathead Tribal Health and Human Services Department, P.O. Box 880, Mission Drive, St. Ignatius, Montana 59865. STATEMENT OF WORK: The Contractor shall work directly with the Contract Health Service (CHS) staff and will serve under the direction of the CHS Health System Specialist. The Contractor will utilize the Resource and Patient Management System (RPMS) CHS/MIS and Fiscal Intermediary (FI) systems and reports. The Contractor will be responsible for monitoring Open Documents. The Contractor will monitor the expenditure of CHS funds. The Contractor must be familiar with the CHEF process; i.e., reports, weekly monitoring, update cases, and preparing documents for signature process and Headquarters submission. The Contractor will communicate orally and in writing with patients and medical providers. The Contractor personally handles routine matters requiring technical knowledge and will refer difficult cases to the Supervisor. The Contractor must have knowledge of CHS program regulations, policies and procedures. The Contractor must have knowledge and experience with Excel spreadsheets. WORK SCHEDULE: The tour of duty is eight (8) hours per day, Monday through Friday. The work schedule will be coordinated between the Contractor and the Supervisor. The Contractor does not earn or accrue annual leave or sick leave and is not entitled to any health or life insurance, retirement or other benefits or deductions inherent to permanent federal employees. As a contract employee, the Government does not withhold Federal or State taxes. It is the Contractor's responsibility to have taxes withheld and to pay for all taxes during the term of the contract. MAJOR DUTIES: The Contractor provides staff assistance to the Contract Health Service (CHS) Office on administrative procedures and control measures. Initiates and distributes medical authorizations including both hospital and professional fees after determining patient eligibility for CHS. Authorizations must be thoroughly reviewed for patient information and clinical data. Proper distribution and/or routing is essential in the management of medical authorizations. Completes and maintains applicable patient information for medical care. Prepares denials based on applicable CHS regulations, policies and practices. Utilizes the CHS automated software system - CHS/MIS to enter medical and financial data. Handles incoming calls, personally handles routine matters requiring technical knowledge or which require searching office records and contacts with other personnel to reach CHS eligibility determination, defers all difficult cases to CHS Supervisor. Communicates with medical providers regarding claims and fiscal intermediary regarding payment status, initiates and follows through with steps necessary to resolve payment issues. Explains regulations and policies to health service vendors and recipients. Prepares information necessary for medical review to determine medical priority for CHS decision in accordance with federal CHS rules and regulations and established policies and procedures. Obtains information via telephone or personal inquiries on the status of patient billing, i.e., charges, payments and outstanding balances. Assists with preparation of high cost Catastrophic Health Emergency Fund (CHEF) cases. Screens and verifies CHS notifications, invoices of medical vendors, emergency room notes and patient discharge summaries to ensure medical services meet medical priorities prior to issuing CHS authorization and/or denial. Calculates estimated charges, prepares and issues appropriate purchase orders or denials with supporting medical justification. Refers questionable cases to CHS Supervisor for medical review and/or decision. Communicates orally and in writing with individual Indian patients, medical providers and member of the community with a vested interest. Initiates and submits all mandatory correspondence and reports to CHS Supervisor and Billings Area CHS Office in a timely manner. The maintenance of documents will be in accordance with established file system and will be maintained for historical records by the department. Monitors CHS open documents, initiates steps and follows through with steps necessary to close individual documents. KNOWLEDGE REQUIRED: Must be knowledgeable of the overall objectives of the Indian Health Service. Knowledge of the organizational structure is required to ensure information provided by the department is shared with vested activities and is routed in accordance with guidelines and policies. Working knowledge of professional relationships common in a business environment that requires, tact and diplomacy to develop, encourage and promote effective relationships with internal/external contacts that include entities familiar and unfamiliar with federal requirements and the ability to display such skills in providing constructive, positive support to the Supervisor and to develop, foster and encourage positive interpersonal relationships. Knowledge of the Contract Health Service (CHS) Program, regulations, policies, procedures and functions is essential. The Contractor must accommodate inquiries concerning the program the majority of inquiries come from individual Indians, Indian college students, health care providers and community organizations. Ability to interpret CHS regulation material and apply them to the specific assignments. Knowledge of personal computers, CHS/MIS software system, ICD-9-CM and skill in operating a computer keyboard to perform encoding and office automation functions. Knowledge of simple mathematical calculations and procedures used in compiling statistical data of the CHS program. Must have knowledge of word processing equipment and applications including Microsoft Word and Microsoft Excel. Must have a knowledge of general office equipment including fax machine and copier. Must have knowledge of proper telephone etiquette. Knowledge of general concepts, practices and principles of analysis and ability to apply such techniques and methods in setting priorities in the assignment, assisting in the analysis of the CHS program utilization and expenditure of funds. Knowledge of English style and composition and editorial ability to edit and proof read reports, correspondence, etcetera. Knowledge of grammar, spelling, capitalization and punctuation. Knowledge of Privacy Act and HIPAA regulations. Duties require the services of a qualified typist with an independent work ethic. SUPERVISORY CONTROLS: The Contractor works under the general supervision of the CHS Health Systems Specialist. The supervisor provides instructions regarding new assignments and/or projects and explanations in the day to day operations and completion of work. Instructions and explanations are given for non-routine assignments when deviation from usual practice is required. Completed work is reviewed for accuracy, adequacy and compliance with existing policies, procedures and/or guidelines and/or specific instruction. The Contractor is responsible for displaying an intense amount of self-initiative in assuring the timely response and completion of work. Routine assignments are completed independently. GUIDELINES: The Contractor utilizes a number of substantive guidelines, uses judgment in locating and selecting the appropriate guideline, reference and procedure for application and in making minor deviation to adapt to specific cases. The work of the position is guided by regulations, legal decisions, and pertinent state and federal laws. The Contractor must exercise judgment in adapting regulations to specific instances and demonstrate the ability and skill necessary to identify applicable regulations and refer appropriate information to supervisor and establish document files for future use in applying such regulations to the work of the program. COMPLEXITY: The nature of the CHS program is such that generates inquiries from a variety of sources, health care providers, tribal entities, congressional offices, IHS Headquarters and client complaints and concerns requiring a high level of tact and diplomacy. The Contractor may deal with irate citizens and must possess traits enabling him/her to maintain composure in this type of situation. The Contractor must exercise extreme confidentiality of CHS patient information. SCOPE AND EFFECT: Must have the capability to function independently in performance of required duties to the CHS program. Responsible for a comprehensive program for Indians in various circumstances. Assists in promoting the efficiency of Area management and operations. The effective accomplishment of the work impacts the supervisor's ability to manage the program, provide management advice, and accomplish the technical activities related to the program in a timely, effective manner. PURPOSE OF CONTACTS: Contacts are made with individual Indians seeking information regarding program requirements immediately affecting them. Deals with individuals denied financial medical assistance due to a variety of reasons and with Service Unit CHS personnel in matters pertaining to program policies and procedures. Provides and/or requests information as required. Assesses the needs of the contact, determines the appropriate source/reference and maintains a tactful interaction that will positively impact public relations between the organization and the contact. PHYSICAL DEMANDS: The work is typically sedentary. However, the nature of the CHS Program frequently entails unanticipated priorities that must be responded to on an immediate basis, involving a great deal of attention, concentration and effort. WORK ENVIRONMENT: The work is usually accomplished in a well ventilated/well lighted office setting. Due to the Area and Service Unit relationship occasional travel may be required. PERIOD OF PERFORMANCE: The performance of this contract shall be for one year with four 12-month options. GOVERNMENT FURNISHED PROPERTY: The IHS shall provide the Contractor with the following: (1) Office space including a telephone; (2) access to standard and specialized equipment including a computer, copy machines, and facsimile machines. The CHS Office will be responsible for getting the Contractor access and clearance to all pertinent computer services necessary to carry out his/her duties; and (3) office supplies. COMPUTER SECURITY: Pursuant to the Federal Information Security Management Act of 2002 (FISMA), the contractor will be required to complete a course in Computer Security Awareness Training (CSAT). This training must be completed annually by all employees including all contractors. The Contractor will be required to comply with the Federal Information Processing Standards Publication (FIPS PUB) Number 201, "Personal Identity Verification of Federal Employees and Contractors," and the associated Office of Management and Budget (OMB) implementation guidance for personal identity verification for all affected contractor and subcontractor personnel. REPORTING REQUIREMENTS: The Contractor shall provide the Contracting Officer with evidence that payment of employment taxes has been made 15 days after each quarter. 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 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 Supervisor. The Contractor agrees to include the following information on each invoice: (1) Contractor's name and address; (2) Contract Number; (3) Invoice number and date; (4) Dates of Service including the number of hours worked and total amount due; and (5) Remit to address. Payment shall be made by the Billings Area Financial Management Branch, P.O. Box 36600, Billings, Montana 59107. 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 Billings Area IHS Office. 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 CONTRACTOR SHALL PROVIDE EVIDENCE OF, OR SUBMIT A WRITTEN RESPONSE TO, THE FOLLOWING TECHNICAL EVALUATION FACTORS. The following factors shall be used to evaluate offers and are included in the relative order of importance: (1) KNOWLEDGE OF IHS CONTRACT HEALTH SERVICE PROGRAM INCLUDING CHS REFERRAL PROCESS; CHS/MIS SYSTEM; AND MEDICAID, MEDICARE AND PRIVATE INSURANCE ELIGIBILITY AND PRACTICES = 40 POINTS; (2) EXPERIENCE WITH MICROSOFT WORD AND MICROSOFT EXCEL PROGRAMS = 30 POINTS; (3) PAST EXPERIENCE WITH GOVERNMENT CONTRACT HEALTH SERVICE PROGRAM, POLICIES, AND PROCEDURES OR OTHER RELATED EXPERIENCE WITH ADMINISTRATIVE ASSISTANT DUTIES (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 two 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 = 30 POINTS. 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, 52.204-9, 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, 52.227-14, 52.227-17, 52.229-3, 52.232-3, 52.232-18, 52.237-2, 52.237-3, 52.242-15, 52.242-17, 52.245-1, 52.249-12, 352.201-70, 352.202-1, 352-215-1, 352.215-70, 352.203-70, 352.222-70, 352.223-70, 352.224-70, 352.227-70, 352.231-71, 352.237-70, 352.237-71, 352.237-72, 352.239-73, 352.242-71, 352.242-72, 352.242-73, 352.270-2, 352.270-3. The following FAR clauses cited in 52.212-5 are applicable to the acquisition: 52.203-6 with Alternate I, 52.219-8, 52.219-28, 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 https://www.acquisition.gov/ and http://ecfr.gpoaccess.gov/cgi/t/text/text-idx?c=ecfr&sid=84131c3e5209d116ee10e496fda0f913&tpl=/ecfrbrowse/Title48/48cfr52_main_02.tpl. CONTRACTORS INTENDING TO CONDUCT BUSINESS WITH THE FEDERAL GOVERNMENT MUST REGISTER WITH THE DEPARTMENT OF DEFENSES CENTRAL CONTRACTOR REGISTRATION (CCR) DATABASE. THE CCR IS THE PRIMARY GOVERNMENT REPOSITORY, WHICH RETAINS INFORMATION ON GOVERNMENT CONTRACTORS. YOU MAY REGISTER VIA THE INTERNET AT HTTPS://WWW.BPN.GOV/CCR/DEFAULT.ASPX OR BY CALLING (888) 227-2423. 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 copy of a Certificate of Degree of Indian Blood (CDIB) and a completed copy of FAR 52.212-3 with its offer. 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 June 18, 2010. The offer must be submitted in a sealed envelope, addressed to this office, showing the time specified for receipt, the solicitation number, and your name and address. Offers will also be accepted by e-mail at Rita.Langager@ihs.gov or by fax at (406) 247-7108. ACCEPTANCE PERIOD: Your proposal must stipulate that it is predicated upon all the terms and conditions of this RFQ. In addition, it must contain a statement to the effect that it is firm for a period of at least 90 days from the date of receipt by the Government.
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R -- TWO CONTRACT HEALTH SERVICE TECHNICIANS - FAR provision 52.212-3