SOURCES SOUGHT
70 -- Computer implemented invoice reconciliation services.
- Notice Date
- 6/21/2013
- Notice Type
- Sources Sought
- NAICS
- 541219
— Other Accounting Services
- Contracting Office
- MICC Center - Fort Knox, Directorate of Contracting, Building 1109B, Fort Knox, KY 40121-5000
- ZIP Code
- 40121-5000
- Solicitation Number
- W9124D-13-Q-5613
- Response Due
- 7/10/2013
- Archive Date
- 8/20/2013
- Point of Contact
- DOROTHY MCCORMICK, 502-624-8264
- E-Mail Address
-
MICC Center - Fort Knox
(dorothy.r.mccormick.civ@mail.mil)
- Small Business Set-Aside
- N/A
- Description
- The Fort Knox Mission and Installation Contracting Command is conducting market research for the following requirement: Invoice reconciliation services for the US Military Entrance Processing Command located at HQ USMEPCOM, Chicago, IL during the base period 1August 2013 or date of award, through 31 July 2014, with (2) one-year option period. Services include, but are not limited to: 1. DESCRIPTION OF WORK: 1.1. The contractor shall provide a computer-implemented method for auditing an invoice that includes charges for services provided by a service provider. 1.2. The software shall be able to import an invoice in excel format provided by the designated government representative. The invoice shall be identified as the monthly billing detail. 1.2.1. The monthly billing detail may contain the following information: Battalion Number Name of the MEPS Invoice Number Invoice Date CLIN(s) Type of Specialty Consultation Performed Medical Testing and or Laboratory Service(s) Performed Quantity Unit Price Invoice Total Amount Date Service Requested From MEPS Date Service Appointment Scheduled Date Service Received ICD 9 Code CPT(s) Applicant Name (Last Name, First, MI) Last four of the Social Security Number (SSN) Gender Age Applicant Component/Service Provider Name Visited Provider NPI Number Location of Consult No Show Cost 1.2.2. The application shall give the designated government representative the ability to verify that all transactions are accurate and current by reconciling on a routine basis. The contractor shall propose a way to perform: 1.2.2.1 Importing of an invoice in excel format. 1.2.2.2. Exception processing, e.g., duplications, mismatches, or incomplete order information. 1.2.2.3. Reconciliation between imported invoice and order information. The system shall immediately alert the designated government representative if the dollar discrepancy falls outside your user-defined tolerances. Reconciliation may occur with single or multiple item invoices. 1.2.2.4. Reporting. The contractor shall provide the ability to create standard and ad hoc reports. 1.2.2.4.1. The contractor shall provide a dashboard that summaries the status of reconciliation, exceptions and imported data. The dashboard shall have the ability to gather the following data elements herein title monthly summary. Invoice Number Invoice Date Contract Line Item Number (CLIN) Type of Specialty Consultation Performed Quantity Unit Price Invoice Total Amount 1.2.2.5. Archiving - The contractor shall provide the ability to archive government information and retain the information for a minimum of seven years. Additionally, a system as a service data escrow agreement will be in place for the benefit of the government though out the period of this contract and an additional seven years. Archived data shall be available 24 hours a day. 1.2.3. The contractor's application shall have the ability to verify that all transactions are accurate and current by reconciling on a routine or monthly basis. Verification shall occur between services requested and imported monthly detail invoice. Services requested will usually reconcile with a subset of related acceptable current procedural terminology (CPT) codes. Exceptions should be highlighted and identifiable via reports. The correlation of services requested to the subset of acceptable CPT codes should be modifiable (meaning acceptable CPT codes can be added or removed from each requested service category). 1.2.4. The designated government representative will monitor and assess contractor performance by periodically sampling and reviewing accounting documentation and records for adequacy software and application. The designated government representative will inform the contractor of any problems as they arise. Issues shall be resolved with 99 percent accuracy within three business days after initiating the issue. 1.2.4.1. The contractor shall establish and maintain complete and accurate files of all transactions and documents processed under the accounts maintenance operation. Contractor records shall be 98 percent accurate. 1.2.4.2. The contractor shall establish electronic logs of all transactions which accurately identify the transaction and when it occurred. This data will be used as a basis for tracking transactions, quantifying workload and measuring the timeliness of performance. 1.2.5. The contractor shall ensure that documentation is current and provides an auditable record of all transactions consistent accounting standards. The contractor shall also ensure the safe record keeping and prompt filing of all documentation in accordance with all Federal laws, regulations, policies and procedures governing the maintenance of records. Documentation maintained by the contractor shall constitute the government's official records unless an exception has been authorized. The records shall be safeguarded against tampering or destruction and shall be accessible to authorized government personnel. 1.3. The software shall be able to import a cost list for each type of specialty consultation performed. This cost must be configurable to change with each fiscal year or as necessary. 1.4. The software shall be able to import a cost list for each medical testing and or laboratory service(s) performed. This cost is currently derived from Medicare Part B rates, based on the location of service/provider. This cost must be configurable to change with each fiscal year or as necessary. This cost list could be loaded into the system by either computer download or line item entry. 2. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES: The contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract. 2.1. MATERIALS. The contractor shall not provide any materials under this contract. 2.2. EQUIPMENT. The contractor shall not provide any equipment under this contract. 2.3. CONTRACTOR RESPONSIBILITIES. The contractor shall provide a WEB based total medical reconciliation system for auditing of an invoice from a specialty physician consultation and medical testing and laboratory services contract. 2.3.1. The system shall be hosted as a software service (website) accessed via an internet connected thin client device (government furnished equipment) using Windows Internet Explorer 9 (or current authorized web browser of USMEPCOM). 2.3.2. The system shall require no hardware, no software, and no initial installation on the part of the government other the internet connected thin client device and web browsers above. 2.3.3. The system will be operated from a static IP address, the IP address will not be changed unless prior written notice is provided two weeks in advance which identifies the new IP address and the date/time of implementation (this is necessary to ensure white listing of the IP address with DoD resources). 2.3.4. The contractor and system shall comply with DODI 8500.2 (February 6, 2003) or superseding issuances for a DOD unclassified system. Compliance will be for a Mission Assurance Category of quote mark MAC II, Sensitive quote mark and a quote mark Medium quote mark Confidentiality Level; of specific importance see table E4.T2 and Table E4.T3 to identify the specific Information Assurance (IA) controls. Table E4.T2 identifies attachment A2 (70 IA controls) and attachment A5 (34 IA controls) as required. The contractor shall implement and comply with these MAC II Sensitive IA Controls. 2.3.5. The contractor shall perform and document their own IA validation audit of the DODI 8500.2 MAC II Sensitive Controls and make this document and necessary supporting documents available to the designated government representative 10 days prior to the commencement of this contract. 2.3.6 The contractor shall fully participate and make available necessary documents and systems so that the DOD may perform their own audit as determined by the designated government representative. 2.3.7. The contractor shall comply with DODI 8520.02 Public Key Infrastructure (PKI) and Public Key (PK) (May 24, 2011) or superseding issuances. Compliance will be as a DOD mission partner; all PK/PKI certificates will be obtained from the DoD External Certification Authority (ECA) program (http://iase.disa.mil/pki/eca/index.html) or a DoD-approved PKI, 2.3.8. The Contractor system shall encrypt all data at rest (ECCR-1). 2.3.9. If mobile code is utilized in the contractor system, DoD-issued code-signing certificates will be used in accordance with DODI 8522.01 Use of Mobile Code Technologies in DoD Information Systems (October 23, 2006) or superseding issuances. 2.3.10. The system shall be instantly available and accessible 24-hours a day. The application shall ensure that all aspects of the system are available at all times. The system shall not be inaccessible more than 3 times per month for a duration of 2 hours per occurrence. 2.3.11. The system shall be configured to receive information related to an invoice from a non-personal services contract that performs specialty physician consultations and medical testing and laboratory services as required by each Military Entrance Processing Stations (MEPS). Invoices may be from multiple vendors. 2.3.12. The information related to the invoice includes services charged on the invoice: an amount to which the current contract repriced the service; an identifier of the invoice; a CPT code; an identifier of a service provider that provided the service; and an amount paid by the contractor to the service provider for the service. 2.3.13. The WEB based solution shall be configurable and scalable to accomplish our overall reconciliation functions. 2.3.14. The contractor shall have the ability to provide online documentation repository stores and the ability to protect all attachments associated with invoice documentation. 2.3.15. Duplication or disclosure of the data and other information to which the contractor will have access as a result of this contract is prohibited. The terms quote mark contractor quote mark and quote mark contract employee quote mark in this clause include all entities and individuals that will perform under this contract, including the contractor, team member, subcontractor, consultant, and/or independent contractor. It is understood that throughout performance of this contract, the contractor shall have access to confidential data which is either the sole property of the government or is the sole property of other than the contracting parties. The contractor agrees to maintain the confidentiality of all data to which access may be gained throughout contract performance. The contractor may be held responsible for any violations of confidentiality. Any disclosure of information shall be considered failure to perform under the terms of this contract. 2.3.16. The contractor shall maintain a plan outlining their physical access controls. The plan shall indicate where backup information is maintained, intrusion detection safeguards and penetration testing. The plan shall be provided to the designated government representative 10 days prior to contract start date. 2.3.17. The contractor shall notify the designated government representative immediately upon identification of a system problem, intrusion detection, attempted intrusion detection, non-compliance with DoDI 8520.02, Public Key Infrastructure (PKI) and Public Key (PK) Enabling, non-compliance with HIPAA standards, data loss or data leakage. The contractor shall not delay notification to gather more information. 2.3.18. Communication over the internet shall be protected by Secure Sockets Layer (SSL) / Transport Layer Security (TLS) encryption. 2.3.18.1. The contractor shall provide data security consistent with DoDI 8500.02 for MAC II Sensitive, DoDI 8520.02 and HIPPA standards. 2.3.18.2. The contractor shall provide user login authentication via DoD PKI CAC and/or usernames and user passwords. Passwords shall have the capability to be changed at any time. 2.3.18.3 The contractor shall provide Active Intrusion Detection. 2.3.18.5. The contractor shall provide access logs detailing user name, date/time, data accessed monthly and at the request of the designated government representative. 2.3.19. All contractor servers shall run virus protection software. Virus definition files shall be updated immediately and all operating system patches shall be applied as they become available by industry. 2.3.20. The contractor shall have a manager available to ensure the application is configured to meet reconciliation requirements. The manager shall be responsible to provide all training that may be necessary. The manager shall be available during the hours of 0800-1600 CST to answer any questions or issues with the application. Contractor manager shall respond to government inquiries as soon as possible, but no later than one business day after the request. 3. DEFINITIONS AND ACRONYMS: 3.1. DEFINITIONS: 3.1.1. CONTRACTOR. The term as used in this contract refers to the prime. 3.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government. 3.1.3. DESIGNATED GOVERNMENT REPRESENTATIVE. An employee of the U.S. Government designated by the activity to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. 3.1.4. PHYSICAL SECURITY. Actions that prevent the loss or damage of government property. 3.1.5. QUALITY ASSURANCE. The government procedures to verify that services being performed by the contractor are performed according to acceptable standards. 3.1.6. QUALITY CONTROL. All necessary measures taken by the contractor to assure that the quality of an end product or service shall meet contract requirements. 3.1.7. SUBCONTRACTOR. One that enters into a subcontract and assumes some of the obligations of the primary contractor. 3.1.8. WORK DAY. The number of hours per day the contractor provides services. 3.1.9. WORK WEEK. Is defined as Monday through Sunday (dependent on workload and mobilization requirements). 3.1.10. FEDERAL HOLIDAYS. The U.S. Government observes the below listed days as holidays: New Year's Day Martin Luther King's Birthday President's Day Memorial Day Independence Day Labor Day Columbus Day Veteran's Day Thanksgiving Day Christmas Day 3.2. ACRONYMS: List all acronyms used in the PWS and what they represent. AcorAlternate Contracting Officer's Representative ARArmy Regulation ATAntiterrorism ATCTSArmy Training Certification Tracking System CACCommon Access Card CDR Contract Discrepancy Report CLINContract Line Item Number CMO Chief Medical Officer CONUSContinental United States (excludes Alaska and Hawaii) COTRContracting Officer's Technical Representative COTSCommercial Off the Shelf CPTCurrent Procedural Terminology DADepartment of the Army DODDepartment of Defense DODDDepartment of Defense Directive DODIDepartment of Defense Instruction FPCONForce Protection Condition HIPAAHealth Insurance Portability and Accountability Act of 1996 IAWIn Accordance With KOContracting Officer (the only person that can obligate the government and approve modifications to the contract) MEDCOMU.S. Army Medical Command MEPSMilitary Entrance Processing Station OPSECOperations Security PKPublic Key PKIPublic Key Infrastructure POCPoint of Contact PWSPerformance Work Statement QAQuality Assurance QAPQuality Assurance Program QASPQuality Assurance Surveillance Plan QCQuality Control QCPQuality Control Program SSLSecure Socket Layer USMEPCOM United States Military Entrance Processing Command 3.3. The contractor shall only conduct business with designated government personnel listed as points of contact (POCs). Names of authorized personnel shall be provided to the contractor by the government, in writing, and updated as necessary throughout the contract period. 3.4. Government records, copies of original results and reports, verified original data, corrected data, and corrected supporting final reports are maintained by the contractor, but remain the property of the government. These files/results must be surrendered to the designated government representative. 3.5. For purposes of estimating the volume of work annually, the designated government representative estimates that the contractor shall process 12 monthly detail reports containing approximately 6,000 line items each. 3.6. PHASE IN PERIOD. To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the contractor shall become familiar with requirements in order to commence full performance of services on the contract start date. 4. Contractor Manpower Reporting (CMR): The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the US Military Entrance Processing Command (MEPS) via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/, and then click on quote mark Department of the Army CMRA quote mark or the icon of the DoD organization that is receiving or benefitting from the contracted services. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk by clicking on quote mark Send an email quote mark which is located under the Help Resources ribbon on the right side of the login page of the applicable Service/Component's CMR website. 5. APPLICABLE REGULATIONS AND MANUALS: (Current Editions) The Contractor and Contractor system shall comply with the items listed in this section: DoDI 8520.02, Public Key Infrastructure (PKI) and Public Key (PK) Enabling DoDI 8500.2 Information (IA) Implementation DoDI 8500.01E Information Assurance (IA) DoDI 8580.1 Information Assurance (IA) in the Defense Acquisition System FISMA Federal Information Security Management Act of 2002 Appendix III to OMB Circular No. A-130 Army Regulation 25-2 FIPS 201-1 FIPS 140-2 The appropriate NAICS code is 541211/541219 with a size standard of $19,000,000.00. This synopsis is not a request for proposal. It is a market research tool being used to determine procurement strategy. Appropriate procurement strategy will be determined after consideration of industry response to this sources sought synopsis. The government is not obligated to, and will not, pay for any information received from potential sources as a result of this synopsis. NOTE: For any acquisition set-aside for small business, Federal Acquisition Regulation (FAR) 52.219-14, Limitations on Subcontracting, will apply and will require the prime contractor to self-perform at least 50 percent of the labor with its own employees. Prime contractors cannot subcontract the entire effort. Again, this applies only to small business set-asides. Responses to this announcement must be received no later than 3:00 P.M. on Monday, July 10, 2013. Response should be emailed to Dorothy McCormick, dorothy.r.mccormick.civ@mail.mil. Responses shall include the following: 1. Company name and address; 2. A statement of interest that meets all the requirements listed above; 3. A synopsis of the contractor's capabilities; 4. Company size: small or large, HUB Zone, 8(a), SDB, Woman-owned, Service disabled veteran-owned; 5. Statement confirming the requirements of FAR 52.219-14 will be met should this acquisition be set-aside for small business (if applicable); 6. Contact information, to include name, e-mail address, phone number, and fax number;
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/notices/3a8e636ce0fc3dfc1510e6b0c771f22a)
- Place of Performance
- Address: HQ USMEPCOM 2834 Green Bay Road North Chacigo IL
- Zip Code: 60064-3094
- Zip Code: 60064-3094
- Record
- SN03096588-W 20130623/130621234834-3a8e636ce0fc3dfc1510e6b0c771f22a (fbodaily.com)
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