509th Contracting Squadron, 850 Arnold Ave, Site 2, Whiteman AFB, MO 65305-5054

R -- THIRD PARTY COLLECTION SERVICES SOL F23606 98R0091 DUE 072198 POC Contact Angie Wilde, 660-687-5425/George Cromer, 660-687-5399 E-MAIL: Click here to contact the contract administrator., sollgcv@whiteman.af.mil. This is a combined synopsis and solicitation for commercial items (non-personal services), 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; proposals are being requested and a written solicitation will not be issued. This solicitation is being issued as a Request for Proposal (RFP). Submit written offers (no oral ones), on RFP F23606 98R0091. All Statement of Work and Evaluation Factor requirements must be met as they appear in this notice. This procurement is set-aside for small business. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-04 and Defense Acquisition Circular 91-13. Standard Industrial Code 6411 applies to this procurement. Period of performance is a base year to run from 01 October 1998 to 30 September 1999, and two option years, if exercised, to run from 01 October 1999 to 30 September 2000, and 01 October 2000 to 30 September 2001. FOB Destination for delivery to Whiteman Clinic, 331 Sijan Avenue, Whiteman AFB MO 65305-5054. Statement of Work (SOW) for THIRD PARTY COLLECTION (TPC) SERVICES. The contractor will provide all labor services necessary to effect timely and efficient TPCs as well as train onsite government employees. Services are to be provided Monday through Friday with normal duty hours of 7:30 am to 4:30 PM. Normal federal holidays will be observed. 1.0 Claims Clerk: (a) Must be proficient in Composite Health Care System (CHCS) and Third Party Outpatient Collection System New Generation (TPOCS-NG) data entry and insurance processing requirements, and Automated Data Sheet (ADS) processing. (b) Provide hands-on training for outpatient claims processing to include all aspects of information gathering, clinic-specific diagnosis and procedure coding, data entry, claim editing and follow-up, posting payments and adjustments, closing accounts, and reporting. (c) Train medical staff as needed on billing and collection procedures of various individual insurance companies, as well as federal, state, and local insurance regulations. (d) Continue public relations activities in each clinic to facilitate the Third Party Collection Program (TPCP) and ensure continued success of the collection program. 2.0 Contract Manager/Supervisor: (a) Must be proficient in CHCS, Ambulatory Data System (ADS) and TPOCS-NG date entry, insurance processing, and reporting requirements: fulfill role of TPOCS-NG system administrator and act as consultant to clinics on appropriateness of ADS "bubble sheet" coding templates. (b) Must be proficient in current federal, state, and local insurance regulations. (c) Must be proficient in medical terminology, anatomy and physiology, current diagnosis and procedure coding (to include International Classification of Disease 9th Revision (ICD-9), Common Procedural Terminology (CPT), and Ambulatory Procedure Group. (d) Review annual projection and maintain the optimal collection rate of the third party accounts. (e) Ensure 100% claim processing rate of all billable, coded patient encounters. This should be verified using monthly audits. (f) Ensure proficiency of all government claims clerks is achieved through a training program that includes each of the skills listed above. (g) Continue established third party collection education and training programs for Whiteman Clinic providers and support staff. (h) The contract manager/supervisor will work with and accept direction within the scope of the contract for the program from the established military/civilian supervisor of the Medical Resource Management office of which the Third Party Collection Program is a part. (i) Must ensure adequate follow-up on all claims considered delinquent and their proper referral to the Staff Judge Advocate (SJA) as required. 3.0 Contractor: (a) The contractor shall ensure all applicable Joint Commission on Accreditation of Healthcare Organizations (JCAHO) and Health Services Inspection (HSI) standards shall be met during the performance of this contract. (b) The contractor will ensure sufficient contractor claims clerks are available for workload. The provisions at FAR 52.212-1, Instructions to Offerors Commercial Items, apply to this acquisition. The provisions at FAR 52.212-2, Evaluation Commercial Items, apply to this solicitation. Award will be made on the basis of the lowest price technically acceptable offer. Proposed costs will be evaluated to determine if any costs are unrealistically high or low in relation to the government's independent cost estimate and the offeror's technical/management approach. The following four (4) technical evaluation factors will be used to evaluate proposals received; they are of equal importance. FACTOR 1: ACKNOWLDGEMENT AND UNDERSTANDING OF THE STATEMENT OF WORK (SOW). Required: (a) Explain in detail how the requirements of the SOW will be satisfied. Description should include the offeror's understanding of the following management approach to the executive/application of that understanding: (i) Projected capability to provide TPOCS operations and training for TPC clerks; (ii) Phase-in procedures to include identifying and disposing of existing backlog; (iii) Rendering required reports and audits; and (iv) Understanding the overall mission of the TPC program. Required: (b) A functional quality control plan explaining practices that will assure services and training required by the SOW are performed and provided in a manner which satisfies the SOW requirements. Required: (c) The offeror shall provide a detailed contingency plan along with explanations as to how coverage can be provided during emergencies or during labor problems. FACTOR 2: CAPACITY TO MEET SOW REQUIREMENTS. Required: (a) The offeror shall provide evidence of the ability to obtain necessary personnel, supervision, and a training program. Required: (b) The offeror shall submit a well-defined manning chart with explanations of how daily coverage will be provided. FACTOR 3: CONTRACTOR'S PROFESSIONAL EXPERIENCE. Required: The offeror shall provide evidence outlining experience in the services as described in this solicitation. This experience can be both commercial and/or government. The outline is to list past and present contracts (for the last ten (10) years) by contract number, address and point of contact, number of year's experience, and dollar value of each contract. FACTOR 4: ORGANIZATIONAL AND PERSONNEL QUALIFICATIONS. Required: (a) The offeror shall provide a well-defined organization structure chart reflecting lines of management, and supervisory responsibilities, functions and labor categories (position titles). Required: (b) The offeror shall employ only qualified personnel by submission of resumes and copies of credentials. The offeror shall provide evidence showing a contract manager possessing administrative knowledge and experience as a supervisor in a same or similar type requirement. Required: (c) The offeror shall state the extent of authority and role of the contract manager and any otherposition of authority. Required: (d) The offeror shall describe the methods and provide examples of how the firm documents the experience and competence of TPC clerks. Required: (e) The offeror shall provide evidence of ability to plan, control, and integrate personnel necessary for successful contract performance. Offeror's are cautioned that their technical must not exceed 30 typed (12-pitch) pages. There is no special format for the technical proposal; however, it should be assembled in an orderly manner, which can be easily followed. Addendum to 52.212-2. The offeror agrees to hold the prices in its offer firm for 90 calendar days from the date specified for receipt of offers. The clause at 52.212-3, Offeror Representations and Certifications Commercial Items, applies to this solicitation and the offeror must include a completed copy of this provision with their proposal. The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items, appliesto this solicitation. Specifically, the following clauses cited are applicable to this solicitation: (b)(6) FAR 52.222-26, Equal Opportunity; (b)(7) FAR 52.222-35, Affirmative Action for Disabled Veterans and Veterans of the Vietnam Era; (b)(8) FAR 52.222-36, Affirmative Action for Handicapped Workers; (b)(9) FAR 52.222-37, Employment Reports on Disabled Veterans and Veterans of the Vietnam Era; (c)(1) FAR 52.222-41, Service Contract Act of 1965, as amended. U.S. Department of Labor Wage Determination 94-2307 revision 11 (06-30-97) is applicable to this requirement. (c)(2) FAR 52.222-42, Statement of Equivalent Rates for Federal Hires. Equivalent positions would be as follows: Third Party Collection Manager ($12.49/hr) and Third Party Collection Clerk ($10.09/hr). The clause at DFARS 252.212-7001, Contract Terms and Conditions Required to Implement Statutes or Executive Orders applicable to Defense Acquisition of Commercial Items, applies to this solicitation. Specifically the following clauses cited are applicable to this solicitation: DFARS 252.225-7001, Buy American Act and Balance of Payment Program. 52.212-4, Contract Terms and Conditions, applies to this solicitation. Addenda to 52.212-4: The following additional clauses apply to this solicitation: 52.224-2 Privacy Act; 52.217-8, Option to Extend Services; 52.217-9, Option to Extend the Term of the Contract, for the purposes of this clause the blanks are completed as follows: (a) within 30 days, (c) not to exceed 3 years, 6 months; 52.225-11, Restrictions on Certain Foreign Purchases; 52.232-18, Availability of Funds, 52.228-5, Insurance Work on a Government Installation; 52.237-2, Protection of Government Buildings, Equipment, and Vegetation; and 252.223-7006, Prohibition on Storage and Disposal of Toxic and Hazardous Materials. The following provisions apply to this solicitation: 52.252-5, Authorized Deviations in Provisions; 252.204-7001, Commercial and Government Entity (cage) Code Reporting, 52.252-1, Solicitation Provision Incorporated by Reference; 52.237-1, Site Visit; 252.225-7000, Buy American Act Balance of Payments Program Certificate; and 252.204-7004, Required Central Contractor Registration. The above Provisions and Clauses may be obtained via the Internet at http://farsite.hill.af.mil. All proposals must be mailed to POC Angie Wilde at 509 CONS/LGCV, 850 Arnold Avenue, Site 2, Whiteman AFB MO 65305-5054. Offerors must submit a monthly price and total amount for the base year and a monthly price and total amount for each option year. Proposals are required not later than 4:00 PM CST, 21 July 1998. (0173)

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