7th Contracting Squadron, 381 Third Street, Dyess AFB, TX 79607-1581

R -- THIRD PARTY COLLECTIONS FOR HOSPITAL SOL F41652-98-Q5556 DUE 082098 POC A1C Bryan P. Ewing, Contracting Administrator, 915 696 2362; Mr. Peter F. Eckdahl, Contracting Officer, 9156962353 E-MAIL: Bryan P. Ewing, Bryan.Ewing@dyess.af.mil. I. Description: This is a combined synopsis/solicitation for commercial items 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; bids are being requested and a written solicitation will not be issued. II. Request for quotation, solicitation # F41652-98-Q5556. III. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-014. IV. This is a small business set-aside procurement under SIC 6411 Insurance Agents, Brokers, and Services. V. There are five contract line items (CLIN). Bids are to be provided in the following format in accordance with (IAW) the Statement of Work (SOW). CLIN 0001 IAW SOW, FY 01 Oct 98 to 30 Sep 99 (Base Year) Total Amount for Collection Services for entire year ________. CLIN 1001 IAW SOW, FY 01 Oct 99 to 30 Sep 2000 (Option Year One) Total Amount for Collection Services for entire year _______. CLIN 1002 IAW SOW, FY 01 Oct 2000 to 30 Sep 2001(Option Year Two) Total Amount for Collection Services for entire year ______. CLIN 1003 IAW SOW, FY 01 Oct 2001 to 30 Sep 2002 (Option Year Three) Total Amount for Collection Services for entire year _______. CLIN 1004 IAW SOW, FY 01 Oct 2002 to 30 Sep 2003 (Option Year Four) Total Amount for Collection Services for entire year _______. Total Amount for Base Year and all Options ______. Bids shall be received by 3:00 p.m. CDT, August 19, 1998. Award will be made based on lowest bid. VI. Description: 1. GENERAL: This Statement of Work (SOW) defines the procurement requirements for a vendor to provide Third Party Collection Services for Dyess AFB Hospital in the vicinity of Abilene Texas. 2. PROCUREMENT DESCRIPTION: The SOW for all five CLIN numbers is the same. The estimated amount of claims to be processed for FY99 (the base year) will be: Outpatient Claims-4,300 ($375,00 billable and $250,000 collectable), and Inpatient Claims 50 ($125,000 billable and $250,000 collectable). The estimated amount of claims to be processed for FY00, FY01, FY02, and FY03 will be: Outpatient Claims-4,300 ($375,000 billable and $250,000 collectable), and Inpatient Claims will be $0. 3.SCOPE: The contractor will provide all labor services necessary to effect timely and efficient TPCs. Services are to be provided Monday through Friday with operating hours of 7:30 AM to 4:30 PM. 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 and update staff and work center personnel on billing and collection procedures of various individual insurance companies, as well as federal, state, and local insurance regulations. (d) Maintain public relations and working relationships in each clinic to facilitate the TPCP and ensure continuity and continued success of the existing 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 claims clerks is achieved through a thorough training program that includes each of the skills listed above. (g) Continue established third party collection education and training programs for the following clinics and providers/support staff: Family Practice -- 33, Pediatrics -- 9, Extended Care Clinic -- 12, Mental Health Clinic -- 6, Physical Therapy Clinic -- 4, OB/GYN Clinic -- 10, Internal Medicine Clinic -- 4, Flight Medicine -- 20, Optometry -- 4, and Immunizations -- 2. (h) The contract manager/supervisor will coordinate with the established military/civilian supervisor of the Medical Resource Management office of which the Third Party Collection Program is part of. (i) Must ensure adequate follow-up on all claims considered delinquent and their proper referral to the Staff Judge Advocate (SJA) 7BW/JA 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 involved. 4.0 Government Furnished Property: (a) Office space and furniture will be provided by the government. (b) All office supplies to perform billing tasks, including computer supplies and reference materials (ICD-9 and CPT-4). (c) 2 Composite Health Care System computers, 2 Third Party Outpatient Collection System computers, and 1 PC with Office 97 and Internet capability. (d) Voice and FAX telephones with DSN and civilian lines will be made available. (e) Postage will be provided by using the government mail system. (f) Name badges will be provided by the 7th Medical Group/Dyess AFB for security purposes. 5.0 Dress and Appearance: The Third Party Collection office is in a professional setting and dress will be clean, professional clothing. 6.0 Safety: All civilian employees working in the hospital must follow OSHA, EPA, and JCAHO requirements (i.e.. immunizations and basic life support training -- government furnished). VII. Required date of performance begins on 01 Oct 98 or date of award whichever is later. Place of performance is stated in SOW above. VIII. Solicitation provision at FAR 52.212-1, Instructions to Offerors -- Commercial Items (Oct 1995) is hereby incorporated by reference. Offerors are reminded to submit bid proposals as five separate line items, number 1 as the base year and numbers 2 through 5 as options. IX. Solicitation provision at FAR 52.212-2, Evaluation -- Commercial Items (Oct 1995) is hereby incorporated by reference. X. Offerors are reminded to include a completed copy of the provision at 52.212-3, offeror Representations and Certifications -- Commercial Items (JAN 1997 and 252.212-7000, offeror Representations and Certifications -- Commercial Items (NOV 1995) with its offer. Contact our point of contact for full text if necessary. Offerors are also reminded to comply with 252.204-7004 Required Central Contractor Registration Mar 1998. Lack of registration in the CCR database will make an offeror ineligible for award. Offerors may register by calling 1-888-227-2423, or via the Internet at http://ccr.edi.disa.mil. XI. Clause 52.212-4, Contract terms and conditions -- Commercial Items (MAY 1997), is hereby incorporated by reference. XII. Clause 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items (AUG 1996), is hereby incorporated by reference. The following paragraphs apply to this solicitation and any resultant contract, 52.222-41 Service Contract Act, 52.222-43 Fair Labor Standards Act Service Contract Act-Price Adjustment, 52.217-8 Option to Extend Services Aug 1998, 52.217-9 Option to Extend the Term of the Contract Mar 1998, 52.246-4 Inspection of Services, 252.232-7009 Payment by Electronic Funds Transfer (CCR) Jun 1998, DFAR 252.204-7004 Required Central Contractor Registration. (Mar. 1998) XIII. Additional Contract Terms and Conditions applicable to this procurement are: Clause 252.212-7001, Contract Terms and Conditions required to Implement Statutes or Executive Orders applicable to Defense Acquisitions of Commercial Items (FEB 1997), is hereby incorporated by reference. The following paragraph apply to this solicitation and any resultant contract 252.247-7023, 252.219-7006, 252.225-7001, 252.225-7012, 252.227-7015, 252.227-7037,252.247-7024, 252.242-7003, and 252.243-7001. Additional Defense Federal Acquisition Regulation Supplement (DFARS) Clauses 252.225-7002, Qualifying Country Sources as Subcontractors (DEC 1991) and 252.225-7003, Information for Duty Free Evaluation (AUG 1992). XIV. The Defense Priorities and Allocations Systems (DPAS) assigned rating for this procurement is unrated. XV. Commerce Business Daily note number 1 applies. XVI. Signed and datedoffers shall be submitted to 7th Contracting Squadron, 381Third Street, Dyess AFB 79607-1581, ATTN: Bryan P. Ewing not later then 3:00 p.m. CDT 13 Aug 1998. XVII. Contact A1C Bryan P. Ewing at 915 696-2362 email Bryan.Ewing@dyess.af.mil or Mr. Peter Eckdahl at 915 696-2353 email Peter.Eckdahl@dyess.af.mil for additional information. CITE: (W-209 SN229513) Posted 08/06/98 (W-SN233739). (0218)

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