Q -- PODIATRY SERVICES - WIND RIVER

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, FAR Part 12, Acquisition of Commercial Items (Title VIII of the Federal Acquisition Streamlining Act of 1994 (Public Law 103-355)), and FAR Subpart 37.4, Non-Personal Health Care Services (10 U.S.C. 2304 and 41 U.S.C. 253. 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 firm fixed-price performance based commercial item contract in response to Request for Quotation (RFQ) 10-05-022-BAC to acquire Podiatry Services for the Wind River Service Unit located on the Wind River Indian Reservation, Ft. Washakie, Wyoming. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2001-26. The associated North American Industry Classification System code is 621391 and the small business size standard is $8.5 million. PRICE SCHEDULE: Offers should be submitted for the BASE YEAR: 48 Clinics @ $________ per Clinic = $__________; OPTION YEAR ONE: 48 Clinics @ $________ per Clinic = $__________; OPTION YEAR TWO: 48 Clinics @ $________ per Clinic = $__________; OPTION YEAR THREE: 48 Clinics @ $________ per Clinic = $__________; OPTION YEAR FOUR: 48 Clinics @ $________ per Clinic = $__________. Clinics will be scheduled four days per month between the hours of 8:00am and 4:45pm at the Ft. Washakie and Arapahoe Clinics. The proposal must be inclusive of transportation, food, and lodging. This procurement is a non-personal health care service contract, as defined in FAR 37.101, under which the Contractor is an independent contractor. The Government may evaluate the quality of professional and administrative services provided, but retains no control over the medical and professional aspects of services rendered (e.g., professional judgments, diagnosis for specific medical treatment). The Contractor shall indemnify the Government for any liability producing acts or omissions by the Contractor, its employees and agents occurring during contract performance. The Contractor shall maintain medical liability insurance, which is not less than the amount normally prevailing within the local community for the medical specialty concerned. The Contractor is required to ensure that its subcontracts for provisions of health care services contain the requirements of the clause at 52.237-7, including the maintenance of medical liability insurance. MAJOR DUTIES: Will provide podiatry services in general clinic. The contractor shall provide on-site services for a podiatry clinic to outpatients scheduled by the Government physicians/ providers at the Wind River Service Unit. The contractor shall visit the Fort Washakie Health Center, Fort Washakie, Wyoming, two days per month between the hours of 8:00 am and 4:45 pm and the Arapahoe Health Center, Arapahoe, Wyoming two days per month between the hours of 8:00 am and 4:45 pm. During each clinic the contractor will see up to 15 patients scheduled by the staff of the Fort Washakie Health Center or Arapahoe Health Centers. The contractor shall take a history and perform an appropriate examination. The findings shall be correlated with the laboratory and x-ray findings. The contractor shall make a verbal report to a Government physician and shall further make a written consultation on the patient’s medical chart or in the Electronic Health Record. The written consultation shall include the findings, impression, and recommendations about the management. Any rescheduling of clinic days or times shall involve consultation with the Contractor by the Government, but shall be at the convenience of the Government. Notification of change must be given at least two (2) weeks prior to the date of change. The Contractor shall be available for consultation by telephone and shall give recommendations to the Government physicians about management of patients seen between clinics, at no charge to the Government. The Contractor shall accept transfer for patients to his care at his private office or at a local contact hospital by formal written referral from a Government physician. In the event that an emergency admission of an eligible person occurs in a local contract hospital, and that the Contractor is responsible for the care of the patient, the preferred procedure is telephone notification and request for the authorization by an IHS physician. Such a request may be made after the admission by calling the IHS physician on call or the Service Unit Director. In such an emergency admission, failure to notify the Wind River Service Unit within 72 hours removes the obligation of the Indian Health Service to participate in the responsibility for payment. While the primary responsibility for notification is with the patient or the patient’s family, notification by the contractor or the hospital may often avert difficulties. Referral from one hospital to another requires the prior approval by an IHS physician. Initial oral permission is followed by written authorization by the IHS Physician. Laboratory and other diagnostic tests including x-ray examinations shall be made in one of the Indian Health Service Centers whenever possible. The Contractor will order these tests elsewhere when they are not available at the Indian Health Centers or when the patient is an inpatient at another facility under the care of the contractor. Authorization shall be obtained from the referring IHS physician before tests are scheduled. It shall be required that the Contractor’s private office and the hospital the Contractor utilizes for inpatient procedures be no farther than 60 minutes driving time from Fort Washakie, Wyoming or Arapahoe, Wyoming under normal driving conditions at posted speed limits in a private vehicle. Physician fees for inpatients or outpatient office visits at another facility will be paid at Medicare rate or lower. This contractor will be required to abide by all the rules and regulations that govern the Privacy Act, the Indian Health Service, and the Department of Health and Human Services. All new employees are required to take HIPAA training within a few days after receiving their award letter, notice-to-proceed, access and annually thereafter.PERFORMANCE-BASED CONTRACTING: Performance-based contracting methods are intended to ensure that required performance quality levels are achieved and that total payment is related to the degree that services performed meet contract standards. SERVICE DELIVERY SUMMARY: 1) Performance Requirement: A) Quality of Performance. B) Shift Coverage. C) Documentation of Medical Records. D) Customer Service. 2) Performance Standard: A) Provide Podiatry Services as specified in the Statement of Work. B) As specified in the Statement of Work. C) Complete Medical Records in accordance with JCAHO requirements and requirements required by the Wind River Service Unit. D) 5 of more customer complaints. 3) Method of Surveillance: A) Peer Reviews (i.e., written evaluations and periodic conferences between the contractor, project officer, or his/her designee. B) Random Sampling by the project officer or his/her designee. C) Random Sampling by the project officer or his/her designee. D) Validated Complaints. 4) Deduction Schedule. A) 5% deduction from monthly invoice. B) 5% deduction from monthly invoice. C) 5% deduction from monthly invoice. D) 5% deduction from monthly invoice. REPORTING REQUIREMENTS: The Privacy Act of 1974 mandates that the Contractor maintain complete confidentiality of all administrative, medical and personnel records, and all other pertinent information that comes to his/her attention or knowledge. The Privacy Act carries both civil and criminal penalties for unlawful disclosure of records. Violation of such confidentiality shall be cause for adverse action. IHS shall provide training on the Freedom of Information Act and the Privacy Act. All IHS regulations and policies applicable to these Acts shall be enforced. The Contractor shall comply with IHS facility infection control and safety procedures, practices, and standards. During the performance of the contract, the Contractor shall provide for the consistent performance of patient care processes according to the standards of the Joint Commission on Accreditation of Health Care Organizations (JCAHO), who supply accreditation to the Wind River Service Unit, PHS Indian Hospital. PERIOD OF PERFORMANCE: Base year with 4 option years. GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, SUPPLIES, AND SERVICES: The Contractor will be authorized to use all areas of the facility made available to him/her. The Contractor must request clearance in order to access restricted areas of the facility, authorization must be granted and is to be used only for official business activities relating to job performance. The Contractor will be allowed to utilize copy machines, facsimile machines, libraries and telephone services and should only be utilized for official business activities relating to job performance. The Department will orientate the Contractor as to their specific duties and responsibilities. The Department will provide the Contractor with standard and specialized equipment and supplies needed for the performance and delivery of services including the use of a computer. The Department is responsible for getting the Contractor access and clearances to all pertinent ARMS; intranet; internet and computer services necessary to carry out his/her duties. The Department must provide the Contractor with direction and proper workloads, which are appropriate with the normal day-to-day operations in the Department. 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 Project Officer at the Wind River Service Unit, Ft. Washakie, Wyoming. The Contractor agrees to include the following information on each invoice: (1) Contractors name, address; (2) Contract Number; (3) Invoice number and date; (4) Cost or price; (5) Dates of Service including the number of hours worked; and (6) 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 Personnel Office. SPECIAL CONTRACT REQUIREMENTS: Contractors cannot serve as expert witnesses in any suit against the Federal Government. Many of the IHS patients receiving services may only speak a native language and/or reside on a Native American Reservation, therefore, the Contractor must demonstrate sensitivity to cross-cultural and language differences. 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 2004): (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 following factors shall be used to evaluate offers and are included in the relative order of importance: (1) The contractor must submit a current, unrestricted state license - 25 POINTS; (2) The contractor must submit a Resume or Curriculum Vitae - 25 POINTS; (3) Two letters of reference from current or past employers - 25 POINTS. (4) Describe experience treating American Indians – 25 POINTS. Award will be made on the basis of price and other factors representing the best value to the government. 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. The following FAR and Health and Human Services Acquisition Regulation (HHSAR) clauses are applicable: 52.204-4, 52.204-7, 52.212-4, 52.212-5, 52.214-31, 52.215-5, 52.217-8, 52.217-9, 52.223-5, 52.223-6, 52.224-1, 52.224-2, 52.229-3, 52.232-18, 52.237-2, 52.237-3, 52.237-7, 52.242-15, 52.242-17, 52.245-1, 52.245-2, 352.202-1, 352-215-1, 352.215-70, 352.223-70, 352.224-70, 352.232-9, 352.270-2, 352.270-3, 352.270-4, 352.270-6, and 352.270-7. The following FAR clauses cited in 52.212-5 are applicable to the acquisition: 52.203-6 with Alternate I, 52.219-8, 52.222-3, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 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 http://www.arnet.gov and http://www.hhs.gov/ogam/oam/procurement/hhsar.html. 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 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 March 18, 2005. The offer must be submitted in a sealed envelope, addressed to this office, showing the time specified for receipt, the solicitation number, and your company’s name and address. Offers will also be accepted by e-mail at [email protected] or by fax at (406) 247-7108.