SOLICITATION NOTICE
R -- CHIEF FINANCIAL MANAGEMENT CONSULTANT - FAR provision 52.212-3
- Notice Date
- 7/1/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 541611
— Administrative Management and General Management Consulting 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-10-09-040-REL
- Archive Date
- 7/31/2009
- 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
- Total Small Business
- Description
- Federal Acquisition Regulation (FAR) provision 52.212-3, Offeror Representations and Certifications - Commercial Items (JUN 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)), 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 5 U.S.C. 3109), and FAR Subpart 37.6, Performance-Based Contracting. 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, performance-based, commercial item contract in response to Request for Quotation (RFQ)-10-09-040-REL. The solicitation is restricted to 100% Small Business concerns. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-33. The associated North American Industry Classification System code is 541611 and the small business size standard is $7.0 million. PRICE SCHEDULE - CHIEF FINANCIAL MANAGEMENT CONSULTANT. Potential contractors shall propose an all inclusive hourly rate for 240 DAYS @ $____________________ per DAY = $____________________. PURPOSE OF THE CONTRACT: The purpose of the acquisition is to contract for a Chief Financial Management Consultant for the Billings Area Indian Health Service including the Billings Area Office, Blackfeet Service Unit, PHS Indian Hospital, Browning, Montana; Crow Service Unit, PHS Indian Hospital, Crow Agency, Montana; Fort Belknap Service Unit, PHS Indian Health Center, Harlem, Montana; Fort Peck Service Unit, PHS Indian Health Centers, Poplar and Wolf Point, Montana; Northern Cheyenne Service Unit, PHS Indian Health Center, Lame Deer, Montana; and the Wind River Service Unit, PHS Indian Health Centers, Arapahoe and Fort Washakie, Wyoming. BACKGROUND: The Billings Area Indian Health Service is responsible for all financial management functions which includes, but is not limited to, financial preparation, implementation, management and monitoring. CONTRACT OBJECTIVE: The primary objective is to review the financial activities, address deficiencies, spending plans, and assess potential revenue due to increased cost for contracts, and impact on quality care to the patients served. PERFORMANCE WORK STATEMENT: The Contractor shall work directly with the Area Director, Associate Directors, and the Service Unit Chief Executive Officer's (CEO's). The Contractor will serve under the direction of the Project Officer. The Contractor is responsible for planning, designing and carrying out programs, projects, studies and other duties independently. The Contractor is to review the financial activities of the Billings Area facilities, including the planning, operation, development, and monitoring of the operating budget, the capital budgets (if applicable), grants and financial management programs of the Agency; intercedes as necessary with complex issues and maintains an awareness of all on-going assignments; involving a combination of professional, technical, administrative and clerical positions. Participates with Management in the development of financial policy and controls, utilizing accounting and fund control systems to maintain proper financial balance and assures that management obtains maximum benefit from financial resources; develops controls to ensure compliance with the Internal Controls; identify problem areas and recommend corrective actions as required. The Contractor shall develop and revise financial and fiscal policies, plans, procedures, goals and systems and determine if any modifications may be required to the budget. The Contractor advises and assists management officials of the Agency by supplying financial management data, information and consultation required to make sound fiscal policy recommendations. Keeps agency officials and staff members informed on new financial systems design and improvements that are developed and required by the D.C. Office of Budget and Planning; serving as a key financial and fiscal representative to these offices; evaluating new budget, accounting and project cost control systems and procedures that are given to the office; and provides training and assistance related to the financial management system of accounting and reporting. The role of this position has a direct impact on the quality of care at the facilities and impacts the community, Area Office and staff. The Contractor will work and educate staff and managers regarding financial preparation, implementation, management and monitoring. Responsibility will include budgeting, accounting, complete review/recommendations of revenue generations, review and recommendations of Contract Health care funds, development of financial performance measures, and review/prepare recommendations of work process efficiency. Analyze organizational and operational problems and develop timely and economical solutions. The environment is in rural communities. The Contractor will perform the work at the Area Office and the Indian Health Service facilities. KNOWLEDGE REQUIRED BY THE POSITION: Knowledge of administrative function in all clinical areas including all specialty clinics, nursing and ancillary as it relates to the revenue cycle and financial long-term goals. Knowledge in budget and financial planning, revenue cycle management, contract health services, financial reporting, materials management and planning. Ability to develop and implement a financial system to support the long-term financial health of the facilities while providing the highest quality healthcare. Must be familiar with financial services, behavioral health, facilities, clinical, inpatient, outpatient, surgery, emergency room services and support services as they relate to the financial operation. Knowledge of budgeting, accounting, complete review/recommendations of revenue generation, review and recommendations of contract health care funds, development of financial performance measures, and review/prepare recommendations of work process efficiency. Knowledge of hospital cost reports, Third Party Collections, the Federal Medical Care Recovery Act (FMCRA), and the Catastrophic Health Emergency Fund (CHEF). And, working knowledge of the requirements in the preparation of Centers for Medicare & Medicaid Services' (CMS) financial reports. SUPERVISION: The Contractor is subject to the supervision and direction of the Project Officer or his/her designee. The supervisor will define the assignments (including procedures and methods to be used), priorities and deadlines. The supervisor will assist the Contractor with difficult or controversial aspects of the job requirement. Final work will be reviewed, as necessary, for conformance to policies, regulations and timeliness. 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 Billings Area Office and each respective Service Unit will be responsible for getting the Contractor access and clearance to all pertinent intranet, internet, and computer services necessary to carry out his/her duties; (3) office supplies; (4) when authorized, travel costs and any other transportation expenses, in accordance with the Federal Travel Regulations (41 C.F.R. Chapter 300 through304); and (5) if necessary, authority to use a General Services Administration (GSA) vehicle, for official purposes only. The Contractor will be required to provide evidence of motor vehicle liability insurance covering bodily injury and property damage to protect the Contractor and the Government against third-party claims arising from the operation of all GSA vehicles used in connection with the contract. The Contractor shall provide coverage of at least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage. The Contractor shall comply with the requirements of FAR subpart 51.2, 41 CFR 101-39, 41 CFR 102-34, and the operator's packet furnished with each vehicle. REPORTING REQUIREMENTS: (1) The reporting requirements and deliverables will be determined after contract award and will be submitted on a monthly and quarterly basis. (2) The Contractor shall provide the Contracting Officer with evidence that payment of employment taxes has been made 15 days after each quarter. PERFORMANCE-BASED SERVICE DELIVERY SUMMARY: The contractor's performance will be measured based on the following Performance Requirements: (1) Quality of Performance; (2) Timeliness of Assignments; and (3) Customer Service. The Performance Requirements will be measured against the following Government Performance Standards: (1) Provide Consultant Services as specified in the Performance Work Statement; (2) Assignments must be completed by the deadline dates established by the Project Officer; and (3) 5 or more customer complaints. The Method of Government Surveillance to determine compliance with the Performance Requirements are as follows: (1) Reviews (i.e., written evaluations) and periodic conferences between the contractor and project officer; (2) Random Sampling by the project officer or her designee; and (3) Validated Complaints. Deduction Schedule: A 5% deduction shall be assigned to each Performance Requirement. Deductions shall be assessed against individual invoices when services are not performed or do not meet contract requirements. PERIOD OF PERFORMANCE: The performance of this contract shall be for a 12 month term (the anticipated start date is on or about August 21, 2009). 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. 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. 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. 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 days 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 Administrative Specialist at the Billings Area 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: (1) Knowledge of Health Care expenditures, budgets, financial plans to ensure compliance = 10 POINTS; (2) Ability to provide budgeting, financial and/or accounting services related to health care including written financial statements = 10 POINTS; (3) Skills in managing hospital and/or health programs involving financial or administrative activities = 10 POINTS; (4) Knowledge of Planning, designing, development and monitoring of operational budget, the capital budget, grants and financial management programs = 10 POINTS; (5) Knowledge of financial practices and procedures and budget review mechanism of the Indian Health Service Internal Control Policy = 10 POINTS; (6) Ability to identify problem areas and recommend corrective actions in financial and accounting practices = 10 POINTS; (7) Knowledge of development of financial policy and controls, utilizing accounting and fund control systems to maintain financial balance and assures that management obtains maximum benefit from financial resources; (8) Master's Degree in Healthcare Administration, Business or another related field. Requires completion of progressive higher levels of responsibility in healthcare finance, including at least five years of Chief Financial Officer Fellowship preferably with Health Care Financial Management Association = 10 POINTS; and (9) Past Performance Information = 20 POINTS (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. 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, 52.223-5, 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, 52.251-1, 52.251-2, 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, 352.270-7, 352.270-10, 352.270-11, 352.270-12, 352.270-13, 352.270-16, 352.270-17, 352.270-18, and 352.270-19. The following FAR clauses cited in 52.212-5 are applicable to the acquisition: 52.203-6 with Alternate I, 52.219-6, 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 http://www.arnet.gov and http://www.hhs.gov/oamp/policies/hssar.doc. 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 HTTP://WWW.CCR.GOV 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 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 July 16, 2009. 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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