SOLICITATION NOTICE
R -- CLINICAL APPLICATIONS COORDINATOR - FAR provision 52.212-3
- Notice Date
- 9/30/2009
- 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-10-09-049-REL
- Archive Date
- 10/30/2009
- 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) 52.212-3, Offeror Representations and Certification - Commercial Items (AUG 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 25 U.S.C. 3109), and FAR 37.6, Performance-Based Acquisition. 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 commercial item contract in response to Request for Quotation (RFQ)-10-09-049-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 2005-36. The associated North American Industry Classification System code is 541611 and the small business size standard is $7.0 million. PRICE SCHEDULE - CLINICAL APPLICATIONS COORDINATOR: Potential contractors shall propose an all inclusive hourly rate for BASE YEAR: 1394 HOURS @ $_____________________ per HR = $_________________________. PURPOSE OF THE CONTRACT: The purpose of this contract is to obtain a contractor to provide specialist/integrator services in the implementation and ongoing support of multi-service clinical software applications used in the hospital and clinic setting for the Billings Area Indian Health Service. The multi-service applications which support the Indian Health Service (IHS) Electronic Health Record (EHR) are defined as, but not limited to, Patient Care Component (PCC), Text-Integration Utility (TIU), Case Management, Health Summary and View Patient Record (VPR). The duties involve serving as the coordinator for these packages, consulting with the service lines and their staff in customizing software and training individuals in the daily operation of the packages as well as how the packages integrate with each other. The contractor also works with other application coordinators with responsibility for a broad range of activities surrounding the implementation of a comprehensive, standardized integrated health care information system. PERFORMANCE WORK STATEMENT: The contractor is responsible for the implementation and support of multi-service software packages which automate the capture of clinical encounter information and its subsequent retrieval. The contractor coordinates the customization of the site parameters and addresses integration issues with other software packages. Periodically reviews site parameters and local tables with each service for accuracy and completeness. The contractor coordinates implementation of new software products obtained by the facility that cover these functions. Analyzes and evaluates processes related to information flow. Serves as liaison between service lines concerning these processes. Acquires a comprehensive knowledge of the software involved to determine what are procedural issues versus system/application deficiencies. Assists staff in the efficient use of the current software. Serves on Service Unit and Area Office teams, wherever and whenever management determines the skills and talents of the contractor would be best utilized. Establishes effective interpersonal relationships with all levels of Service Unit and Area Office staff. Promotes an atmosphere which encourages enthusiasm and user participation in clinical computing. Creates a positive environment for reporting application and/or system deficiencies and suggestions for system improvements and enhanced functionality, interoperability, data standardization, and data mapping. Promotes an awareness of the importance of data validity and data security. Coordinates efforts to correct deficiencies and errors that occur in the electronic record. Provides direct support to Service Unit Clinical Application Coordinators in resolving RPMS-EHR problems, makes recommendations on how to resolve problems, researches RPMS-EHR errors, and submits feedback to OIT-Albuquerque for RPMS-EHR system changes. Coordinates and monitors the implementation of the PACs imaging radiology system into all Service Units within the Billings Area. Works with medical professionals in gathering and implementing their recommendations as it relates to PACs and Imaging system. Provides training to all Service Units on current software applications, new features and ensures training is scheduled for new users. Emphasizes timeliness, accuracy, security and the importance of these functions on every other clinical application. Coordinates classes with Information Resource Management (IRM) training section and serves as backup for basic training classes. Organizes and/or provides training in standardized reports and in the creation of custom templates, clinical reminders, and quick orders, for ad hoc reporting utilities. Serves as a resource in the best ways to view the automated data. Works with various departments and their staff in the refining and evaluation of existing health-related software modules and programs. Maintains an awareness and comprehensive understanding of all clinical software activities throughout the service unit. Such activities may include, but are not limited to, electronic health information databases (PubMed, Medline, et cetera), and teleradiology and telemedicine programs, and clinical decision software. Coordinates with IRM staff and other application coordinators to implement integrated packages, resolve conflicts, provide secondary support on related software modules, and ensure smooth operations in areas where package scope overlaps or is integrated with other services' functions. Works with programmers in local testing of software, identifying software problems and requesting enhancements. Logs all problems, referring those requiring a higher level of technical support to the appropriate person or team. The contractor on a limited basis may be called upon to provide consultation on clinical care needs and issues both at the Service Units and Area Office levels. The contractor will be required to travel to the Billings Area IHS Service Units to provide on-site assistance, consultation and training. The contractor will also be required to travel to various locations for meetings. The contractor will be required to work on-site at the Billings Area IHS Area Office, Billings, Montana. The Indian Health Service agrees to provide the contractor with the following: (a) Office space including a computer, supplies and telephone; (b) Clerical support; (c) Travel costs and any other transportation expenses in accordance with the Federal Travel Regulations (41 CFR Chapter 300 through 304); and (d) 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. The Billings Area IHS Service Units and locations: (a) Blackfeet Service Unit, Browning, Montana; (b) Crow Service Unit, Crow Agency, Montana; (c) Fort Belknap Service Unit, Harlem, Montana; (d) Northern Cheyenne Service Unit, Lame Deer, Montana; and (e) Wind River Service Unit, Fort Washakie, Wyoming. QUALIFICATIONS REQUIRED BY THE CONTRACT: Experience (3 or more years) in clinical applications support for EHR-RPMS and in the healthcare industry with a minimum of 4 years experience in direct patient care (medical, pharmacy, nursing or allied health with evidence of interest and knowledge of RPMS software packages or in medical informatics. Must have the required licensure, registration, certification appropriate to their clinical discipline (e.g., Nursing, Pharmacy, et cetera). 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 from November 1, 2009, through October 31, 2010. 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 by all employees including all contractors, volunteers, students, and summer externs. 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 hours 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 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 following factors shall be used to evaluate offers: (1) Experience in Clinical Applications Support = 35 POINTS; (2) Licensure, Registration, or Certification for Clinical Discipline = 35 POINTS; and (3) Past Performance Information = 30 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, 52.232-18, 52.237-2, 52.237-3, 52.242-15, 52.242-17, 52.245-1, 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 October 15, 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 60 days from the date of receipt by the Government.
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