SOLICITATION NOTICE
Q -- ER PHYSICIAN SERVICES - FAR 52.212-3, Offeror Representations and Certifications (AUG 2009)
- Notice Date
- 11/13/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 621111
— Offices of Physicians (except Mental Health Specialists)
- 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-10-10-005-REL
- Archive Date
- 12/15/2009
- 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
- N/A
- Description
- Federal Acquisition Regulation (FAR) 52.212-3, Offeror Representations and Certifications - 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. 1638c) and FAR Subpart 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) reserves the right to award multiple fixed-price performance-based commercial item contracts in response to Request for Quotation (RFQ) 10-10-005-REL. This solicitation is restricted to 100% Small Business concerns. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-37. The associated North American Industry Classification System code is 621111 and the small business size standard is $10.0 million. PRICE SCHEDULE: The Indian Health Service reserves the right to award up to four contracts to cover the 3,120 hours of coverage needed for weeknights, weekends, and holidays. The proposed hourly rates must be inclusive of transportation, food, and lodging. Potential contractors are requested to submit an offer for CLIN ONE, CLIN TWO, CLIN THREE, or CLIN FOUR for the base year and each successive option year. SCHEDULE A - BASE YEAR: CONTRACT LINE ITEM NUMBER (CLIN) ONE (1): 520 hours @ $__________________ per hour = $____________________; CLIN TWO (2): 520 hours @ $__________________ per hour = $____________________; CLIN THREE (3): 1040 hours @ $__________________ per hour = $____________________; CLIN FOUR (4): 1040 hours @ $__________________ per hour = $____________________; TOTAL:____________________; SCHEDULE B - OPTION YEAR ONE: CLIN ONE (1): 520 hours @ $__________________ per hour = $____________________; CLIN TWO (2): 520 hours @ $__________________ per hour = $____________________; CLIN THREE (3): 1040 hours @ $__________________ per hour = $____________________; CLIN FOUR (4): 1040 hours @ $__________________ per hour = $____________________; TOTAL:____________________; SCHEDULE C - OPTION YEAR TWO: CLIN ONE (1): 520 hours @ $__________________ per hour = $____________________; CLIN TWO (2): 520 hours @ $__________________ per hour = $____________________; CLIN THREE (3): 1040 hours @ $__________________ per hour = $____________________; CLIN FOUR (4): 1040 hours @ $__________________ per hour = $____________________; TOTAL:____________________; SCHEDULE D - OPTION YEAR THREE: CLIN ONE (1): 520 hours @ $__________________ per hour = $____________________; CLIN TWO (2): 520 hours @ tiny_mce_marker_________________ per hour = $____________________; CLIN THREE (3): 1040 hours @ $__________________ per hour = $____________________; CLIN FOUR (4): 1040 hours @ $__________________ per hour = $____________________; TOTAL:_____________________; GRAND TOTAL: $____________________. Offerors are also requested to provide an hourly rate for holiday pay. HOLIDAY PAY: $________________ per hour. PURPOSE OF THE CONTRACT: The purpose of this solicitation is to acquire physician coverage for the Emergency Room at the Crow/Northern Cheyenne Hospital, Crow Service Unit, Crow Agency, Montana. The shifts will normally be twelve (12) hours in length and will be worked between the hours of 8:00 a.m. and 8:00 p.m. or 8:00 p.m. and 8:00 a.m. on weeknights, weekends, and holidays. BACKGROUND INFORMATION: The Crow/Northern Cheyenne Hospital is a 24-bed hospital with a Level 3 Emergency Room (ER). The ER provides services to an average of 1500 patients per month. Previously ER coverage has been acquired through personal services contracts with individual physicians and locum tenens. PERFORMANCE STATEMENT OF WORK: The purpose of the services is to provide comprehensive clinical medical care (i.e., education, prevention, curative, rehabilitative and emergency) at primary and secondary levels in an Emergency Services medical specialty, in both the ambulatory and inpatient setting. The physician will provide emergency care as required, by interviewing (if possible) and examining patients with traumatic injuries and patients with difficult to diagnose illnesses. The physician reviews past medical history, and immediately requests and/or performs diagnostic tests and examinations deemed necessary to obtain all possible information related to each case. The physician will make a preliminary diagnosis then direct, prescribe or provide treatment, or arrange for specialized care or patient referral as required. The physician will base decisions on information obtained, professional medical knowledge and skills and prescribed policies and procedures. The physician's notes of observations will be incorporated into the clinical records. The physician will provide definitive management in all medical categories for cases that do not require referral. The physician will give total patient care including prevention, health maintenance, early diagnosis, treatment, and follow up services to patients under his/her care. The physician assures preparation of appropriate medical records for all patients seen to assure the accumulation and organization of all pertinent clinical data needed to provide comprehensive medical care. The physician enters patient information into the Electronic Health Record (EHR) and dictates clinical reports as appropriate to ensure accurate medical record documentation. The physician conducts outpatient clinics making observations appropriate to the patient's underlying disease and treatment plan, including current symptoms. The physician reviews the patient's medication, diet, therapy course, adherence to the management plan and patient observations. The physician will modify regimen as indicated. The physician instructs and counsel patients and family members as required. Performs or assists other physicians in the performance of minor surgery. Refers patients to appropriate contracted medical facility or other facilities, providing full clinical information for care and diagnostic procedures that cannot be adequately provided at the local Indian Health Service facilities. Coordinates and integrates information obtained into the ongoing health care program at the Service Unit and assures timely follow up care as required. Works closely with allied health professionals (i.e., Community Health Nurse, Social Workers, Health Educator, etc.) to utilize and coordinate the services of Health Care Professionals in the management of the patient's medical, psychological and social problems. Assists in training medical students, interns or residents in their specialty. Assists in the provision of continuing education, on-the-job training, and evaluates medical procedures and processes relative to assurance of quality patient care. Must participate in ongoing Quality Assurance activities related to emergency room care. Provides direct patient care to non-Indian patients in emergency situations. The physician must be available for unpredictable shift coverage and inconsistent weekly/monthly work hours. Primary work functions are in the emergency room but may include walk in clinic coverage during low emergency room utilization. Provider may also be required to provide medical evaluation and treatment of emergencies, which arise on the inpatient floor when the primary or backup physicians are not immediately available. The physician conducts initial and periodic health examinations for finding physical defects in need of correction, and prescribes and implements remedial treatments required to correct these defects. Makes necessary arrangements and authorizes the transfer of patients to the appropriate hospital. This includes authorization for admission to contract facilities for emergency medical care and surgery. The physician must inform appropriate personnel of Contract Health Service admissions as it pertains to emergency medical services. Records patient-provider transactions in the problem oriented medical record format and completes required data collection instruments, referrals, third party billing, and medical records as required. The physician refers patients and their families to Community Health Services personnel as appropriate for continued care and follow-up. The physician provides medical control over the radio to EMT-Intermediate and EMT-Paramedics who provide advanced pre-hospital emergency medical services to Indian and non-Indian patients on the Crow Reservation in Big Horn County. Additional Requirements: The Contractor shall provide a full schedule of that/those physician(s) providing coverage six (6) weeks in advance in coordination with the Medical Staff Physician Schedules. The Contractor shall provide physicians who can be fully credentialed to provide urgent care to patients within the standards of medical practice and in accordance with the Medical By-Laws and Rules and Regulations as established and approved by the Crow Medical Staff. The physician(s) must be Board Certified in Emergency Medical or Board Eligible or Board Certified in another specialty with a minimum of 3 years of concurrent ER physician experience in a facility with a minimum annual census of 10,000 patients. The physician(s) must possess current ACLS certification (Certification can not be lapsed for more than 1 year); current ATLS Certification (Certification can not be lapsed for more than 1 year); and current PALS or APLS Certification (Certification can not be lapsed for more than 1 year). The Federal Tort Claims Act coverage for medical related claims is extended to the individual providing services pursuant to this contract; however, the services must be within the scope of the personal service contract. The physician must possess a thorough knowledge of the general primary care fields of internal medicine, obstetrics and gynecology, and pediatrics in order to treat a majority of patients. He/she must possess a specialized knowledge of the concepts, principles and practices of Emergency Medical Practice such as is obtained through the successful completion of a course of study leading to a degree of Doctor of Medicine or Osteopathy at an approved school, and the successful completion of post graduate training in an approved residency program. The physician must possess a license to practice medicine in the United States. Guidelines available to the contractor and that must be adhered to include PHS/IHS Billings Area, Service Unit, and Medical Staff regulations, policies, procedures, and by-laws. In addition, traditional and currently accepted medical practices are available in the form of specialty consultation, medical journals, and textbooks. In nearly all cases, however, the physicians judgment is the key factor in determining whether guidelines are to be adhered to or deviated from or whether guidelines need to be developed to protect the interests of the patient. The work consists of a broad general practice of medicine involving evaluation and diagnosis, and treatment of inpatients and outpatients with an extremely wide variety of physical and emotional problems. Assignments are characterized by breadth and intensity of effort and generally involve the simultaneous application of multiple distinct skills, knowledge, and abilities in the care of one or more patients. The work is often difficult and further complicated by the fear and skepticism of patients undefined or ill-defined problems presented in advanced stages, and conflicting data. The work requires continued efforts to establish programs to resolve chronic medical problems among the population served. Personal contacts of the Contractor are with patients, staff physicians, other employees, representatives of other Federal, State, and Tribal Health organizations, and administrators and physicians from the private sector. These contacts are made with individuals and occasionally groups in moderately unstructured settings. 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. All IHS regulations and policies applicable to these Acts shall be enforced. The physician 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 Crow Service Unit, PHS Indian Hospital. PERFORMANCE-BASED ACQUISITION SERVICE DELIVERY SUMMARY: 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. The contract ER Physicians performance will be measured based on the following Performance Requirements: (1) Quality of Performance; (2) Shift Coverage; (3) Documentation of Medical Records; and (4) Customer Service. The Performance Requirements will be measured against the following Government Performance Standards: (1) Provide ER Physician Services as specified in the Statement of Work; (2) Must be available for shift coverage in the Emergency Department; (3) Complete Medical Records in accordance with JCAHO requirements and requirements required by the Crow Service Unit; and (4) 5 of more customer complaints. The Method of Government Surveillance to determine compliance with the Performance Requirements are as follows: (1) Peer Reviews (i.e., written evaluations and periodic conferences between the contractor, project officer, and Clinical Director/Chief Medical Officer; (2) Random Sampling by the project officer or his/her designee; (3) Random Sampling by the project officer or his/her designee; and (4) 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. SUPERVISION: The physician works under the supervision of the Chief Medical Officer, Crow/Northern Cheyenne Indian Hospital, Crow Service Unit, Crow Agency, Montana. The physician's work is planned and conducted according to need under the guidance of the ER Program Director and is reviewed periodically for effectiveness and contribution to goals of the ER Program. ALTERNATE SUPERVISORS: Clinical Director; and Clinical Coordinator. 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. 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. REPORTING REQUIREMENTS: The Contractor shall provide the Contracting Officer with evidence that payment of employment taxes have been made annually. PERIOD OF PERFORMANCE: Date of Award (projected start date is December 2009) through September 30, 2010, with three 12-month options. 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 computer services necessary to carry out his/her duties. 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 Crow Service Unit, PHS Indian Hospital, Crow Agency, Montana. 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 Crow Service Unit. PROVISIONS AND CLAUSES: The following provisions and clauses apply to this acquisition. The FAR provision 52.212-1 Instructions to Offerors Commercial Items; 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) Current, unrestricted State License = 35 POINTS. Potential contractors must submit a copy of medical license with the price quote; (2) Resume or Curriculum Vitae = 35 POINTS. Potential contractors must submit resume or CV with price quote; and (3) Past Performance = 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 three 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. Technical and past performance, when combined, are considered 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, 52.217-9, 52.223-5, 52.223-6, 52.224-1, 52.224-2, 52.229-3, 52.232-3, 52.232-18, 52.237-2, 52.237-3, 52.242-15, 52.242-17, 52.245-1, 52.249-1, 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, 52.222-50, 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. CONTRACTORS INTENDING TO CONDUCT BUSINESS WITH THE FEDERAL GOVERNMENT MUST REGISTER WITH THE DEPARTMENT OF DEFENSE 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 November 30, 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 company 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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