Home Health Electronic Visit Verification System
Solicitation: Home Health Electronic Visit Verification System Notice Type: Combined Synopsis/Solicitation (i) This is a COMBINED SYNOPSIS/SOLICITATION for commercial services/items prepared in accordance with the format in FAR subpart 12.6, in conjunction with the policies and procedures for solicitation, evaluation, and award as prescribed under FAR 13.1, and as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. (ii) Solicitation Number 36C24719Q0093 is issued as a request for quotation (RFQ) COMBINED SYNOPSIS / SOLICITATION. The acquisition procedures at FAR Part 13 are being utilized. (iii) The provisions and clauses incorporated into this solicitation document are those in effect tough Federal Acquisition Circular 2005-99, June 21, 2018. Provisions and clauses incorporated by reference have the same force and effect as if they were given in full text. The full text of the Federal Acquisition Regulations (FAR) and Veterans Affairs Acquisition Regulations supplement (VAAR) can be accessed on the Internet at http://www.acquisition.gov/far/ (FAR) and http://www.va.gov/oal/library/vaar/ (VAAR). (iv) This combined/synopsis solicitation is set aside for Service-Disabled Veteran-Owned Small Business (SDVOSB) in accordance with VAAR 852.219-10. The acquisition will be made pursuant to the authority in FAR 13 to use simplified procedures for commercial items. The North American Industry Classification System (NAICS) code is 522320, Financial Transactions Processing, Reserve, and Clearinghouse Activities. The small business size standard is $38.5 million. For more information on size standards, please visit http://www.sba.gov/size. Only Department of Veterans Affairs Center for Veterans Enterprise (CVE) Vendor Information Pages (VIP) VetBiz verified SDVOSB firms are eligible to submit an offer or receive an award of a VA contract that is set-aside for SDVOSB in accordance with VAAR Part 819. A non-verified vendor that submits a bid or proposal will be considered non-responsive and ineligible for award as listing in VIP is not self-correctable as a minor informality as, for example, a listing in SAM. The VIP database will be checked both upon receipt of an offer and prior to award. (v) Subcontracting Commitments--Monitoring and Compliance (JUN 2011) This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the contract. To that end, the support contractor(s) may require access to the contractor's business records or other proprietary data to review such business records regarding contract compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments. (vi) Limitations on Subcontracting-- Monitoring and Compliance (JUN 2011) This solicitation includes FAR 52.219-6 Notice of Total Small Business Set-Aside. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement. (vii) The Geriatrics & Extended Care Service at Wm. Jennings Byran Dorn VA Medical Center, 6439 Garners Ferry Road Columbia, SC is seeking to procure a Home Health Electronic Visit Verification System. This requirement is for a base year and four (4) one-year option periods. Offerors are therefore asked to completed Price/Cost Schedule-Item Information for each period of performance in their response, and to include a Grand Total for Base Period and 4 one-year Option Periods. PRICE/COST SCHEDULE-ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Home Health Visit Electronic Verification System that collects time and attendance information for services provided and electronically submits the qualified claims for payment on behalf of the providers. 12.00 MO __________ ___________ Contract Period: Base POP Begin: 12-01-2018 POP End: 11-30-2019 GRAND TOTAL __________________ ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 1001 Home Health Visit Electronic Verification System that collects time and attendance information for services provided and electronically submits the qualified claims for payment on behalf of the providers. 12.00 MO __________ ___________ Contract Period: Option 1 POP Begin: 12-01-2019 POP End: 11-30-2020 GRAND TOTAL __________________ ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 2001 Home Health Visit Electronic Verification System that collects time and attendance information for services provided and electronically submits the qualified claims for payment on behalf of the providers. 12.00 MO __________ ___________ Contract Period: Option 2 POP Begin: 12-01-2020 POP End: 11-30-2021 GRAND TOTAL __________________ ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 3001 Home Health Visit Electronic Verification System that collects time and attendance information for services provided and electronically submits the qualified claims for payment on behalf of the providers. 12.00 MO __________ ___________ Contract Period: Option 3 POP Begin: 12-01-2021 POP End: 11-30-2022 GRAND TOTAL __________________ ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 4001 Home Health Visit Electronic Verification System that collects time and attendance information for services provided and electronically submits the qualified claims for payment on behalf of the providers. 12.00 MO __________ ___________ Contract Period: Option 4 POP Begin: 12-01-2022 POP End: 11-30-2023 GRAND TOTAL ________________ AGGREVATE GRAND TOTAL: _________________________ (viii) All interested companies shall provide quotation for the following services: STATEMENT OF WORK Home Health Electronic Visit Verification System 1. REQUIREMENT: The use of a Home Health visit verification system that collects time and attendance information for services provided and electronically submits the qualified claims for payment on behalf of the providers. Remittance data is matched against claims submitted. There is no cost to the providers to use the web based application with an inclusive clearinghouse or provider of revenue and payment cycle management and clinical information exchange solutions, connecting payers, providers, and patients in the U.S. healthcare system. 2. BACKGROUND: The Medical Center is a 216-bed facility, encompassing acute medical, surgical, psychiatric, and long-term care. The hospital is located in Columbia, South Carolina and provides primary, secondary, and some tertiary care. Annually, the Medical Center serves approximately 56,116 patients. Satellite outpatient clinics are located in Anderson, Greenville, Florence, Orangeburg, Rockhill, Sumter, and Spartanburg, South Carolina. 3. PERIOD OF PERFORMANCE: Period of performance: Base Year + 4 Option Year Base Period: 1 December 2018 30 November 2019 1st Option Period 1 December 2019 30 November 2020 2nd Option Period 1 December 2020 30 November 2021 3rd Option Period 1 December 2021 30 November 2022 4th Option Period 1 December 2022 30 November 2023 4. PLACE OF PERFORMANCE: Home Health Aide services are completed by providers in the veteran residence. Additionally, services shall also be tracked utilizing Home Health visit verification system from veteran s home via phone. 5. DAYS AND HOURS OF OPERATION: Work shall be performed during normal working hours, 6:00AM 12:00AM Monday tough Friday including federal holidays. 6. PERFORMANCE REQUIREMENTS: The Dorn VAMC Geriatric and Extended Care Home Health Aide program needs the use of a Home Health visit verification system that collects time and attendance information for services provided and electronically submits the qualified claims for payment on behalf of the providers. Remittance data is matched against claims submitted. There is no cost to the providers to use the web based application with an inclusive clearinghouse or provider of revenue and payment cycle management and clinical information exchange solutions, connecting payers, providers, and patients in the U.S. healthcare system. 7. INVOICES: a. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor and submitted tough Tungsten Network (formerly known as OB10) http://www.tungsten-network.com/us/en/. A properly prepared invoice shall contain: Invoice Number and Date Contractor s Name and Address Accurate Purchase Order Number Supply or Service provided Period Supply or Service Provided Total Amount Due b. Please begin submitting your electronic invoices tough the Tungsten Network for payment processing, free of charge. c. If you have questions about the e-invoicing program or Tungsten Network, contact information is as follows: A A A A A A A Tungsten e-Invoice Setup Information: 1-877-489-6135 Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com FSC e-Invoice Contact Information: 1-877-353-9791 FSC e-invoice email: vafsccshd@va.gov Web Address: HTTP://WWW.FSC.VA.GOV/EINVOICE.ASP 9. RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS: The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. -----END OF SOW----- (ix) The estimated Performance Period is as follows: Base Period: 12-01-2018 tough 11-30-2019 Option Period 1: 12-01-2019 tough 11-30-2020 Option Period 2: 12-01-2020 tough 11-30-2021 Option Period 3: 12-01-2021 tough 11-30-2022 Option Period 4: 12-01-2022 tough 11-30-2023 (x) The Place of Performance is the Wm. Jennings Byran Dorn VA Medical Center, 6439 Garners Ferry Road Columbia, SC and surrounding CBOCs. (xi) The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. (xii) The following solicitation provisions apply to this acquisition: 52.212-1 Instructions to Offerors Commercial Items (Aug 2018), applies to this solicitation in addition to the following addendums to the provision. Addendum to FAR 52.212-1 Show FAR provisions followed by VAAR provisions in numeric order. List all provisions incorporated by reference in numeric order under 52.252-1 (see below), starting first with FAR and followed by VAAR: 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998); 52.204-16 Commercial and Government Entity Code Reporting (NOV 2014); 52.204-17 Ownership or Control of Offeror (NOV 2014); 852.215-70-Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors (DEC 2009). 52.212-2 Evaluation Commercial Items (Oct 2014), the Government will award a firm fixed price contract, resulting from this solicitation on the basis of the lowest evaluated price of the offers meeting or exceeding the acceptability standards for nonprice factors, 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: (i) technical capability to meet the Government requirement; (ii) price; and (iii) past performance. Nonprice factors will be rated on an Acceptable/Unacceptable basis. Failure to meet any of the requirements will result in a Unacceptable rating and eliminate the offeror from further consideration for contract award. To be eligible for award, an offer must be rated no less than acceptable in the non-price factors. For price evaluation purposes, the Lowest Price Technically Acceptable offer will be selected for award. Offeror quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers. To be considered technically acceptable for award each offeror must provide with their submitted quote/offer: Technical: The offeror s quote shall be evaluated to determine if offer has the capabilities to provide a Home Health Electronic Visit Verification System as detailed in the Statement of Work. To be considered technically acceptable for award each offeror must provide with their submitted quote/offer: Documentation confirming that they are able to provide a Home Health Electronic Visit Verification System as identified in the Statement of Work. A narrative on the overall technical approach methods and procedures used to meet the requirements identified in the Statement of Work. This narrative should provide evidence that the offeror understands the objectives that the contract intends to meet, the nature of the required work and the level of effort necessary to accomplish all the work. Documentation confirming that their company is certified in Vendor Information Pages (VIP) located at https://www.vip.vetbiz.va.gov/ as a Service Disable Veteran Owned Small Business (SDVOSB). Documentation confirming that their company is registered in the System for Award Management (SAM) located at https:// www.sam.gov. Past Performance: Offeror must provide tee (3) or more references of work, similar in scope for providing services as detailed in the Statement of Work. References must include contact information; brief description of the work completed, and contract # (if relevant). References may be checked by the Contracting Officer to ensure offer can perform the required services as outlined in the Statement of Work. The Government also reserves the right to obtain information for use in the evaluation of past performance from any and all sources. Price: Offeror shall complete the Price/Cost Schedule in Section (vii), with offerors proposed contract line item prices inserted in appropriate spaces. Price shall be evaluated for fair, reasonableness and completeness in accordance with FAR 12.209. Pricing should be considered FOB DESTINATION, and MUST be good for 180 calendar days after close of solicitation. (End of Evaluation Criteria) (xiii) This is an open-market combined synopsis/solicitation for services as defined herein. The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Offerors shall list exception(s) and rationale for the exception(s). (xiv) Offerors must complete annual representations and certifications on-line at http://orca.bpn.gov in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. (xv) The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Items (Jan 2017). The following clauses are incorporated into 52.212-4 as an addendum to this contract: 52.204-9, 52.204-18, 52.217-8, 52.217-9, 52.232-18, VAAR 852.203-70, VAAR 852.219-10, VAAR 852.232-72 and VAAR 852.237-70. FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items (Aug 2018). The following subparagraphs of FAR 52.212-5 are applicable: 52.203-6, 52.204 10, 52.209-6, 52.219-6, 52.219-8, 52.219-9, 52.219-27, 52.219-28, 52.219-3, 52.219-28, 52.222-3, 52.222-19, 52.222.21, 52.222-26, 52.222.35, 52.222-36, 52.222-37, 52.222-39, 52.222-50, 52.222-41, 52.222-42, 52.222-43, 52.222-55, 52.222-62,52.223-18, 52.225-1, 52.225-13, 52.232-33, and 52.232-34. (xvi) The Defense Priorities and Allocations System (DPAS) is not applicable to this acquisition. (xvii) The Department of Labor Wage Determination applicable to this requirement is: WD 15-4427 (Rev -9) dated 07/17/2018. Descriptions for the occupations for this requirement and determining the appropriate wage determinations are the responsibility of the contractor, and the offeror is encouraged to coordinate with the Department of Labor in order to determine the appropriate job classifications for this requirement. The Agency assumes no responsibility or liability for a contractor s determination of the appropriate classification. http://www.wdol.gov/sca.aspx (xviii) SITE VISIT: A site visit is not contemplated at this time. (xix) QUESTIONS: All questions regarding this solicitation need to be electronically submitted (email) no later than November 13, 2018 at 1:00 pm EST to Janica Francis-Hunter, Contract Specialist at Janica.Francis@va.gov. No questions received after this date will be answered. Telephone or faxed questions will not be answered. ONLY ELECTRONIC MAIL (EMAIL) QUESTIONS WILL BE ANSWERED. The solicitation number must be identified on all submitted questions. (xx) SUBMISSION OF OFFERS: Submitted offers shall not exceed 15 single-sided pages and any pages beyond this amount will be removed and not evaluated. Files should be sent in PDF format and no larger than 10MB or they may be automatically rejected by the server. The Government is not responsible for rejected e-mails that exceed the e-mail capacity. All quotes/offers submitted must include the Solicitation Number and Title in the subject line of the email. ONLY ELECTRONIC MAIL (EMAIL) OFFERS WILL BE ACCEPTED. Hand deliveries or facsimile will not be accepted. Telephone responses shall NOT be accepted. Offerors must be submitted via email to the Contracting Officer (CO), Janica Francis-Hunter at Janica.Francis@va.gov no later than 1:00pm (EST) on November 16, 2018. Offerors received after this date and time will be considered late offers. (xxi) CONTACT INFORMATION Contracting Office Address: Contracting Office (90) Ralph H Johnson VA Medical Center Department of Veterans Affairs 325 Folly Road, Ste 300 Charleston, SC 29412-2507 Primary Point of Contact: Janica Francis-Hunter Contracting Officer, NCO 7 Janica.Francis@va.gov. 36C24719Q0093 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 7
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