FIMA Actuarial Consulting Services
The purpose of this sources sought is for market research purposes for Actuarial Consulting Services for the National Flood Insurance Program (NFIP) within the Federal Insurance & Mitigation Administration (FIMA) under Federal Emergency Management Agency (FEMA).
Background:
The Federal Insurance and Mitigation Administration (FIMA) is a component of the Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA), which operates the National Flood Insurance Program (NFIP)
For over 50 years, FEMA’s NFIP has offered flood insurance coverage to homeowners, renters, and businesses as protection against flood losses. In return, local governments commit to sound floodplain management and related flood disaster mitigation efforts. In addition to offering flood insurance, the duties of the NFIP include identifying communities’ flood risks, mapping and publishing FIRMs (Flood Insurance Rate Maps) of those risks, helping communities meet floodplain management requirements, and encourage citizens to purchase flood insurance in order to equitably distribute burdens among the insured and the general public.
While the NFIP as currently organized satisfies these duties, FEMA identified two primary service gaps within the NFIP’s current risk rating approach: (1) policyholders don’t understand their flood risk and (2) the relationship between risk and rate is often inconsistent between structures with similar risk. Therefore, FIMA has redesigned its current risk rating approach to address these service gaps and improve overall customer experience through the Risk Rating 2.0 Initiative.
The Government is procuring Actuarial Consulting Services to assist the NFIP Actuaries in maintaining and updating the rates developed under Risk Rating 2.0. This includes services for the annual rate development, continuous improvement of actuarial techniques for the NFIP, assistance with FEMA model development, audit and litigation support, and other actuarial consulting activities.
RFI Questions:
In order to effectively respond to the questions below, please review the draft Performance Work Statement (PWS).
Please provide a capabilities statement that would support the objective of the modernization effort described in the draft PWS provided.
Based on your expertise, are there gaps in the Government’s draft PWS?
Would you require more information in the draft PWS to provide a proposal? If so, please describe the information required.
What is an appropriate scope or level of effort for a project like this? What are the biggest cost drivers?
This synopsis is for information and planning purposes only and is not to be construed as a commitment by the U.S. Government, nor will the U.S. Government pay for information solicited. The information from this notice will help the FEMA, Acquisition Operations Division Mitigation Branch, plan their acquisition strategy.
PLEASE NOTE THAT THIS IS NOT A REQUEST FOR PROPOSAL, NO SOLICITATION EXISTS AT THIS TIME.
The requirement will be within the North American Industry Classification System (NAICS) code, 524298 All Other Insurance Related Activities. The small business size standard for this NAICS Code is $16.5M. The government will consider other NAICS Codes for this effort.
Responses should include your company’s capability statement. Oral Communications ARE NOT acceptable in response to this notice. However, follow-up discussions / market research may be performed.
Responses should provide the following information:
A. Company Information (e.g. name, business address, point of contact, telephone number, e-mail address). Also include DUNS Number or CAGE Code;
B. Summarization of projects showing capabilities and past performance in the applicable areas and list relevant projects.
C. Statement of current business size status (ie HUBZone small business concern, service-disabled veteran-owned small business firm, 8(a) contractor, woman-owned small business, small business, or large business concern). Also business size in relation to the NAICS code size standards assigned to this acquisition.
D. Please disclose any Organizational Conflict of Interest concerns that you foresee at this time.
E. Do you currently have a DHS Strategic Sourcing Vehicle or a GSA schedule that would be able to provide the required services? If yes, please provide your Strategic Source Contract Vehicle or GSA schedule.
Submission requirements:
Page limit – five (5) pages (10 pages front and back) 8 ½ x 11 pages
1 inch margins (top, bottom, and sides)
Times New Roman font – 12 point
Page limitation does not include: 1 cover page or 1 letter of introduction
Do not include promotional materials
Any proprietary information should be clearly marked.
Questions pertaining to this RFI are due to the Contracting Officer, David Orris, david.orris@fema.dhs.gov and Contract Specialist, Glen Seipp, glen.seipp@fema.dhs.gov not later than 2:00 PM (EST) January 17, 2020. The subject line of the email shall contain the following: Questions for Sources Sought Notice FIMA01172020 – Actuarial Consulting Services.
Only electronic submissions will be accepted and are to be sent only to the Contracting Officer, David Orris, david.orris@fema.dhs.gov and Contract Specialist, Glen Seipp, glen.seipp@fema.dhs.gov not later than 2:00 PM (EST) on January 31, 2020. The subject line of the email shall contain the following: Response to Sources Sought Notice FIMA01172020 – Actuarial Consulting Services.
This Sources Sought is an advance notice for informational and acquisition strategy planning purposes only and is not a solicitation. In order to receive an award from any resultant solicitation, should one be issued, the successful offeror must be registered in the System for Award Management (SAM). The SAM website is https://www.sam.gov.
This Sources Sought synopsis notice should not be construed in any manner to be an obligation to issue a contract or result in any claim for reimbursement of costs for any effort you expend in responding to this request. No solicitation is currently available. Any future solicitation package will be made available via GSA or on the Contract Opportunities website https://www.beta.sam.gov. Interested parties are solely responsible for monitoring the Contract Opportunities website for the release of a solicitation package and/or any updates/amendments.
The Government will NOT provide funding to the interested party or submitter in response to this notice. The Government will not pay for any costs incurred in preparing a response to this sources sought notice.
FIMA01172020 Federal Emergency Management Agency Preparedness Section
1/17/20, 1:16 PM G007--Medicaid Application Services
Combined Synopsis-Solicitation for Commercial Items
VHAPM Part 813.106 SAP: Soliciting Competition & Evaluation of Quotations SOP Page 38 of 38
Original Date: 10/12/17
Revision 04 Date: 06/10/20
Page 38 of 38
Description
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.
This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-03
This solicitation is set-aside for
SDVOSB
The associated North American Industrial Classification System (NAICS) code for this procurement is 524298 with a small business size standard of 16.5 Million.
The FSC/PSC is G007.
The Ralph H Johnson VA Medical Center 109 Bee St., Charleston, SC 29401 is seeking to purchase Medicaid Application Assistance.
All interested companies shall provide quotations for the following:
PRICE/COST SCHEDULE
ITEM INFORMATION
ITEM NUMBER
DESCRIPTION OF SUPPLIES/SERVICES
QUANTITY
UNIT
UNIT PRICE
AMOUNT
0001
1.00
JB
__________________
__________________
Contractor will provide Eligibility and Enrollment services for patients seeking enrollment to receive Social Security Benefits. Contractor staff is assuming a patient referral volume of (4) four patients a month or (48) patient referrals annually to Healthcare staff to secure approved benefit applications. The assumed approval rate for the submitted applications is 95%.
Contract Period: Base
1001
1.00
JB
__________________
__________________
Contractor will provide Eligibility and Enrollment services for patients seeking enrollment to receive Social Security Benefits. Contractor is assuming a patient referral volume of (4) four patients a month or (48) patient referrals annually to Contractor staff to secure approved benefit applications. The assumed approval rate for the submitted applications is 95%.
Contract Period: Option 1
2001
1.00
JB
__________________
__________________
Contractor will provide Eligibility and Enrollment services for patients seeking enrollment to receive Social Security Benefits. Contractor is assuming a patient referral volume of (4) four patients a month or (48) patient referrals annually to Contractor staff to secure approved benefit applications. The assumed approval rate for the submitted applications is 95%.
Contract Period: Option 2
3001
1.00
JB
__________________
__________________
Contractor will provide Eligibility and Enrollment services for patients seeking enrollment to receive Social Security Benefits. Contractor is assuming a patient referral volume of (4) four patients a month or (48) patient referrals annually to Contractor staff to secure approved benefit applications. The assumed approval rate for the submitted applications is 95%.
Contract Period: Option 3
4001
1.00
JB
__________________
__________________
Contractor will provide Eligibility and Enrollment services for patients seeking enrollment to receive Social Security Benefits. Contractor is assuming a patient referral volume of (4) four patients a month or (48) patient referrals annually to Contractor staff to secure approved benefit applications. The assumed approval rate for the submitted applications is 95%.
Contract Period: Option 4
GRAND TOTAL
__________________
PERFORMANCE WORK STATEMENT (PWS)
Medicaid Application Assistance Services
Part 1
General Information
1. GENERAL: This is a non-personnel services contract to provide Medicaid Application Assistance Services. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.
1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Medicaid Application Assistance Services as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.
1.2 Background: :
The Ralph H. Johnson VA Medical Center (RHJVAMC) is an integrated healthcare system comprised of the primary medical hospital located in the downtown area of Charleston, South Carolina and seven additional community outpatient clinics (CBOC) including Trident, Goose Creek, Myrtle Beach, Beaufort, Hinesville, Savannah and Conway. The RHJVAMC provides health services for veterans in South Carolina and Georgia. The main health care service offerings are outpatient, inpatient, extended care and telehealth care.
Ensuring veterans are provided with excellent health care is the main priority of the RHJVAMC and staff work tirelessly to ensure veterans have access to the highest quality medical care. When veterans require admission to address acute health care problems, staff work closely with the veteran and his/her family to provide a safe and appropriate discharge care plan. While most of our veterans are able to discharge within clinically appropriate timeframes, a few veterans are not. These veterans are our most vulnerable as they have limited financial resources, are not eligible for placement and may lack appropriate support systems. These veterans may also require long term care, which is extremely challenging and difficult to secure without a known payor source. The inability to secure early identification of a primary payor source extends acute inpatient hospitalizations and limits care to other veterans.
By improving access to Medicaid services at the time of admission to the acute setting and confirming the payor source, the RHJVAMC can reduce inpatient bed days, improve access, and cut hospital costs.
1.3 Objectives:
Reduce inpatient length of stay for Veterans requiring long term care placement via Medicaid.
Complete Medicaid applications and assist with long term care placement as needed.
1.4 Scope: The contractor shall provide personal assistance and resources to RHJVAMC staff, patients and caregivers, who have been identified as needing to complete this application in order to access additional community-based resources that Medicaid can provide. Individuals are identified through a screening process completed by RHJVAMC staff. The contractor will make a dedicated effort to continue to follow-up on pending Medicaid applications, which will help to ensure applications are processed in a timely and efficient manner.
The contractor will be proactive with contacting the Medicaid office to receive timely updates on the status of applications. The contractor will continue to follow-up with RHJVAMC staff, patients, caregivers, and the Medicaid office until an eligibility decision is made by Medicaid.
This may also include appealing Medicaid decisions. Completing these applications will permit successful transitions from acute and subacute care to community based long-term care. It will also reduce length of stay and decrease health care costs.
The contractor shall accomplish:
Contractor will meet with identified patient and/or caregiver at bedside within the expected timeline from admission.
Contractor will obtain a release of information (ROI) from the patient/caregiver as part of initial meeting.
Contractor will collaborate with VA staff to ensure ROI is sent to the ROI office.
Contractor to provide personal assistance and resources to patients and caregivers who may not understand the application process or need help beyond financial assistances offered.
Contractor will file the application within 72 hours of admission
Contractor to be proactive in following-up with the Medicaid office
Contractor to provide a focused and dedicated effort to follow up on pending Medicaid applications to ensure timely processing of cases.
Contractor to continue to follow-up with Medicaid office, patients, and caregivers until eligibility determination has been issued
Contactor to be knowledgeable of documentation required for Medicaid application and be comfortable obtaining these documents
Contractor to be comfortable working with vulnerable populations
Contractor will be comfortable traveling to and from campuses, as required
Contractor will be able to assist in managing and following through on any appeals necessary with Medicaid until application is approved.
Contractor will be able to manage multiple cases concurrently.
In the event RHJVAMC requests additional services outside the original scope of this contract, a contract modification will be issued upon completion of negotiation of the change by the Contracting Officer (CO).
The contractor shall comply with the following regulations. Regulations stated should only be used as a guide and not considered all inclusive.
HIPPA
Release of Information Policy
Privacy
Computer Security
Medicaid
TMS
Quality Assurance Plan
The following is a listing and description of Medicaid assistance would be identified to be included in the scope of this contract:
Medicaid Long term care (or Nursing home applications)
RHJVAMC employees shall:
Screen veterans within RHJVAMC for eligibility for Medicaid
Provide the contact information for veterans who screen positive to the contractor for completion of the application
Contractor shall: (Order of events)
Contractor will meet with identified patient and/or activated healthcare proxy (HCP) at bedside within the expected timeline from admission.
Contractor to provide personal assistance and resources to patients and caregivers who may not understand the application process or need help beyond financial assistances offered.
Contractor will file the application within 72 hours.
Contractor to be proactive in following-up with the Medicaid office
Contractor to provide a focused and dedicated effort to follow up on pending Medicaid applications to ensure timely processing of cases.
Contractor to continue to follow-up with Medicaid office, patients, and caregivers until eligibility determination has been issued
Contactor to be knowledgeable of documentation required for Medicaid application and be comfortable obtaining these documents
Contractor to be comfortable working with vulnerable populations
Contractor will be comfortable traveling to and from campuses, as required
Contractor will be able to assist in managing and following through on any appeals necessary with Medicaid until application is approved.
Contractor will be able to manage multiple cases concurrently.
Period of Performance:
One base year with the possibility of four one-year option periods
Base Year: 1 Apr 2021-31Mar 2022
1st Option Period 1 Apr 2022-31Mar-2023
2nd Option Period 1 Apr 2023-31Mar-2024
3rd Option Period 1 Apr 2024-31Mar-2025
4th Option Period 1 Apr 2025-31Mar-2026
1.6 General Information
1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. After acceptance of the quality control plan the contractor shall receive the contracting officer s acceptance in writing of any proposed change to his QC system.
1.6.2 Quality Assurance: The government shall evaluate the contractor s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). The Government facilities may at any time inspect and verify that the accuracy of the work compares to that indicated on the invoice. Any deviation will be deducted from the invoice price in accordance with the Quality Assurance Surveillance Plan (QASP). Quality measures that are expected to be tracked include, but may not be limited to, turnaround time on filing an application, timeliness of accessing Medicaid payer source to assist in discharge planning, patient satisfaction, and submitting proper invoices with the correct elements.
1.6.3 Hours of Operation: The contractor is responsible for conducting business, between the hours of The contractor will be available on an as needed basis from 8am to 4:30pm 5 days/week, excluding federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.
1.6.4 Place of Performance: The work to be performed under this contract will be performed at the primary area of service will be the Ralph H. Johnson VA Medical Center at 109 Bee Street, Charleston, South Carolina, 29401.
1.6.5 Type of Contract: The government will award a base + 4 fixed firm price.
1.6.6 Security Requirements: Contractor personnel performing work under this contract must have a at time of the proposal submission and must maintain the level of security required for the life of the contract. The security requirements are in accordance with the attached DD254
1.6.7.1 PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.
1.6.8. Key Control. The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.
1.6.9. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.
1.6.10 The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.
1.6.11 Lock Combinations the Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor s Quality Control Plan.
1.6.12 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.
1.6.13 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.
1.6.14 Key Personnel: The follow personnel are considered key personnel by the government: The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. to 4:30 p.m., Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. Qualifications for all key personnel are listed below:
1.6.15 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.
1.6.16 Contractor Travel
VEHICLES/TRANSPORTATION: Contractor is responsible for traveling to RHJVAMC sites as needed. The contractor will have access to shuttles between campuses (veterans receive priority).
FUEL SURCHARGE: The Government will not make additional payments for fuel surcharges under this contract.
1.6.17 Other Direct Costs: This category includes travel (outlined in 1.6.13), reproduction, and shipping expenses associated with training activities and visits to contractor facilities. It could also entail the renting of suitable training venues.
1.6.18 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.
1.6.19 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.
1.6.20 PHASE IN /PHASE OUT PERIOD To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.
RECORDS MANAGEMENT OBLIGATIONS
A. Â Applicability
This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists. Â
B. Â Definitions
Federal Record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them. Â
The term Federal record:
1. includes [Agency] records.Â
2. does not include personal materials.
3. applies to records created, received, or maintained by Contractors pursuant to their [Agency] contract.
4. may include deliverables and documentation associated with deliverables.
C. Â Requirements
1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.Â
2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.Â
3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.Â
4. RHJ VAMC and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of RHJ VAMC or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to RHJ VAMC. The agency must report promptly to NARA in accordance with 36 CFR 1230.
5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to RHJ VAMC control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).
6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [FACILITY] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.
7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with RHJ VAMC policy.Â
8. The Contractor shall not create or maintain any records containing any non-public RHJ VAMC information that are not specifically tied to or authorized by the contract.Â
9. The 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 from public disclosure by an exemption to the Freedom of Information Act.Â
10. The RHJ VAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [FACILITY] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.
11.Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take RHJVAMC-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.
D. Â Flow down of requirements to Subcontractors
1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.Â
2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.
End of Statement of Work
The contract period of performance is :
2021 (Base year)
1 April 2021 31 March 2022
2022 (Option year 1)
1 April 2022 31 July 2023
2023 (Option year 2)
1 April 2023 31 July 2024
2024 (Option year 3)
1 April 2024 31 July 2025
2025 (Option year 4)
1 April 2025 31 July 2026
Place of Performance/Place of Delivery
Address:
Ralph H Johnson
109 Bee St.
Charleston, SC
Postal Code:
29401
Country:
UNITED STATES
The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.
The following solicitation provisions apply to this acquisition:
FAR 52.212-1, Instructions to Offerors Commercial Items (Jun 2020)
FAR 52.212-3, Offerors Representations and Certifications Commercial Items
(Feb 2021)
Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal 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.
The following contract clauses apply to this acquisition:
FAR 52.212-4, Contract Terms and Conditions Commercial Items October 2018
The following clauses are incorporated into 52.212-4 as an addendum to this contract: 852.212-70, VAAR 852.237-76
FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (Jan 2021)
The following subparagraphs of FAR 52.212-5 are applicable:
52.219-8, 52.219-28, 52.222-19, 52.222.21, 52.222-26, 52.222.35, 52.222-36, 52.222-37, 52.222-39, 52.232-33, 52.232-34, 52.222-41, 52.222-44.
All quoters shall submit the following: one copy of this solicitation document. Quoters shall reference RFQ No. 36C24721Q0340 in the subject line of the electronic responses.
All quotes shall be sent to the Contract Specialist Lesley Kitchen; Lesley.kitchen@va.gov.
Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.
The following are the decision factors:
price, past performance, technical
The award will be made to the response most advantageous to the Government.
Responses should contain your best terms, conditions.
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:"
Quoters shall list exception(s) and rationale for the exception(s), if any.
Submission of your response shall be received not later than March 4, 2021@ 3pm eastern time at Lesley.kitchen@va.gov.
Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Email quotes only will be accepted to Contract Specialist, Lesley.kitchen@va.gov. Oral quotes will not be accepted.
Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.
Point of Contact
Lesley Kitchen, Contract Specialist
Lesley.kitchen@va.gov
Network Contracting Office 7
Ralph H Johnson VA Medical Center
Department of Veterans Affairs
109 Bee Street
Charleston, SC 29402
36C24721Q0406 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 7
2/26/21, 12:35 PM