24623Q-0148 - COMBINED SYNOPSIS SOLICITATION.docx

Combined Synopsis/Solicitation RFQ # 246-23-Q-0148

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 announcement constitutes the only solicitation; quotes are being requested in response to this notice and a written solicitation will NOT be issued. This solicitation is being issued as a Request for Quote (RFQ) # 246-23-Q-0148. Submit only written quotes for this RFQ. This solicitation is a 100% BUY INDIAN set aside. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-04. The associated NAICS code is 316210.

This RFQ contains four (4) Line Item:

PERIOD OF PERFORMANCE: 09/01/2023 – 08/31/2027

The estimated value of the BPA is $245,000.00 over 4 years

Vendor Requirements: SEE ATTACHED SPECIFICATIONS

Submit Quotes no later than: 07/27/2023 02:00p.m. CDT to the Following Point of Contact: Mary Ann Yocham, Contract Specialist, via Email: maryann.yocham@ihs.gov.

Evaluation: FAR 52.212-2 Evaluation -- Commercial Items (completed as follows):

(a) The Government will award a firm fixed price BPA resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, with price and other factors considered equally. The following factors shall be used to evaluate offers:

Best Value (see criteria below)

Pricing

· The following items will be evaluated; however, the entire pricing schedule (attached) shall be completed. Pricing will be evaluated by adding all the prices of evaluated items together for a cumulative price. Vendor shall offer Medicare like rates.

· Option years will be included in the price evaluation. Evaluation of options shall not obligate the Government to exercise the option(s)

· Items to be evaluated in pricing include:

· A5500 – Diabetic OTS Shoe

· A5512 Diabetic – OTC Multi-Density Insert

· A5513 – Diabetic – Custom Multi-Density Orthotic

· L3010 – Custom Foot Orthotic

· L3310 – Shoe Mod – 1” Elevation, Inside Shoe Location

· Vendor shall have an office located within 20 miles of Haskell Indian Health Center 2415 Massachusetts Street Lawrence, KS 66046. Additionally, the vendor shall have locations in surrounding metropolitan areas to include Kansas City metro area, Topeka, and Wichita.

Licensing

· Vendor shall be accredited by the Accredited Facilities Program of the Board for Orthotist-Prosthetist Certification (BOC) and shall provide an American Board Certified (ABC) pedorthist on site when services are being provided.

VENDORS SHALL SUBMIT THE FOLLOWING:

COMPLETED PRICE SCHEDULE (TO INCLUDE OUT YEARS)

ADDRESS OF ALL LOCATIONS

COPY OF LICENSING/ACCREDITATION

INDIAN ECONOMIC ENTERPRISE REPRESENTATION FORM

VENDORS SUBMITTING OR EQUAL ITEMS MUST SUBMIT DESCRIPTITVE LITERATURE SHOWING HOW THEIR PRODUCT MEETS OR EXCEEDS THE REQUIREMENTS BEING SOLICITED

This solicitation will result in a firm fixed price BPA pursuant to the terms and conditions below. Terms and conditions other than those stated will not be accepted. The above pricing is all inclusive.

PROVISIONS: The following FAR provisions apply to this solicitation:

FAR 52.212-1, Instructions to Offeror- Commercial Items; FAR 52.212-3, Offeror Representations and Certifications- Commercial Items (the offeror should include a completed copy of this provision with their quote).

CLAUSES: The following FAR clauses apply to this solicitation:

FAR 52.212-4, Contract Terms and Conditions-Commercial Items (OCT 2018); FAR 52.212-5 (MAR 2020), Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items (to include the following clauses sited): FAR 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards; 52.204-27. Prohibition on a ByteDance Covered Application (Jun 2023); FAR 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment; FAR 52.219-6, Notice of Total Small Business Set-Aside (Nov 2020); FAR 52.219-14, Limitations on Subcontracting (Oct 2022); FAR 52.219-28, Post Award Small Business Program Representation (Mar 2023); FAR 52.222-3, Convict Labor; FAR 52.222-19, Child Labor-Cooperation with Authorities and Remedies; 52.222-21, Prohibition of Segregated Facilities; FAR 52.222-26, Equal Opportunity; FAR 52.222-35, Equal Opportunity for Veterans (Jun 2020); FAR 52.222-36, Equal Opportunity for Workers with Disabilities; FAR 52.222-37, Employment Reports on Veterans (Jun 2020); FAR 52.222-40, Notification of Employee Rights Under the National Labor Relations Act; FAR 52.222-50, Combating Trafficking in Persons; FAR 52.222-54, Employment Eligibility Verifications (May 2022); FAR 52.223-18, Encouraging Contractor Policies to Ban text Messaging While Driving; FAR 52.225-1, Buy American Act-Supplies; FAR 52.225-13, Restriction on Certain Foreign Purchases; FAR 52.232-33, Payment by Electronic Funds Transfer- System for Award Management; FAR 52.232-36, Payments by Third Party (May 2014); FAR 52.242-5, Payments to Small Business Subcontractors (Jan 2017); FAR 52.247-64, Preference for Privately Owned U.S. –Flag Commercial Vessels (Feb 2006). The above Provisions and Clauses may be obtained via internet at http://farsite.hill.af.mil.

Miscellaneous:

NO FAX QUOTATIONS

ELECTRONIC SUBMISSIONS – SUBMISSION VIA EMAIL IS THE ONLY ACCEPTABLE ELECTRONIC SUBMISSION. (maryann.yocham@ihs.gov)

All contractors must be registered in the System for Award Management database located at https://www.sam.gov/sam/ prior to any contract award. Please submit the following information with each quote: Vendor Name, Cage Code, UEI, Tax Identification Number, Prompt Payment Terms, Delivery Time, GSA Contract Number (if applicable), Date quote expires, warranty, total price for each line item, total quote price, and technical documentation in sufficient detail to determine technical acceptability. Failure to provide sufficient technical detail may result in rejection of your quote.

Statement of Work Diabetic Foot Supplies and Services Haskell Indian Health Center

I. Background Indian Health Service (IHS) wants to improve its current accessibility when purchasing Diabetic Foot Supplies & Services (DFSS) for the Community Directed Diabetes Grant program, within the Haskell Indian Health Center; specifically, Topeka, Lawrence, and Kansas City metro areas. This project shall ensure accessibility of optimal patient outcomes, while assuring that purchased services are best value. Patient care shall be optimized, which aligns with the mission of IHS. All patients who have been diagnosed with diabetes mellitus should receive an annual foot examination to prevent any foot problems as indicated with IHS standards of care. This service shall help reduce the risk of lower limb complications by providing professionally fitted shoes to patients with diabetes who are served by Haskell Indian Health Center (HIHC). Each year when a diabetic foot exam is performed, the patient with an abnormal result or improperly fitting shoes shall have access to properly fitted shoes, as requested by provider and/or patient. In an effort to achieve this goal, the Contractor shall provide services for the patients served by HIHC.

II. Statement of Work The Contractor shall perform the following activities:

A. Provide an all-encompassing Diabetic Foot Supply and Orthotic Services program for referred patients from HIHC. The services program will be required to be accredited by the Accredited Facilities Program of the Board for Orthotist-Prosthetist Certification (BOC) and provide an American Board Certified (ABC) pedorthist on site when providing services to HIHC patients.

B. Shall have experience with evaluating and fitting the feet of diabetic patients C. Vendors main office with fitting clinic shall be located within 20 miles of the HIHC 2415 Massachusetts St. Lawrence, KS 66046. Vendor shall have other fitting locations in surrounding metropolitan areas of KS (Kansas City metro area, Topeka, and Wichita).

D. Ensure adequate fit and function of the shoes at time of delivery to participant.

E. Services shall be fully coordinated and integrated with the Project Manager with respect to services provided and professional relationships.

F. Contractor shall measure each patient's foot and provide appropriate shoes.

G. Shall have competent/effective oral and written communication. Supplies and services provided to each patient shall be appropriately documented on each monthly invoice.

H. Maintain familiarity and comply with all Federal and State regulations and requirements I. Shall maintain patient privacy/confidentiality J. Accountability requires that all services be under professional direction, therefore, the Contractor shall be fully responsible for any subcontracts (if applicable), professionally, administratively, and financially.

III. Government Furnished Information, Property and Services A. Provide written patient referrals with individual identification number to the Contractor, with specified expiration (vouchers).

IV. Period of Performance and Work Schedule A. One year from the date of award with three (3) option years.

B. Work Schedule maybe be coordinated between the Contractor and Project Manager

V. Specific Requirements A. Diabetic Foot evaluations (measuring of feet, testing for protective sensation, palpating and checking for range of motion and foot deformities and gait evaluation) B. Patient shall be fitted at vendor’s clinic in patient’s area. The vendor’s main office with fitting clinic shall be located within 20 miles of HIHC (2415 Massachusetts St. Lawrence, KS 66046) and shall offer fitting clinic offices in major metropolitan areas of KS (Kansas City metro area, Topeka, and Wichita).

C. Adjustments and modifications of shoes and/or inserts if necessary D. After wearing the shoes at home or at the gym (without wearing outside), the Contractor shall replace if the shoe does not fit well or is causing pain within 15 days. The Contractor shall replace with a more appropriate fitting shoe.

E. Vendor shall communicate any issues with services provided or patient compliance immediately to HIHC project manager.

VI. Reporting Requirements A. The Contractor shall provide services for patients referred within 30 days of receipt of the written referral.

B. The Contractor shall provide a Monthly Report of Services, a narrative report with comparison of actual services provided according to requirements established and the quantity of shoes, inserts, and compression stockings provided as well as the number of problems encountered and circumstances, if any, adversely affecting the delivery of services and recommendations.

VII. Vendor Performance Evaluation A. Provide multiple footwear options based on needs of patients.

B. Patients must have a favorable satisfaction rate, this will be determined through follow up phone calls, online evaluations, or written evaluations through Haskell Diabetes Program or obtained from Vendor.

C. Successful patient follow up for fit, comfort, and needs met.

D. Accurate and timely invoice submission.

E. HIPAA compliant with PII and PHI.

VIII. Rates of Payment A. Payments on diabetic shoes and inserts shall not exceed Medicare-Like Rates for the services provided.

B. Vendor shall provide invoices for services no later than 30 days after services have been provided.

C. If the Contractor's price changes as a result of notification from CMS or cost to charge ratio, they shall provide a letter from CMS to Haskell Indian Health Center within 30 days of receipt along with a corrected price list in order to be paid at the new rate.

D. The Contractor shall not bill any patient for any amounts not paid under this purchase order unless the patient is determined by IHS to be ineligible for services under this purchase order and demonstrated by a letter of denial of the Community Directed Diabetes Grant Program services payment.

E. IHS is the payor of last resort for persons defined as eligible for Diabetic Foot Supply and Services.

Diabetic Foot Supplies and Services Pricing Schedule Haskell IHS

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

PAIR

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

PAIR

PAIR

PAIR

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

EA

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